In theory, you can use this form to create a record for each participant, but with large surveys it is often faster to import participants from a CSV file. Search our KB for Importing participants from a CSV file to learn more.
If you have additional information about your participants that you would like to add to the tokens, you can do this with custom attributes. Search our KB for Additional token options to learn more.
Generating token strings
Once your participant table is ready, you need to generate the actual tokens, if you have not set them manually. Click the Generate tokens button to have the system generate a random 15 character token for each participant. This is the ‘access code’ respondents have to enter to fill out a survey.
If you send invitations through the Participant manager, the token is automatically added to the survey URL and respondents should never have to fill it out themselves. However, you could also create your own token values and import them as part of your Participant list. One example where this might be useful is if respondents can also fill out a paper survey, and the token needs to match the survey code of the paper version.
Disabling Participants Table
If you accidentally created a Closed survey when you activated your survey, your participants will be asked for a token to access the survey: you may wish to disable this.
To do so, go to the Survey Participants page, and you'll see a red button at the top right of the page: Delete participants table. Click this to remove the participant table, and your survey will no longer require a token to gain access.
Creating Tokens without Email Addresses
There may be cases where you want to have a closed survey, but instead of sending invites from the platform, you'd like to share out access tokens to a third party.
To create dummy participant records, you can follow these steps:
Log in to your account, go to your survey, and then go to the "Participants" section.
Click on the "Create" button.
Choose "Create dummy participants"
In the field "Number of participants" specify how may participant token records you want.
Click on the "Save" button to create the dummy participant records.
You'll now have a set of participant records with generated access token equal to the number of records you specified to create.
You can now click on the "Export" button and the click the "Download CSV file" button.
This CSV file can be shared with a third party who will presuambly send your email invitations. That email will need to include your survey URL and the access token.
Remember each token is for a unique participant, don't share the same token with multiple people!
Participants can return to their incomplete survey by using their access token to reload their responses.
Don't forget to activate your survey before you ask people to complete and complete it!