> For the complete documentation index, see [llms.txt](https://docs.talentmap.com/knowledge-base/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.talentmap.com/knowledge-base/step-5-analyze-interpret-and-report/compass-reports/general/individual-reports.md). # Individual Reports Individual reports provide a PDF summary of a single participant's survey responses, delivered automatically by email or available for manual download. They are commonly used for exit surveys so managers can review a departing employee's feedback before conducting an exit interview, but they can be enabled for any survey type. {% hint style="info" %} **This feature must be enabled by TalentMap.** Because individual reports make each participant's responses identifiable, confidentiality no longer applies to the survey. Contact your TalentMap project manager to discuss whether individual reports are appropriate for your survey. {% endhint %} *** ### How individual reports work Once TalentMap enables individual reports for a survey, reports are delivered in two ways: * **Automatic email notifications.** Each time a participant completes the survey, a PDF of their responses is emailed to the designated recipients within a few minutes of submission. * **Manual download from the Participants page.** You can download any completed participant's report directly from Compass at any time. Both methods produce the same PDF report. *** ### What the PDF report includes Each report contains the participant's complete survey responses in a clean, print-ready layout: * Survey name and submission date * Participant identifier (email address or PIN) * All quantitative responses, organized by survey section * All open-ended comments in full * A fillable notes section at the bottom of each page for your own observations during interviews or reviews *** ### Automatic email notifications When the feature is enabled, TalentMap configures one or more recipient email addresses to receive reports. Each time a participant submits a completed survey, every listed recipient receives an email with the PDF attached. The notification email includes: * The survey name * The respondent's email address or PIN * The date and time of submission * The individual response report as a PDF attachment * A confidentiality notice confirming the email is intended only for authorized recipients {% hint style="info" %} **Emails are sent from** [**survey@talentmap.com**](mailto:noreply@talentmap.com)**.** Ask your IT team to add this address to your organization's email allowlist so notifications are not caught by spam filters. {% endhint %} {% hint style="info" %} **Only completed responses trigger notifications.** If a participant saves a partial response and returns later, the email is sent only after they submit the survey. {% endhint %} *** ### Downloading a report from the Participants page You can also download an individual report manually for any participant who has completed the survey. 1. Navigate to **Surveys** and open the survey. 2. Click **Participants** in the left navigation. 3. Find the participant whose report you want to download. 4. Click the action icon to the left of the participant's email address. 5. Select **Download Response Report** from the menu.
The PDF downloads to your device with the filename format: `SurveyName_RespondentEmail_Date.pdf`.**The Download Response Report option only appears when individual reports have been enabled for the survey.** Once enabled, the option is available for any participant who has completed the survey. If a participant has not yet responded, the option will not appear for that participant. *** ### Permissions Only **TalentMap Admin** users can enable individual reports and configure email recipients. This restriction exists because the feature removes survey confidentiality, making individual responses identifiable. If you are a **Site Admin**, **Report Viewer**, or **Survey Creator**, you will not see the configuration for this feature. Contact your TalentMap project manager to request it. Once individual reports are enabled, any user with access to the **Participants** page can download reports manually using the steps above. {% hint style="warning" %} **Inform participants that their responses will be identifiable.** When individual reports are enabled, survey instructions should clearly communicate to participants that their responses will be shared with designated reviewers. Your TalentMap project manager can help you with appropriate messaging. {% endhint %} *** ### FAQ #### Can I choose which questions appear in the report? No. The PDF includes all survey questions and responses. You cannot selectively include or exclude specific questions from the report. #### Can I add or change the recipient email addresses after the survey launches? Yes. Contact your TalentMap project manager to update the recipient list at any time during the survey. #### Will recipients get a report for every single response? Yes. Each completed submission generates a separate email to every listed recipient. If your survey has 200 participants and two recipients, each recipient will receive 200 individual emails over the course of the survey. #### Can I use individual reports for engagement surveys? You can, but consider the implications carefully. Individual reports remove confidentiality, which may discourage honest feedback on engagement surveys. This feature is most commonly used for exit surveys, onboarding surveys, or other surveys where participants expect their responses to be attributed. TalentMap will discuss the impact with you before enabling the feature. #### What happens if the email fails to deliver? The system retries delivery automatically. If you are not receiving notifications, confirm that is on your organization's email allowlist and check your spam or junk folder. *** ### Troubleshooting | Issue | Solution | | --------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Not receiving email notifications | Confirm [survey@talentmap.com](mailto:noreply@talentmap.com) is on your email allowlist. Check spam and junk folders. Contact your TalentMap project manager if the issue persists. | | Download Response Report option not available | Confirm that individual reports have been enabled for this survey by your TalentMap project manager. If enabled, confirm the participant has completed the survey. Only completed submissions generate downloadable reports. | | PDF is missing responses | The participant may have submitted a partial response. Confirm the submission status on the **Participants** page. | | Need to change recipient email addresses | Contact your TalentMap project manager to update the notification recipients. | *** ### Related Articles * [Uploading and Managing Participants](/knowledge-base/step-5-analyze-interpret-and-report/compass-admin/results/participants.md) * [Scheduling Survey Emails](/knowledge-base/survey-design-and-deployment/scheduling-emails-quick-start.md) * [PIN Authentication for Survey Access](/knowledge-base/step-3-pre-survey-communication-and-setup/survey-communications/pin-survey-invitation-email.md) * [Understanding Permissions and Roles](/knowledge-base/step-5-analyze-interpret-and-report/compass-admin/users/permissions.md) --- # Agent Instructions This documentation is published with GitBook. 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