Setting up a Quota allows you to keep track of how many respondents meet a condition in your survey. Using Quotas you can also specify what will happen to your respondents once a Quota has been filled.
The purpose of a Quota is make sure that you only gather the exact amount of data that you require for your study. For example, you could use a Quota to keep track of how many males and females have taken your survey to make sure you have gathered a balanced sample of data.
This tutorial will teach you how to follow these steps to create your Quota.
The first step in setting a Quota for your survey is to create it and give it a name.
In the Edit Survey tab, click Advanced Options.
Select Quotas in the menu that appears.
This will open up the Quotas window where you can create and edit your Quotas.
In the Quotas window, click Add a Quota. If you’ve already created a Quota, you’ll find the option to add another one at the bottom of the window.
Click the text that reads New Quota and give your Quota a name.
Now that your Quota has been created and named, the next step is to set the Quota limit.
Since the purpose of a Quota is make sure that you only gather the exact amount of data you require for your study, it is important to set a limit for your Quota.
To set the Quota limit, all you need to do is click the current Quota limit and change it.
In addition to setting the Quota limit, you can also adjust the current Quota count. The Quota count is the number that indicates how many respondents have taken your survey and met the conditions for the Quota.
Adjusting this is useful in circumstances where the Quota was added after you already started collecting responses, or if the Quota was created before launching the survey, but it was set up incorrectly.
You might also use this option to reset your Quotas to zero before starting another round of your study.
If your current Quota count is anything but zero, click Reset to bring it back down to zero.
You can also automatically reset your Quotas after a certain amount of time. This might be useful, for example, if you need to collect a specific number of responses each month.
To do this, click on the arrow to the right of your Quota name and select Scheduled Quota.
When using the Quota Scheduler, you can have your Quota reset monthly, daily, or yearly. You can also set a start and end date for the Scheduler.
Now that your Quota has been created and named, and a limit has been set, it is time to set the conditions for when your Quota will be incremented.
Which participants should count towards your Quota? The next step in setting up a Quota is to specify conditions that must be true for a participant to increment the Quota. Your Quota will be incremented when a respondent meets the condition(s) you have set and finishes the survey.
In this example, we have created a simple condition that states that only respondents who said they shop online will cause the Quota count to increase.
This section will discuss setting conditions for basic Quotas. Your account might also include the option to create what is called a Cross Logic Quota. Refer to the Cross Logic Quotas section below for information on setting logic in this type of Quota.
Let’s say, for example, that you wanted to create a Quota that would keep track of males between the ages of 18 to 30.
Using the drop-down menus, create a condition that must be met for the Quota to be incremented.
The condition can be based off answers to a question, the value of another Quota, or Embedded Data.
If more conditions are needed, click the plus sign to the right of the condition.
On any other conditions, specify whether they should be connected with And or Or. You also have the option to group conditions together by selecting Move to a new logic set.
After defining the conditions, the last step in creating a Quotas is to determine what should happen to respondents once the Quota has been filled.
A Quota action specifies what should happen to your respondents once a Quota has been filled. The option to set a Quota action is found directly underneath your Quota conditions. The available actions are described below.
With End Current Survey, if a participant meets the conditions for a Quota and that Quota has already been filled, they will immediately be directed out of the survey.
Participants who leave the survey due to a Quota being full can receive a customized End of Survey experience. For example, you could show a message saying “Thanks for your willingness to participate. Unfortunately, it looks like we already have enough responses in your category.”
Click Customize next to End Current Survey to specify your termination settings. This will give you the same options that are available in an End of Survey Element..
Although there are many termination settings available, there are two settings in particular that you may want to consider as you are using this Quota action:
Do not increment Quota counts: By default, a participant who is terminated from the survey due to this Quota being full will still increment this and any other Quota they qualify for. Check this box to prevent participants being terminated at this point from incrementing Quota counts.
Do not record survey response: Selecting this option will prevent all responses gathered after the Quota has been filled from being recorded in your data. Be mindful in selecting this option – responses that aren’t recorded won’t be available if you later decide you would like this data.
With this Quota action, no new participants will be able to enter the survey once the Quota is filled. You can select Show custom inactive survey message to adjust what error is shown to respondents trying to enter the survey.
This option allows you to hide a question once the Quota has been filled. You can hide this question for all participants, or check the box to only have it hidden for those that meet the Quota condition.
This option allows you to hide a block once the Quota has been filled. You have the option to only perform this action if the respondent meets the Quota condition.
If this option is selected, no preset action will happen to your respondents when the Quota is filled. This options is designed to let you create your own actions to occur once the Quota is filled using Branch Logic or Display Logic.
The most common use for this setting is in a situation where you need to mimic the behavior of the End the Current Survey or Deactivate the Survey actions but would also like to record Embedded Data in the response.
In the example above we are screening out respondents who meet our gender and age conditions once the Quota has been filled. Normally End Current Survey would meet this need. In this case, however, we also want to record Embedded Data about the response. This is an example of when we would want to specify None as our Quota action and instead use Branch Logic in the Survey Flow.
In addition to specifying what happens to respondents in the Quotas window, you can also use Quotas in other contexts. These other contexts include the following:
Using the current Quota count as a condition in your Branch Logic.
In this example we want to ask followup questions to Males ages 18 to 30 only if that Quota has not been filled.
Using the current Quota count as a condition in your Display Logic.
In this example, we are offering a reward to respondents for participating. Using our Quota as a condition in Display Logic, we can specify that these rewards to only display to respondents if the Quota has not been filled.
Showing a current Quota count to your participants using Piped Text.
Using Piped Text, we can display the current Quota count to the respondent. In this example, the current Quota count is serving as our participant number.
Some accounts include advanced Quota options. Using advanced Quota options you can:
The next three sections of this tutorial will teach you how to use these options. If these settings are not enabled on your account, contact your Qualtrics Administrator to see if they can be activated.
Unlike a basic Quota, a Cross Logic Quota uses percentages to define how respondents are distributed in your Quota. This Quota type is ideal when you have multiple groups of conditions.
For example, let’s say that you wanted to create Quotas that would keep track of males and females, six age brackets, and seven marital statuses. Using basic Simple Logic Quotas, you would need to create 84 separate Quotas to track these groups. Using Cross Logic Quotas we can condense all of these into one comprehensive Quota, as shown in the following screenshot.
With Cross Logic Quotas, you simply specify which percentage of participants should match each criteria, and then Qualtrics will do the heavy lifting of figuring out how many participants are needed for each combination of conditions.
Create a set of conditions for your Quota. To add conditions, click the plus sign to the right of the conditions.
Let’s start off with adding two conditions in our first set: Male and Female.
Set the percentages to reflect how you would like the respondents to be distributed.
In this case, we will set the distribution for both Males and Females at 50%. This means that 50% of the total respondents for this Quota will end up being Male and 50% will be Female.
Use Logic Sets to create groups of conditions that are mutually exclusive from other groups of conditions. In our example, we would want to create another set of conditions for our age groupings as well as another for our marital statuses.
Add as many conditions and logic sets as are needed for your survey.
At the bottom of your logic, you will see a distribution table showing how many participants you will get with each combination of conditions, based on the total Quota limit and the percentages set above.
Sometimes your respondents may meet the conditions for multiple Quotas. By default, a respondent will increase the count for all of the Quotas that they meet the conditions for. Using Multiple Match Handling you can adjust how Qualtrics handles these multiple matches.
Select Multiple Match Handling.
Select how you would like the system to handle respondents who meet the conditions for multiple Quotas.
There may be times when other individuals may need access to up-to-date Quota counts. You could let them log into your account to access this information, but this would be neither practical or secure. Using the Public Quota Dashboard allows you to create a webpage that shows the current Quota counts that outsider observers can refer to.
On the left side of the window you will see a list of your Quota groups. Click the arrow to the right of the Quota group.
Select Public Quota Dashboard.
Click Save located at the bottom-right of the Quotas window.
Click Click here to access Public Quota Dashboard located the top right of the screen.
You will be sent to your Public Quota Dashboard. To let others view this Dashboard, just copy the URL and send it to them.
This section is designed for those who have read the material covered in this tutorial and are still having issues with their Quotas. It is important to realize that although Quotas can seem complicated, most of your problems can be diagnosed by checking a few basic things.
Qualtrics will only increment the Quota count if a respondent completes the survey. You do not have to add anything extra to your survey in order to capture respondents who finish your survey.
If you are dealing with a situation where you are gathering a large number of responses in a short amount of time, it is normal for your Quota to go over by a few responses. In cases where the Quota goes over by a large amount and continues to increment, try checking the settings of the End Current Survey Quota action. Click Customize and make sure Do not increment Quota counts is selected.
When working with third-party sample providers, many times you will be provided with an overQuota link. This link enables the company you are working with to know which respondents met the conditions for your survey, but were over the Quota limit.
You can use this link as part of the End Current Survey Quota action. After selecting this action, click Customize. In the window that appears, choose to Redirect to a URL… and insert the link into the space provided.
Keep in mind that most companies will require you to customize the link they have sent you so that it captures and sends some kind of participant identifier. To learn more about the process of formatting the link correctly, visit our tutorial on Panel Company Integration.
Many times this problem is caused by a branch that looks like this:
You will notice that in this logic, once the Quota is filled, we are ending the survey for everyone who gets to this branch. If we want to only to end the survey for participants who meet the conditions of the filled Quota, we would need to add additional conditions into our Branch Logic. The revised logic would look something like this:
Keep in mind that this setup is only necessary if you need to record Embedded Data before redirecting your respondents out of the survey. If you do not need to record this information, an easier way to meet your needs would be by using the End Current Survey Quota action.
When you copy a survey, the original Quota counts and limits will copy over as well. Check to make sure that your Quota count has been reset to zero.
There may be times when there is a discrepancy between the Quota count and the actual number of responses in your data that meet the same conditions as the Quota. The most common cause of this difference is that there are responses that incremented your Quota that have been deleted from your data set. Survey Previews, Survey Tests, and normal responses all increment the Quota count. If you delete any of these responses, by default the system will not decrement (or decrease) your Quota. As a result, the more responses you delete, the more out of sync your data will become.
You have the option to decrement your Quota when you delete a response. To this just select Decrement all Quotas associated with deleted responses when confirming deletion of your responses. Doing this will help your Quota count remain accurate.