What is a Contact List?
A contact list is a list of the people you want to send a survey or Pulse Check(®) to. The contact list should ideally include methods of contacting the person (their email and/or SMS/mobile phone number), identifying information about the person (name and/or an ID), and their preferred language for receiving their survey or Pulse Check. The Contact List will be the people who are prompted at your desired frequency for their experience and sentiments.
How Do I Import My Contact List In the Platform?
Whether your Contact List is your staff, program participants, customers, students, or even friends, the steps are the same.
First, you will need to format and organize the data. This makes sure the data you get out of the platform is properly mapped to the data you put into the platform and will make sure the process is quick and easy.
Key Steps for Importing
Step 1: Prepare Your Contact List
First, you will want to prepare your contact list. Below are the fields you’ll want to have.
- First Name: The contact's first name.
- Last Name: The contact's last name.
- Email Address: A valid email for sending Pulse Checks.
- Phone Number: A valid phone number (for text messages).
- Group Affiliation: The organization, team, municipality, business, school, district, or group they are associated with.
- Language Preference: The language the contact prefers to receive their communication (e.g., English, Spanish). Note: if this column is Blank, the surveys will be sent in English. Recipients can reply and request a language change and their next survey will be updated.
Note: You’ll find that the CSV file we ask you to fill in will include a lot of different headers. You don’t need to include all of these - but you can if you want. That said, you’ll want to make sure the headers are present in your formatted file, even if you don’t have the information.
Step 2: Formatting Your Contact List
Possip supports CSV file formats for uploading contact lists.
Your best bet is to download our sample spreadsheet to see the data:
We use HTTPS and SSL/TLS encryption to ensure that all data transmitted between your device and our servers is fully protected.
Follow these guidelines for formatting:
- Column Headers: Use clear, standardized headers such as "First Name," "Last Name," "Email," "Phone Number," "Organization Name," and "Language." You’ll see the headers based on the type of account.
- Separate Columns: Make sure each piece of data (name, email, phone number, etc.) is in a separate column. Avoid combining multiple pieces of information into one cell.
- No Special Characters: Avoid using special characters like commas or quotation marks within your data as they can cause errors during upload.
- Standardize Phone Numbers: Ensure phone numbers are in this format: 333-333-3333
- Language Codes: If adding language preferences, use language names (such as Spanish, Arabic, French, etc).
Headers for Organizations and Communities: Staff, Program Participants, Customer, Client, or Student Accounts
Reminder: Each field with a header does not need to be filled in.
contact id
contact first name
contact last name
contact email
contact phone
contact phone type
contact language
school name / business name / nonprofit name / organization name / etc.
campus
department
role
Headers for School Communities: Parents, Family Members, or Mentor Accounts
Reminder: Each field with a header does not need to be filled in.
student id
student first name
student last name
student grade
race
contact id
contact first name
contact last name
guardianship
contact email
contact phone
contact phone type
contact language
school name
campus
Step 3: Importing and Uploading the Contact List
Once your list is properly formatted, follow these steps to import it into the Possip platform:
- Log in to Your Possip Account: Start by logging in to your Possip admin account.
- Navigate to the Contact List Upload Section: Go to the dashboard and find the section that allows you to upload or manage contact lists for Pulse Checks.
- Upload the CSV File: Use the "Upload" button to select your formatted CSV file and begin the import process.
- Validate the Data: After uploading, Possip will validate the data to check for any errors (e.g., missing information, invalid email addresses or phone numbers). If any errors are detected, you'll be prompted to correct them before proceeding.
- Confirm the Upload: Once the data is validated, confirm the upload. The contacts will now be part of your list for sending surveys.
Additional Tips for a Smooth Import Process
- Test a Small Sample: If you’re new to the process, consider testing a small batch of contacts first to ensure everything is working as expected.
- If you’re finding that it is taking you more than 15 minutes, reach out! We want to help.
Managing and Updating Contact Lists
After your list is uploaded, you can always add more contacts, update information, or remove individuals who should no longer receive Pulse Checks. Simply return to the Contact List Upload section and manage your lists as needed.