Responses are saved in real time which means your demographics need to be correct prior to survey launch. If changes need to be made after data is collected, you will need to complete a demographic override.
This should only be done if a demographic used for reporting has been imported incorrectly and is recommended to be used rarely. It is best practice to ensure all demographics are correct prior to collecting feedback.
Changing Participant Demographics using Override Report
Participant demographics are captured and saved in reporting with responses once a survey is completed. Therefore, if demographics were incorrect when survey feedback was collected, you will need to update those demographics for reporting using the override report demographics file.
This report only changes demographics within reporting and does not change the participants demographics within the PEOPLE tab for future surveys. You will want to update in the manage participants table as well.
Step One: Go to manage participants in the PEOPLE tab. Click the three vertical dots (more options) in the upper right corner of the screen and select override report demographics from the dropdown menu.
Step Two: From the dropdown menu, select the survey you need demographics updated for and click export. This will download an Excel spreadsheet of the captured demographics per participant. If you need to update demographics for multiple surveys, you will need to complete these steps for each survey, one at a time.
Step Three: Within the exported Excel file, make the necessary changes to only the demographic items that need updating.
You can delete rows and columns for participants and demographics that are not being updated but do not modify column headers, delete columns A through E, or delete the instructions page. These changes will result in the file not successfully importing.
- If you need to make many changes with data coming from another file, consider using excels Vlookup function to make the process quicker. Make sure to copy and paste values to convert the formula into values.
Step Four: Save the file to your computer to prepare for import.
Step Five: Go back to manage participants in the PEOPLE tab. Again, click on the three vertical dots (more options) in the upper right corner of the screen and select override report demographics from the dropdown menu.
Step Six: Click the import button to either drop your file or import it from your computer. Once the file is selected, click submit.
Step Seven: After the file is successfully imported, the demographic changes can be viewed in the REPORTS tab. This file will only update demographics connected to completed surveys. We recommend you also update these demographics in the manage participants table to ensure they are correct for participation reports and future data collection. Review this article for instructions on making these changes in the participants table.
Want to see this in action? Watch the video below to see the demographic override process happen step by step.