Engage Help Center
ENGAGE HELP CENTER
Import participants and submissions from Excel
You can bulk import participants and their survey submissions into the system using an Excel (.xlsx) file.
Before you begin
Permissions required: You must be an administrator with rights to manage participants and create submissions. Read more about the Permission management.
Excel file format:
Data included:
Permissions required: You must be an administrator with rights to manage participants and create submissions. Read more about the Permission management.
Excel file format:
- File type must be .xlsx (Excel).
- The first row must contain column headers (names of the fields).
- There is no strict limit on the file size (tested with more than 2,600 entries).
Data included:
- Participant details (name, email, phone, etc.)
- Activity responses. Optional.
Steps for data import
1. Start the Import
On the Participants or Submissions page, click the three vertical dots (⋮) in the top-right corner.
From the menu, select Upload excel file.
1. Start the Import
On the Participants or Submissions page, click the three vertical dots (⋮) in the top-right corner.
From the menu, select Upload excel file.
2. Choose Import Settings
Before uploading your file, select the settings that apply.
For example, you can decide whether the new participant accounts should be created using email or national ID.
Before uploading your file, select the settings that apply.
For example, you can decide whether the new participant accounts should be created using email or national ID.
3. Upload Your File
Click Upload File and select your prepared Excel (.xlsx) file.
Click Upload File and select your prepared Excel (.xlsx) file.
4. Preview the Import
The system will show you a preview, including:
The system will show you a preview, including:
- How many participants will be created or updated
- How many submissions will be added
5. Confirm the Import
If the preview is correct, click Upload data to start the import.
If the preview is correct, click Upload data to start the import.
6. Progress Notifications
A series of notifications (toast messages) will appear at the bottom-right corner of your screen confirming that the import has started, showing the import progress and the result of the upload.
A series of notifications (toast messages) will appear at the bottom-right corner of your screen confirming that the import has started, showing the import progress and the result of the upload.
7. Data Processed in the Background
The import runs in the background. You can continue working while the system creates participants and submissions.
The import runs in the background. You can continue working while the system creates participants and submissions.
Preparing your Excel file
Before you start the import, make sure your Excel file is correctly formatted. A well-prepared file ensures that participants and submissions are created without errors and that activity answers are captured accurately.
Required headers
Your file must include a header row. Common columns include:
Before you start the import, make sure your Excel file is correctly formatted. A well-prepared file ensures that participants and submissions are created without errors and that activity answers are captured accurately.
Required headers
Your file must include a header row. Common columns include:
- profile_given_name – First name
- profile_family_name – Last name
- profile_email – Email address
- profile_cell_phone – Phone number
- profile_national_id - NationalID of the participant
- profile_notes - Any notes to be added in the participant's profile section
- person – Unique participant ID (can be left blank; system will generate one)
- Question identifiers (e.g., satisfaction_rating, question1)
If you want to upload new participants, leave the "person" column empty and Engage will generate unique ID codes for the new participants.
If you are updating information of already existing Engage participants, add the Engage participant ID codes in the column person.
If you are updating information of already existing Engage participants, add the Engage participant ID codes in the column person.
Dates
If you include submission timestamps (e.g., created_at), make sure they are in Excel date format or a standard date/time format.
Activity questions
Each activity question should have its own column with responses. Examples:
If you include submission timestamps (e.g., created_at), make sure they are in Excel date format or a standard date/time format.
Activity questions
Each activity question should have its own column with responses. Examples:
- Rating: satisfaction_rating = 5
- Multiple choice: One column per option, mark as SELECTED where chosen
- Other types: Dropdowns, rankings, and matrix questions are also supported
Tip: Start with smaller datasets
If you’re unsure about formatting, try importing a small test file first before uploading larger datasets.
If you’re unsure about formatting, try importing a small test file first before uploading larger datasets.
Best practice
- Always use Preview before confirming an import.
- Double-check email addresses and IDs for accuracy.
- Keep a backup copy of your source Excel file.
- For large imports (1000+ records), expect processing to take a bit longer.
Troubleshooting
- File won’t upload → Check that it is an Excel (.xlsx) file.
- Some participants not created → Make sure emails or national IDs are valid (if account creation is enabled).
- Activity answers not showing → Verify that the column headers exactly match the question identifiers. Learn more about Activity question settings.
- Progress seems stuck → Large files process in batches; wait a few minutes. If still stuck, contact our support team at support@longenesis.com.
Need Help?
If you have any questions or run into issues, you can contact our support team at support@longenesis.com — we’re happy to help.
If you have any questions or run into issues, you can contact our support team at support@longenesis.com — we’re happy to help.
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