The vast majority of EHQ admins rely on their participants to register on a site of their own accord. However, there are plenty of good reasons why you might want to bulk import participants into EHQ. This can be achieved via a CSV file import using our bulk importing tool.

Before you import any participants into your EHQ platform, it's essential that you are aware of your privacy obligations and are careful not to add any participants whom you are not entitled to.

The steps below describe how to import participants.

1. Select the People link from the top menu of EHQ and click on Participants from the drop-down menu.  

2. This displays the Participants page.

3. Click on the Upload button to bulk import participants into EHQ. 

The following page is displayed.

4. Read through the instructions and download the CSV template.
5. Open the downloaded CSV template and you will see it contains three columns; 'email', 'login' and 'password'. You will need to populate the first two columns with a person's email address and the corresponding login name (aka 'screen name' or 'username').
The password column you can leave blank or fill in. There are two different outcomes, depending on your choice.

  • You nominate passwords: The participants will NOT receive a notification. Their account is instantly verified and active.
  • You do NOT nominate passwords: The participants' accounts will remain inactive. After the upload, an automated email will be sent to the participant asking him/her to activate the account. The email will come from 'notifications@engagementhq.com' and you can customize the content. 
  • To do so, go to your Site Settings and select 'Text and Emails'. You can change the text and add or remove placeholders here, however, it is important that you do NOT remove the ##{{confirmation_link}} placeholder.

TIP : As a matter of best practice, you should consider NOT setting a password for your participants to allow them to create their own passwords. When leaving the password column empty, an email will be automatically sent to the participants and you can customize the text for that email easily (see below). The email will NOT be sent if you set a password, so you would have to communicate with your participants separately to let them know what their password is.

Note - If you edit the contents of this email, ensure that the variables like {{confirmation_link}}, {{username}} etc. remain intact. 

6. Fill in the template with the participants' details and save it on your desktop.
7. Click on Choose File. Browse to the file and upload it. If everything is fine, you will see the below screen and are asked to confirm the upload. 

In case there is an issue with the file, usually because an email or login has already been taken, you get an error message as below. Simply correct the error(s) in the CSV file and try uploading it again.

8. Check that the upload has been successful. The below message will appear on the top of the participant page.

The below image shows the participant having status 'Imported' but not yet active. You can re-send the activation email manually by clicking on Send Activation Email , in case a participant is struggling to find the activation email and asks for it to be sent again.


NOTE: You can repeat the import as many times as you like. When you upload participants, they receive a notification email with a link that directs them to your registration survey. Make sure that registration form is set up properly (see here for more on how to set up the registration form)

We recommend you limit the amount of participants uploaded at any point in time to 500. While importing more will work, the time it might take to complete the upload can be substantial, in particular on slower internet connections. It is safer to split big imports into various smaller files. 

Below is a short checklist of things you should consider when bulk importing participants:

  • Only create accounts for email addresses for which you know the owner has given his/her consent
  • When you create accounts for people, they will still have to fill in the registration survey. You can NOT fill in the demographic information on behalf of the participants
  • Testing with a colleague or your private email first, can help you understand the process an ‘imported’ participants goes through
  • Consider doing the upload in stages. This will make it easier to react to feedback you might get after the upload has occurred You need to associate a screen name to every email address.
  • Participants will be able to change that screen name later You cannot create accounts for email addresses that are already in use on your site (either as a participant or an admin account)
  • Configure the automatically generated email that goes out after the import has occurred

Read the article on Advanced bulk import of participants into EHQ to learn about additional options in the beta version of bulk importing participants.

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