Exporting Survey Results
How Organisation Admins and Group Admins can export survey data from Survey Builder as CSV files.
This article covers:
What Survey Export is
When you can export survey results
How to export Anonymous surveys
How to export Trackable surveys
Understanding your exported data
Frequently asked questions
What is Survey Export?
Survey Export allows Admins to download survey results from Survey Builder as CSV (spreadsheet) files. This feature works for both Anonymous and Trackable surveys, with different privacy protections for each type.
Exporting survey data is useful for:
Creating custom reports and visualisations
Analysing data in external tools (Excel, Google Sheets, etc.)
Sharing results with stakeholders
Long-term data archiving
Detailed analysis beyond the in-app dashboard
When can you export survey results?
Survey exports become available after a survey has been closed.
A survey closes either when:
The due date is reached, or
An admin manually closes the survey early
Additionally, both Anonymous and Trackable surveys require a minimum of 5 responses before the export button becomes active. This threshold protects user privacy and ensures meaningful data.
Before the survey is closed:
The export button will not be visible
You can view aggregated results in the in-app Sentiment Analysis dashboard
After the survey is closed:
The export button appears on the survey's results page
If the survey has 5 or more responses, the button will be active
If the survey has fewer than 5 responses, the button will be greyed out and inactive
How to export survey results
Who can do this:
Organisation Admins
Group Admins (if they are the admin of all groups that were surveyed)
The export process is the same for both Anonymous and Trackable surveys. The only difference is what data is included in the exported CSV file.
Step 1: Navigate to your survey results
Go to Admin Panel > Surveys
Find the survey you want to export
Click on the survey to open its results page
Step 2: Check export availability
Ensure the survey has been closed (either by reaching the due date or by being manually closed by an admin)
Check that the survey has at least 5 responses
If the survey has fewer than 5 responses, the export button will be greyed out and inactive.
Once the survey has 5 or more responses, the button becomes active.
Step 3: Generate and download the export
Click the "Export Results" button
The system will generate your CSV file
Click "Download Export" to save the file to your device
What's included in your export
The content of your exported CSV file depends on whether your survey is Anonymous or Trackable:
Anonymous survey exports
The CSV file contains:
Survey questions as column headers
All responses as rows
NO user information (completely anonymous)
Trackable survey exports
The CSV file contains:
Survey questions as column headers
All responses as rows
The specific user profile fields you selected when creating the survey (e.g., Name, Department, Job Title)
Important: You will ONLY see the profile fields you specifically selected when creating the Trackable survey. If you only selected "Department," you won't see names, job titles, or any other information.
Understanding your export file
The export process
Generate: Click "Export Results" to create the CSV file
Download: Click "Download Export" to save the file to your device
The generation step may take a few moments for surveys with many responses.
File format
Format: CSV (Comma-Separated Values)
Compatible with: Microsoft Excel, Google Sheets, Apple Numbers, and most data analysis tools
Opening your export
Locate the downloaded CSV file in your browser's download folder
Double-click to open in your default spreadsheet application
Or right-click and choose "Open with" to select a specific application
Missing data
If a profile field appears blank in a Trackable survey export:
The employee's profile may not have data for that field
The employee may have left that field empty in their profile
The response is still included; only that specific field is blank
Export button status guide
Survey Status | Responses | Export Button |
Survey still open | Any number | Not visible |
Survey closed | Less than 5 | Greyed out (inactive) |
Survey closed | 5 or more | Active (clickable) |
FAQs
Why do I need to wait until the survey is closed to export? This ensures all intended participants have had the opportunity to complete the survey before results are extracted. For surveys that reach their due date naturally, it gives everyone the full time window to respond. You can also manually close a survey early if you're ready to review results before the due date.
Why is there a 5-response minimum? The 5-response minimum protects user privacy and anonymity. With fewer than 5 responses, it becomes easier to identify individual respondents, even in Anonymous surveys. This threshold ensures meaningful data while protecting participant privacy.
Can I export results from a survey that's still open? No. Exports are only available after a survey has been closed, regardless of response count. If you need to review results sooner, you can manually close the survey from the survey settings, or wait for the due date to be reached.
What if my survey never reaches 5 responses? If a survey closes with fewer than 5 responses, the export button will remain greyed out and inactive. You can still view the aggregated results in the in-app Sentiment Analysis dashboard, but you cannot export the data.
Can I export Pulse Survey results? Currently, export functionality is only available for surveys created with Survey Builder. Pulse Surveys cannot be exported to maintain their quick, lightweight nature and 100% anonymity guarantee.
What's the difference between exporting Anonymous and Trackable surveys? Both use the same "Export Results" button, but the CSV content differs:
Anonymous surveys: Contains only survey answers, no user data
Trackable surveys: Contains survey answers plus the specific user profile fields you selected during survey creation
The button label is the same; the difference is in what data is included in the exported CSV file.
Can I export the same survey multiple times? Yes. You can export a survey as many times as needed after it has been closed. Each export will generate a new CSV file with the same data.
How long is export data available? Export functionality remains available indefinitely after a survey has been closed (as long as the survey hasn't been deleted). You can return to export data at any time.
What if I accidentally delete the export file? No problem! Just return to the survey's results page and click the export button again to download a fresh copy.
Does exporting survey results affect the in-app dashboard? No. Exporting is a separate action that doesn't modify or affect the survey or its results in any way. The in-app Sentiment Analysis dashboard will continue to show the same aggregated data.
Can I choose which responses to export? No. The export includes all responses to the survey. You cannot selectively export only certain responses or date ranges. If you need to filter the data, you can do so in your spreadsheet application after export.
Can Group Admins export survey results? Yes, but only if they are the admin of all the groups that were surveyed. For example, if a survey was sent to both the Sales group and the Marketing group, only a Group Admin who is the admin of both groups can export the results. If you're the admin of only one of those groups, you won't be able to export the survey.