Reports and raw data files show respondent data, therefore respondents are added to these once they are created. Respondents are created when:
- They access your survey via your survey link and answer it - this could be fully or partially
- They are invited via email, regardless of whether they've accessed your survey or not
Therefore, in reports and raw data files, respondents that were invited via email, even if they have not participated in the survey yet, are counted as part of the total amount of respondents included in your plan*. However, to ensure you always see those respondents who have answered your survey, reports and raw data files follow this hierarchy:
- Not answered
You'll be able to see those respondents included in your plan, if the number exceeds, you can always upgrade and access more of your data*.
* This only applies when you've collected the data yourself.
How does it work if more than one person has collected responses for a survey?
Collaborating on surveys is possible for users with different plans, but the respondent limits do affect the total amount of respondents that can be downloaded and reported on. The number of respondents that you can contribute to the report depends on your plan.
We have two users:
- User A with a FREE plan, limited to 100 respondents in reports and raw data downloads.
- User B with a BASIC plan, limited to 500 respondents in reports and raw data downloads.
User A (FREE) invites 200 people to Survey 1 and all respond (lucky them!). User B (BASIC) invites 200 and none answer. Even though their collective total is 200 respondents, as a team they will only get to look at the 100 that User A collected.
Why? Because respondents are tied to the user that collected their responses and therefore subject to their limitations. In the above example, User B can only see 100 because User A can only contribute a maximum of 100 respondents due to the FREE plan limitations.