Add Participants | Point-In-Time & Lifecycle

The Invite phase is where you pick a delivery method, load or select your participants, and hand off to the Communications phase to write the emails. What you see in this phase depends on two things: whether your event is Point-In-Time or Lifecycle, and whether your event uses a PIN page. This article covers both event types.

Choose your delivery method

Navigate to the Invite phase for your listening event. The delivery options you see depend on whether you turned on the PIN page back in the Content phase. A PIN page is a page where participants type in a personal identification number to get into the event, which is handy for people who do not have a work email address or a company sign-in.

If your event uses a PIN page

If your event does not use a PIN page

Add participants: unique links for each respondent

This option sends every participant their own link. Their demographics are tied to their responses, and they can complete the event only once.

There are two ways to get your people into the event, and which ones you see depends on your setup.

Bring Your Own List

1. Navigate to the Invite phase for your listening event.
2. Click Select below Email Distribution - Unique Links for Each Respondent.
3. Click Select below Bring Your Own List.
   The Data Import wizard opens. It walks you through downloading a template, filling it in, uploading it, mapping your data, and clearing up any errors.

4. Click Download Template.
5. Open the downloaded template in any application that handles .csv or .xlsx files.
6. Fill in your data and save the file.

7. Back in the wizard, click the File Upload box or the paper clip icon under Upload Data Template.
8. Find your completed template and double-click the file name.
9. When the Upload Complete message appears, click Next Step.
   The wizard shows your data mapping options.

The four required fields are locked, and your demographic columns are listed underneath. Each one has a Demographic toggle, and it is switched on for every column that does not personally identify a participant. On means the demographic is available in reports.

10. Check that every demographic you loaded is in the list.
11. To change the name a demographic goes by in reports, edit the text in its Label field.
12. Click Next Step.
    The system processes your data. Any errors appear in the wizard highlighted in red.

13. If there are errors, click the red error box, make your corrections, click Save, then click Update.
    Records with errors are skipped, so anything you do not fix here does not get imported. When everything is clean, the wizard shows a success message.
14. Click Save & Import, then click Confirm.
    Your full list of invitees appears with every record selected.

Narrow down who gets invited

If you want everyone on the list, skip ahead and click Next: Communications. Otherwise you have two ways to trim it.

Clear people individually. Click the checkbox for anyone you do not want to include. The Search box finds people by name, email, or employee identifier.

Or apply a filter:

1. Click Filter.
   The Add Filter dialog box appears.

2. If you have a lot of demographics, type one into the Search Demographic box to find it.
3. Click the arrow for the demographic you want to filter by.
   The Include From dialog box appears for that demographic.

4. Type or paste one or more values into the text box, one per line, then click Submit.
   The matching records appear in the dialog box.
5. Click Continue, then click Done.
   Only the records that match your values are left in the invitee list.
6. Click Next: Communications.

HRIS Data Available

This option shows up only if you have an automated data file set up with Perceptyx, where your human resources system sends us your employee data on a schedule. If you would like to set one up, talk to your project manager while a project is running, or Customer Care once it has wrapped.

1. Navigate to the Invite phase for your listening event.
2. Click Select below Email Distribution - Unique Links for Each Respondent.
3. Click Select below HRIS Data Available.
   The HRIS Import wizard opens.
4. Check the Feed Load date. That is the last file Perceptyx received and loaded, so it tells you how current the data behind your invitee list is. Then click Start Import.
   A Preparation Complete message appears.
5. Click Next Step.
   Your demographic fields are listed, with the Demographic toggle on for everything that does not personally identify a participant. On means the demographic is available in reports.

6. To change the name a demographic goes by in reports, edit the text in its Label field.
7. Click Next Step.
   The system processes your data. Any errors appear highlighted in red.
8. If there are errors, click the red error box, make your corrections, click Save, then click Update.
   Records with errors are not imported. When everything is clean, the wizard shows a success message.
9. Click Save & Import, then click Confirm.
   Your full list of invitees appears.

Choose your invitees

To invite everyone in the file, click +Select All, then Next: Communications.

To invite some of them, either click +Select All and then clear the checkbox for anyone you want to leave out, or filter the list:

1. Click Filter.
2. If you have a lot of demographics, type one into the Search Demographic box to find it.
3. Click the arrow for the demographic you want to filter by.
4. Select the values you want, then click Apply.
   If you pick Email or Employee ID from the list, you can paste in a whole set of values instead of selecting them one at a time.
5. Click Continue, then click Done.
6. Click +Select Filtered, then click Next: Communications.

Choose invitees from your manager hierarchy

If your organization uses the Manager Hierarchy feature, you get a second way to pick invitees: instead of working through a flat list, you can work through your reporting structure and invite a manager and their team in one go. Two views are available, and you can switch between them at any time.

List View

In List View, every employee in the hierarchy is a row in a table.

1. Navigate to the Invite phase for your listening event.
2. Click Select below Email Distribution - Unique Links for Each Respondent, or below Email Distribution - Unique Link for Each Respondent + PIN Page if you are using a PIN page.

3. Find the people you want. Type a name, email address, or employee identifier in the Search box and click Search, or click Filters in the upper right, pick a demographic, type a value, and click Apply.
   To stack filters, click Apply & Add Another instead of Apply, then set up the next one. Click Apply on the last one. Each filter shows in the Filters bar, and you can drop one by clicking the X next to its name.
4. Confirm your invitees.

5. Click Next: Communications.

Hierarchy View

Hierarchy View shows your organization as a tree. You pick someone as the top of the tree, tidy up anyone who is not attached to a manager, and then work down the branches choosing invitees. Each branch appears as a card listing the employees in it and their invitee status, with icons to move a person, confirm them, or confirm a manager along with their whole team.

1. Navigate to the Invite phase for your listening event.
2. Click Select below Email Distribution - Unique Links for Each Respondent, or below Email Distribution - Unique Link for Each Respondent + PIN Page if you are using a PIN page.
3. Click Hierarchy View in the top right.
   The screen switches to Tree View.

4. Select the person who sits at the top of the tree, labelled CEO for chief executive officer.
   If your employee data does not make it obvious who that is, you may be offered several managers to choose from. The tree then appears with that person at the top and their direct reports as the first branch.

5. Click through the tree to reach the part of the organization you want to work with.
   Anyone with direct reports has an Is a Manager icon to the right of their name.

Assign one employee

1. Click Unassigned Employees to open that tab.
2. Click the Move icon in the lower right of the person's name.
   The icon turns green and moves to the top right.

3. Click the Hierarchy tab, then click the Add to Team icon, the down arrow, for the manager you want them under.
   The employee is assigned to that manager.

Assign several employees with the Draft List

You can still only place one person at a time, but the Draft List lets you queue several up so you are not jumping between tabs for every single one.

1. Open the Unassigned Employees tab.
2. Click the Move icon for each person you want to place.
3. Click the Hierarchy tab, then click Open Draft List.

4. Select the radio button for the first person, then click Accept.
5. Click the Add to Team icon for the manager you want them under.
6. Repeat for everyone else in the Draft List.
7. Click X to close the Draft List.

Confirm employees as invitees

For one person, navigate to them in the hierarchy and click the Confirm as Invitee icon.

For a manager and their people, navigate to the manager and click the Confirm and Their Direct Reports or the Entire Team as Invitees icon in the bottom right.

In the Select Invitation Type dialog box, choose Invite Manager and Direct Reports Only or Invite Manager and Full Team, then click Confirm. Full team means everyone below them in the hierarchy, not just the people who report to them directly.

Uninvite someone

1. Navigate to the Invite phase for your listening event.
2. Find the person or people you want to remove.
3. Click Uninvite.
   For a manager and their team, click Uninvite Manager and Their Direct Reports or the Entire Team, then choose Uninvite Manager and Direct Reports Only or Uninvite Manager and Full Team and click Confirm.

Add participants: email an anonymous link

With this option, Perceptyx emails one shared link to everyone on your list. You still build the email in the platform and still control who receives it, but responses are not tied to individuals, so you cannot load demographic data. The only way to filter results is with self-select demographic questions you added during the Content phase.

1. Navigate to the Invite phase for your listening event.
2. Click Select below Email Distribution - Anonymous Link.
   Options for downloading and uploading the Perceptyx template appear.
3. Click Download Template, then open it in any application that handles .csv or .xlsx files.
4. Fill in the Email, First Name, and Last Name columns and save the file.
   That is all this template takes. There is nowhere to put demographics, because none are collected.
5. Back on the Invite screen, click the File Upload box or the paper clip icon, find your file, and double-click the file name.
6. Click the checkbox at the top of the page to select everyone, then click Next: Communications.

Generate a QR code

1. Navigate to the Launch page.
2. Select Generate under Generate QR code.
3. Click Download.
   Print it and people can scan it with a phone, which is useful for anyone who does not sit at a desk.

Add participants: distribute an anonymous link yourself

This one gives you a shared link and gets out of the way. Perceptyx sends no emails, so there is no participant list to upload at all. You put the link in a newsletter, on a poster, in a team channel, wherever it needs to go. Responses are not tied to individuals, and demographics come only from self-select questions you added during the Content phase.

1. Navigate to the Invite phase for your listening event.
2. Click Select below Distribute Yourself.
   The Settings page appears.
3. Turn on any settings you want for the event, then click Next: Launch.
4. Click Copy URL to copy the event address, or click Generate and then Download for a QR code.
5. Click Make Event Active.

Add participants to a Lifecycle event

Lifecycle events are always on, so there is no participant list to upload. Instead you set up sensors: rules that watch your employee data and send an invitation when somebody meets them, such as thirty days after their hire date or two weeks before they leave. That is why Lifecycle events need an automated data feed. Without one, there is nothing for the sensors to watch.

What you do next depends on the PIN page. If your event uses one, you choose a delivery method and then configure sensors. If it does not, you go straight to sensors.

Choose a delivery method (PIN page events only)

If your Lifecycle event uses a PIN page, the Invite phase shows you delivery options first, much like a Point-In-Time event.

1. Navigate to the Invite phase for your listening event.
2. Click Select below the option you want.
   Sensor configuration options appear.

Configure sensors

A sensor is made of two parts.

As your data feed updates, the platform checks your conditions and sends invitations to anyone who now meets them.

The three qualifiers

Set up a sensor

1. Navigate to the Invite phase for your listening event.
2. If your event has a PIN page, click Select below the delivery method you want. If it does not, skip this step.
   The Invite page updates to show sensor configuration options.

3. Open the Condition dropdown and pick a date field.
   Qualifier fields appear.

4. Open the Qualifier dropdown, pick an option, and type a number in the Days box if one is needed.
   Some qualifiers already have a number built in, in which case there is nothing to fill in.
5. To narrow things further, click +And and set up another condition the same way.
   Conditions stack, so adding one makes the sensor stricter rather than broader. Two conditions means somebody has to meet both.

In the example above, invitations go to full-time employees thirty days after their hire date.

6. Add any other conditions you need, then click Next: Communications.

Test your sensors before you launch

A sensor that is slightly wrong is hard to spot by reading it, and easy to spot by looking at who it catches. Testing shows you exactly that. Tests use your real data feed, and they never send anything or change anyone's eligibility, so there is no risk in running one.

1. In the Invite phase, open the Sensors tab.
2. Click Test Sensors.
3. Open the Live Test or Set Date tab. If you chose Set Date, pick the date you want to simulate.
4. Click Run Test.

The results tell you how many people currently meet your criteria and list them out with their name, email address, employee identifier, and the date the sensor matched on. You can export the whole thing as a .csv file to review or share.

Let people take a Lifecycle event more than once

Some moments come around again. Someone leaves and comes back, then leaves again. Someone hits a fifth work anniversary and then a sixth. The Resurvey Employees option lets a person complete the same Lifecycle event more than once when they qualify again.

With it on, people can be invited again when they re-enter a stage, be surveyed at more than one milestone, and get a fresh invitation whenever they become eligible. Each completion is treated as its own separate instance, with its own reporting.

1. Navigate to the Invite phase for your listening event.
2. Click Settings to open the Settings tab.

3. Turn on the Resurvey Employees toggle.
4. Click the # Of Days in Exclusion Window box and type your number.
5. Click Next: Communications, or click Save and Exit to save and go back to Listen.

Enable Real-Time Survey Eligibility

Real-Time Survey Eligibility is a different way of getting people into a Lifecycle event. Rather than waiting for a sensor to notice someone and send them an invitation, you share a link or a QR code and they can go straight in. They sign in through single sign-on, a respondent record is created for them on the spot, their demographics come across automatically, and the event opens.

It is built for catching feedback at the moment something happens. Put the link at the end of an onboarding checklist, on a training completion screen, in a resignation form, or anywhere else in the systems people already use.

1. Navigate to the Invite phase for your listening event.
2. Click Settings to open the Settings tab.
3. Turn on the Real-Time Survey Eligibility toggle.
4. Click Next: Communications, or click Save and Exit.

Once the event is active, the link and the QR code are on the Launch page. For more on that, see Launch Your Listening Event | Point-In-Time & Lifecycle.