> 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/survey-design-and-deployment/import-participants/adding-new-or-updating-participants.md).
# Adding New or Updating Participants
The Import dialog gives you direct control over how a participant file changes your survey list. You can replace the full list, update demographics on existing participants, or add a fresh batch of respondents in one step.
#### What's changed
Adding new participants to a live survey used to mean exporting your current list, appending new rows, saving as a CSV, and re-importing. The new Import dialog handles all three actions directly:
* **Replace the full list** with an uploaded file.
* **Add or update participants** while keeping your existing list intact.
* **Add new rows** without modifying anyone already in the list.
After your initial upload, **Add or update participants** is the default selection.
***
#### When to use each option
| Option | When to use |
| ----------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Upload / Replace full list** | First-time import for a new survey, or when starting fresh after a clean export. |
| **Update existing if email matches** | Mid-survey demographic correction (e.g., department changes, role updates). Matched rows overwrite demographics. Unmatched rows are added as new participants. |
| **Add as new (duplicate emails allowed)** | Adding a new wave of participants where the same email may already exist (e.g., quarterly pulse on a rolling cohort). |
{% hint style="info" %}
**Replace is permanent.** Selecting **Upload / Replace full list** removes everyone currently in the participant list, including their response progress. Always export your current list as a backup before using this option.
{% endhint %}
***
#### How to import participants
1. Navigate to **Surveys** and open your survey.
2. Click **Participants** in the left navigation.
3. Click **IMPORT** in the toolbar.
4. Choose an option in the **Import CSV File** dialog:
* **Upload / Replace full list**, or
* **Add or update participants**, then choose **Update existing if email matches** or **Add as new (duplicate emails allowed)**.
5. Drag your file into the upload area, or click **Attach file here** to browse.
6. Click **OK**.
Compass validates the file against your current participant structure and shows any errors before applying changes.
***
#### File format requirements
* Accepted format: `.csv`
* The first column must contain participant email addresses.
* Remaining columns must match the demographic field names already in your survey.
* Column headers are case-sensitive and must match exactly.
***
#### Permissions
| Role | Can import participants |
| ---------------------------- | ----------------------- |
| HR Admin / Org Admin | Yes |
| Survey Creator | Yes |
| Report Viewer | No |
| TalentMap Admin / Consultant | Yes |
***
#### FAQ
**What happens to responses already collected when I replace the list?**
Replacing the full list removes existing participants and all response data.
**How do I delete participants from my list?**
Use **Upload / Replace full list**. The **Add or update participants** options handle adds and edits only, so they cannot remove people. To drop participants, export your current list, remove the rows for the participants you want to delete, and re-import using **Upload / Replace full list**. Always keep the export as a backup before replacing.
**Do I need to include the participant ID when updating demographics?**
No. **Update existing if email matches** uses the email or PIN to find each row, so the participant ID column can be left blank.
Two limitations to keep in mind:
* If a participant exists in your survey under more than one email, the update will not apply to that record. Resolve the duplicate first.
* If your import file contains duplicate emails, the update will not apply to those rows. Deduplicate the file before importing
**Can I undo a replace?**
No. Replace is permanent. Always export your current list before using **Upload / Replace full list**.
**When I use Upload / Replace full list while the survey is live, will I lose all responses?**
No. Replace only removes the participants who are not in the new file. Their responses are removed along with them. Participants who remain in the uploaded file keep their existing response data, so partial and completed responses for those participants stay intact.
In practice: to drop 15 employees from a live survey, export your current list, remove the 15 rows, and re-import using **Upload / Replace full list**. Only those 15 participants and their responses are removed. Everyone else continues unaffected.
**What if my file has a column my survey does not?**
Compass flags unrecognized columns as errors and refuses the import. Add the column to your survey's demographic fields first, or remove it from your file.
**Will Update existing change response data?**
No. **Update existing if email matches** updates demographic fields only. Response data is untouched.
**Why would I ever want duplicate emails?**
For surveys where the same person may participate multiple times (rolling pulses, multi-wave studies), **Add as new** lets you treat each wave as a separate respondent record.
***
#### Troubleshooting
| Issue | Solution |
| ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------ |
| Import button greyed out | Confirm you have HR Admin, Org Admin, or Project Manager access. |
| File upload fails with column error | Open the file and confirm column headers match your survey's demographic fields exactly, including case. |
| Email column not detected | Confirm the email column is the first column in the file. |
| Duplicate emails added unexpectedly | You may have selected **Add as new** instead of **Update existing if email matches**. Re-import with the correct option. |
| Some rows missing after upload | Confirm the rows have valid email addresses and no blank required fields. |
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