Set survey distribution by choosing the sample type, using links or codes, configuring emails, and managing respondents via teams, individuals, or CSV uploads.
The Distribute tab includes options for distributing the survey, including who receives it and how they access it. It consists of the following sections:
Survey Method
Use this section to determine the survey's methodology and how respondents take the survey. It consists of the following options:
Closed Sample
The survey is available to a specific set of respondents, and only they can take it. You know exactly who will receive the survey, and each respondent will receive a unique link or code to take it.
Note: Gallup Access does not require that respondents have an email address to take the survey.
Open Sample
The survey is available for almost anyone to take (i.e., anyone with the link to the survey can take it). You don’t know exactly who will take the survey, including the total number of respondents.
Survey Method section
Gallup recommends using a closed-sample survey methodology whenever possible, as it provides the most accurate survey data. However, you may need to choose an open-sample survey methodology based on your organization or respondents.
If you select the Closed Sample survey method, choose how respondents will take the survey:
Email
Gallup will email each respondent a unique link to take the survey.
Survey Code
You will provide each respondent with a shared link (or QR code) and a unique code to take the survey. Select this option for respondents without an email address.
If you select the Open Sample survey method, you must address the following options:
Limit Multiple Responses
Prevent respondents from taking the survey more than once on the same device. Clear this option if respondents will share devices to take the survey.
Respondent Estimate
Type the estimated number of respondents who will receive the survey. Gallup Access will use this number only to calculate participation data — it will not limit the number of respondents who can take the survey.
Survey Link
This section is available if the survey requires a shared link for respondents to take it. Gallup Access will generate a link with random numbers and letters, but you can use this section to customize the link to something simpler and more readable (e.g., survey.gallup.com/surveyname). You can also copy or download a QR code of the survey link.
Note: The link must be unique for each survey, use 50 characters or less, and contain only numbers and letters.
Survey Link section
Survey Code Instructions
If the survey requires respondents to use a survey code, use this section to add custom instructions to the Survey Code page at the start of the survey. For example, you can explain what respondents should use for their survey code or where to find it.
Survey Code Instructions section
Emails
Use this section to manage the content of the invite and reminder emails Gallup will send to respondents to take the survey. Click Preview to see how an email will appear to respondents, and click Edit to modify an email's subject, body text, button text, and button colors. While previewing an email, you can also choose to have Gallup send you a copy of the preview email.
Note: This section is available only for a closed-sample survey when you choose to have Gallup email respondents a unique link to take the survey.
Emails section
Respondents
Use this section to review and manage a closed-sample survey's respondents. It consists of the following options:
Upload Respondents File
Upload a CSV file with all respondent data.
Remove Respondents
Remove all respondents and their corresponding data from the survey.
Export Respondents File
Download a CSV file of all respondent data, or a previously uploaded respondents file.
Add Teams
Select from the teams that you are an owner (or delegate) of, and add all team members as respondents.
Add Respondents
Select specific individuals from the teams you are an owner (or delegate) of, and add them as respondents.
Note: The options depend on your organization’s available features and the privileges it has assigned to you.
Respondents section
The lower area of this section lists the survey's respondents. Use a respondent's More Options menu (⁝) to view or edit their details, or remove them from the survey.
Note: A respondent's Include in Survey option determines their inclusion in taking the survey. Excluding respondents is useful for maintaining reporting relationships for individuals who are unavailable to participate in the survey.
Uploading a Respondents File
- Click Upload Respondents File.
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In the Upload Respondents File window, click Choose File to select the CSV file with the list of respondents. Then click Upload.
Info: Learn more about a CSV file's optional and required fields.
Upload Respondents File window
Gallup Access will validate your file, checking for errors and asking you to confirm your file's data. If it identifies any errors, if will detail them in an error report you can download. After you confirm your file's data by clicking Confirm & Apply, you can exit Gallup Access if you want as it will email you when the process completes and it has applied the file's data to your survey.
Note: Until the entire process completes, you cannot modify the survey's respondents, but you may modify other survey aspects.
Confirmation step
Adding Teams
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Click Add Teams to display the Add Teams page, which lists all teams you are an owner (or delegate) of.
Add Teams page - Select the checkboxes of the teams you want to distribute the survey to. To locate specific teams, use the Team Type drop-down list and Search field at the top of the page.
- For teams with rollup members (aka, indirect reports), use the options in the Include Rollup Members column to choose whether to also distribute the survey to them.
- After making your selections, click Add Selected at the bottom of the page.
Adding Individuals
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Click Add Respondents to display the Add Respondents page, which lists the individuals on teams that you are an owner (or delegate) of.
Add Respondents page -
Select the checkboxes of the individuals you want to add as respondents of the survey. To locate specific individuals, use the Team, Member Type, and Search options at the top of the window.
Note: If you cannot select an individual's checkbox, they are already a respondent of the survey.
- Use the options in the Include in Survey column to choose whether to exclude individuals from taking the survey. This is useful for maintaining reporting relationships for individuals who are unavailable to participate in the survey.
- After making your selections, click Add Selected Individuals at the bottom of the page.
Removing Respondents
- Click Remove Respondents on the Manage Respondents page.
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Carefully read the warning on the Remove Respondents window, and click Proceed to confirm that you want to remove all respondents.
Note: For a live survey with respondents who have completed the survey, Gallup Access will remove their survey data.
Remove Respondents window