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Distributing Codes

Distribute access codes to recipients by emailing invitations through Gallup Access or exporting the codes to distribute yourself.

Once you've created a bundle of access codes, you can distribute those codes to recipients. This article walks you through how to start a distribution, and the two distribution methods available: Email Codes and Export Codes.

  • Email Codes — Have Gallup email invitations to recipients on your behalf, either by finding them on Gallup Access or by uploading a list.
  • Export Codes — Export the access codes yourself so you can distribute them however you'd like.

Note: If you're distributing codes for virtual courses or digital materials (like workbooks, guides, or kits), we recommend using the Email Codes method so Gallup can send invitations directly to your recipients. Export Codes is still available for these code types, but Email Codes is the simpler path. See Distributing course and digital material codes below.

Getting started

  1. In the Quick Actions area of the Code Management page, click Distribute Codes.
Code Management page with the Quick Actions area, highlighting the Distribute Codes option.

Code Management page highlighting Distribute Codes

Note: You can also start a distribution by clicking Distribute in the top right corner of the Codes page, or by clicking Distribute Codes directly from a bundle's Bundle Details page. If you start from a specific bundle, you'll skip the Category, Code Type, and Bundle selection in step 2 below, since the bundle already determines those — continue straight to choosing Email Codes or Export Codes.

  1. Select the Category of code you want to distribute (for example, CliftonStrengths, E-books, Courses, or Digital Materials), along with the Code Type within that category (for example, if you selected CliftonStrengths, you'd choose between CliftonStrengths 34 or Top 5). Select the Bundle you want to distribute codes from, then click Next.

Note: You'll only see Category, Code Type, and Bundle options you have available.

The Distribute Codes window, with fields to select the code category, code type, and bundle to distribute from.

Distribute Codes window

  1. Choose Email Codes or Export Codes.
The Distribution Method window, with Email Codes and Export Codes listed as the two options.

Distribution Method window

Continue to the Email Codes or Export Codes section below, depending on which method you chose.

Email Codes

Choosing Email Codes opens the Email Codes window, where you can choose how to identify your recipients.

You have two options:

Option A: Search Gallup Access or add manually

If you select this option, you'll see two tabs: Search and Add Manually.

Using the Search tab

  1. Click the Search tab.
The Email Codes window, with the Search tab selected and a field to search by name, email, or External ID.

Email Codes window with Search tab selected

  1. Search for a recipient by name, email, or External ID.

    Note: This option only finds people who already have a Gallup Access account tied to your organization. If your search returns no results, the recipient likely isn't set up yet — use the Add Manually tab instead.

  2. Select the recipient from the search results and click Next.

Using the Add Manually tab

  1. Click the Add Manually tab.
The Email Codes window, with the Add Manually tab selected and fields for email address, External ID, and invite language.

Email Codes window with Add Manually tab selected

  1. Enter the recipient's:
    • Email address
    • External ID (a unique identifier for the individual within your organization)
    • Invite language
  2. Click Save next to the recipient record.
  3. Repeat these steps to add additional recipients, clicking Save after each one.
  4. Once you've added all the recipients you need, click Next.

Option B: Upload a CSV file

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

  2. Click Upload a CSV of Email Addresses to select your CSV file. The file can only include three columns: email address, ID, and language code.

    Note: You can download the available template file to help build your CSV file.

The Upload a CSV of Email Addresses button.

Upload a CSV of Email Addresses button

  1. Click Next to have Gallup Access validate your file.

    Note: If Gallup Access detects errors in your file, you'll be prompted to download an updated file showing the errors so you can fix and re-upload it.

  2. Once your file is validated successfully, continue to the next step.

Selecting an email template

Whether you searched, added manually, or uploaded a CSV, both paths lead here next.

  1. From the Select Email Template window, choose the template you want Gallup Access to use for the email invites.
The Email Template window, with a list of available templates to choose from.

Email Template window

Note: The Language drop-down list is only for previewing available templates — it doesn't affect the language choices you already made for your recipients.

Note: Personal codes, or codes sent outside your organization's subscription, only have the option to use Gallup's default template.

  1. Click Use Template to continue.

Confirming and sending

  1. Review the summary of your distribution details. You can select View All to view recipients who will be receiving the invitations.
The Review and Send window, showing a summary of the distribution details with a Confirm and Send button.

Review and Send window

  1. Click Confirm and Send. Gallup will email invitations to all recipients and, for recipients with existing Gallup Access accounts, apply the codes directly to their accounts.

Export Codes

If you choose Export Codes, an Export Codes window opens.

The Export Codes window, with a field to set the quantity of codes to export.

Export Codes window

  1. Enter the quantity of codes you want to export.
  2. Optional: Click to copy the sample invite text, which you can use when you distribute the codes yourself.
  3. Click Export Codes to finalize your selection. You'll be prompted to download a CSV file containing the codes in the amount you specified.

Distributing course and digital material codes

For virtual courses and digital materials (like workbooks, guides, and kits), you can still choose Export Codes, but we recommend using Email Codes instead so Gallup can send the invitations for you.

Follow the same steps outlined in the Email Codes section above to search for or add your recipients and send their invitations.

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