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Participants & access · Administrator

Manage panelists and participant groups

Add people to the right group, understand shared membership, and avoid deleting answers when changing access.

Updated October 6, 2026

Screenshots from the original Surveylet guide illustrate the controls below. Layouts and labels may vary with your survey configuration. Select an image or “View full size” to open it in a new tab.

Create and populate the group

  1. Open People → Groups and add a group with a descriptive name.
  2. Keep it as a standard participant group unless its members should have administrator rights.
  3. Add users from the Users page, or use Import from Text.
  4. Open the group details. Select names from Unassigned Users to add them to Group Members.
  5. Save the group, then assign it as the survey’s Survey Participants group.
People lists the users available in the account.
People lists the users available in the account. View full size (opens in a new tab)
More screenshots and examples (2)
The Groups page lists the groups available for survey assignment.
The Groups page lists the groups available for survey assignment. View full size (opens in a new tab)
The group form lets you select members. Numbered callouts come from the original guide.
The group form lets you select members. Numbered callouts come from the original guide. View full size (opens in a new tab)

Membership affects more than one survey

A user can belong to several groups. A participant group can be assigned to several surveys. Removing a user from a shared group can therefore affect access and collected data in more than one project.

Removing members, changing the assigned group, deleting questionnaires, and deleting users are different actions. All may affect data. Export the relevant datasets and check the full scope before removing anyone. Do not assume adding the person back restores deleted answers.

Stop emails without removing answers

If your aim is to stop sending notifications, use the email opt-out workflow rather than deleting the participant or changing group membership. The documented administrator opt-out action suppresses mail while preserving membership and existing data. A participant’s withdrawal or deletion request should be handled according to the study’s approved process.

Deleting a questionnaire does not itself remove the participant from the group: they may be able to return and answer again. The response-usage log is not reduced by deleting their data.

The opt-out list identifies users excluded from survey emails.
The opt-out list identifies users excluded from survey emails. View full size (opens in a new tab)
More screenshots and examples (1)
Import email addresses into the opt-out list when you need to suppress further messages.
Import email addresses into the opt-out list when you need to suppress further messages. View full size (opens in a new tab)

Common questions

Can I invite only part of the panel?

Yes. You can use recipient filters or a separate mailing subgroup. Its recipients must still belong to the survey’s participant group to access the questionnaire.

Will removing a panelist restore a response allowance?

No. A used response remains recorded in Responses Used even if the questionnaire is later deleted.

Need help with a specific survey? Participants should contact their study team. Administrators can contact Calibrum.

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