Distributing Codes via Gallup Access

To use this distribution method, select recipients with Gallup Access accounts and upload a list of recipients or type their details manually (the only option for personal codes). Gallup will email and/or apply the access codes.

1. In the Quick Actions area of the Code Management page, click Distribute Codes. Alternatively, click Distribute Codes on a bundle’s Bundle Details page and skip to step 3.

2. Select the category and type of access codes to distribute, and which bundle to distribute them from. Then click Next.

   Note: You can only distribute codes from bundles with available codes that you have access to.

   
   Distribute Codes page

3. Click Email Codes on the Distribution Method page.

   
   Distribution Method page

4. On the Email Codes to Recipients page, choose how you want to indicate the access codes’ recipients:

   • Find on Gallup Access or provide details manually.
   • Upload a list of email addresses and IDs as a CSV file.

   Note: For personal codes, the only way to indicate recipients is by typing their details manually. After adding recipients, click Next, and then continue to the next step.

   Find on Gallup Access or provide details manually.

   To select recipients with Gallup Access accounts or manually type recipients’ email addresses and IDs, select Find on Gallup Access or provide details manually.

   1. Use the Search field to find and select recipients’ Gallup Access accounts, or click Add Recipient to provide recipients’ email addresses, IDs and primary language.

      Note: When searching for recipients, Gallup Access prevents you from selecting individuals who are ineligible for the access code you are distributing (for example, individuals who have discovered all 34 of their CliftonStrengths).

      
      Email Codes to Recipients page

      
      Ineligible individual

   2. Continue selecting or adding all recipients, and then click Next. Continue to step 5.

   
   Upload a list of email addresses and IDs as a CSV file.

   To upload a CSV file with recipients’ email addresses, IDs and preferred languages, select Upload a list of email addresses and IDs as a CSV file.

   1. Click Choose File to select the CSV file you want to upload. The CSV file can only have three columns of data: email address, ID and language code.

      Note: You can download the available template file to use to create your CSV file.

      
      Email Codes to Recipients page

   2. Click Next to have Gallup Access validate your CSV file.

      
      File validation window

   3. After Gallup successfully validates your CSV file, click Select Email Template and continue to step 5.

      Note: If Gallup Access detects errors in your CSV file, it prompts you to download an updated CSV file that shows the errors and upload an error-free CSV file.

      
      Successful file validation window

      
      Unsuccessful file validation window

5. On the Select Email Template page, choose the template you want Gallup Access to use for the email invites. The Language drop-down list is for previewing the available templates and does not affect your previous language choices. Click Save to continue.

   Note: For personal codes, your only option is Gallup’s default template.

   Note: If you select your organization’s template and want to edit the email message for this particular distribution of access codes, you can do so if all recipients have the same language. Changes you make do not affect the original template.

   
   Select Email Template page

6. Review the summary of distribution information, and then click Email Codes. Gallup will email access codes to all recipients and apply the codes to the accounts of any recipients you selected with existing accounts.

   Note: If you selected your organization’s email template and there are one or more missing for the recipients’ languages (e.g., a recipient’s language is Italian, but your organization doesn’t have an Italian template), Gallup Access warns you of this but will not prevent you from distributing the codes. If you ignore the warning, Gallup Access substitutes its default email template for the missing languages.

   
   Confirm and Email Codes page