Survey Setup – Recipients Management FAQ
A troubleshooting guide for adding, managing, and exporting survey recipients for Frequency, One-off, and Milestone surveys
Not sure how to manage your survey recipients or why certain employees are not appearing in your list? This guide addresses the most common questions around adding, filtering, importing, and exporting recipients for both Frequency/One-off and Milestone surveys.
Browse the questions below to find the answers you need and ensure your survey reaches the right participants.
Adding Recipients (Frequency / One-off)
| Questions | Answer |
|---|---|
| How do I add recipients to my survey? | On the Recipients page, select participants from the Employee List on the left. You can tick the box next to each individual's name or use the "Select all" checkbox to include everyone currently displayed. Once selected, click "Add to recipient list" and they will appear in the Survey Recipients list on the right. |
| An employee I need to add is not appearing in the Employee List. What should I do? | The Recipients page reflects the current Employee List. If an employee is missing, you will need to update the Employee List first. Once updated, the employee will appear in the Recipients page for selection. You can also click "Manage employees" on the Recipients page to add them directly. |
| Can I filter the employee list to add only specific groups of employees? | Yes. Filtering options are available on the left-hand side of the Recipients page. You can filter by segments such as department, location, or employment status to refine the participant list and ensure only the relevant employees are included in the survey. |
Managing Recipients (Frequency / One-off)
| Questions | Answer |
|---|---|
| Can I remove a recipient from the survey after adding them? | Yes. On the Survey Recipients list on the right-hand side, select the recipient you wish to remove and click "Remove from list." You can remove individual recipients or use "Select all" to remove multiple at once. |
| Can I export my recipients list? | Yes. On the Survey Recipients page on the right-hand side, click "Export all recipients [.xlsx]" to download the full participant list as an Excel file for record-keeping and analysis. |
| How do I add an employee manually if they are not in the system yet? | On the Recipients page, click "Manage employees" to open the Employee List. Click "+ Add employee" and a panel will appear on the right. Fill in the employee's full name, preferred name, and email address. You can also add demographic data in the Attributes section. Click "Save changes" to add them. Note that Tenure and Start Date can be left blank unless you are conducting Milestone surveys. |
Importing Employees from the Recipients Page
| Questions | Answer |
|---|---|
| Can I import a bulk employee list directly from the Recipients page? | Yes. Click "Manage employees" on the Recipients page, then click "Import" on the Employee List page. Download the Excel template, fill in the employee details, and upload the completed file. |
| What is the difference between Merge List and Replace Entire List when importing? | Merge List is the safest and most common option. It adds new employees from your file and updates existing employee information without removing anyone from your current list. Replace Entire List completely overwrites your current employee list — any employee currently in the system but not included in your upload file will be deleted. Use Replace Entire List with caution. |
Adding & Managing Recipients (Milestone Surveys)
| Questions | Answer |
|---|---|
| How do I add recipients to a Milestone survey? | On the Recipients & Invite Schedule page, click "Edit recipients" to add your participant list. From there you can add or remove recipients, adjust milestone schedules, and update their details to ensure the survey is sent to the correct participants. |
| How do I add a new employee to an existing Milestone survey? | First, add the new employee to the Employee List. Then navigate to the Recipients page of the relevant Milestone survey project and manually add them there. Select the specific milestone surveys you want them to receive (e.g., Day 30, Day 60, or Day 90). As long as their start date is recorded in the Employee List, the platform will automatically send the survey on the configured milestone dates. |
| How do I set the time for milestone survey invitations to be sent? | On the Recipients & Invite Schedule page, enter a specific time in HH:MM AM/PM format in the "What time should survey invites be sent?" field. If you prefer not to set a fixed time, tick "Leave send time unscheduled." Note that this time setting applies to all milestones within the project. Click "Save changes" to apply your updates. |
| How do I edit or update recipients for a specific milestone? | Navigate to the Milestone survey project page and click the three-dot menu next to the milestone you wish to update. Select "Edit recipients" from the dropdown to add, remove, or update recipients for that milestone. |
| Can I export the recipient list for a Milestone survey? | Yes. Go to the Milestone survey project page and click the three-dot menu next to the milestone you want. Select "Export all Recipients" to download the list as an Excel file. The exported file will include all recipients for the selected milestone you chose to view. |
Still having trouble? Our support team is here to help. Email us at support@engagerocket.co or reach out directly to your dedicated Customer Success Manager for personalised assistance.