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Quotas


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About Quotas

Quotas allow you to keep track of how many respondents meet a condition in your survey. You can also specify what will happen to your respondents once a quota has been met, such as ending the survey prematurely or deleting the extra responses.

The purpose of a quota is to make sure that you gather only the exact amount of data required for your study.

Example: You could use a quota to keep track of how many customers from each region of your market have taken your survey to make sure you have gathered a balanced sample.
Warning: Quotas aren’t always foolproof. Quota information is not saved until the respondent submits their survey, giving respondents time to change their answers or deliberate over their choices. Because more than 1 person can enter the survey at a time, there is a chance that multiple people submit answers at the same time, possibly resulting in going over quota. For this reason, we caution against users relying exclusively on quota data for providing any monetary rewards or compensation to survey respondents.

Quotas save automatically as you make changes. A timestamp will appear along the top next to the quota’s name to show the last time it was saved.

Qtip: Quotas can be used in survey projects, Conjoints, MaxDiff, and assorted XM Solutions. Quotas cannot be used in any Employee Experience projects. See more on Project Types.

Creating Quotas

  1. Go to the Survey tab.
    left menu is expanded in the survey tab. quotas is highlighted at the bottom and has a gauge icon
  2. Select Quotas.
  3. Click either Add a quota or Add Quota.
    Quotas window has an Add a Quota button in the center and an Add quota button on the bottom towards the upper-right
  4. Next, you may be asked to choose between a simple logic and cross logic quota. If you don’t have a choice, then that means you only have simple logic quotas.
    New window with 2 tiles to choose from

    • Simple logic quota: Define when a respondent meets your quota. The quota count will be incremented each time a respondent comes into the survey who meets the conditions you set. Despite the name, you can actually build quite complex conditions, if you need to; however, simple logic quotas won’t have the percentage-based capabilities of the cross logic quota.
    • Cross logic quota: Use percentages to define how respondents are distributed in your quota. Specify which percentage of respondents should match each criteria, and then Qualtrics will do the heavy lifting of figuring out how many respondents are needed for each combination of conditions.
  5. Click Create quota.
  6. Set your quota conditions according to simple logic or cross logic.
    Right side of page, conditions built out that say things like, if the respondent said they were married and male. Below that, a dropdown for slecting what happens if they meet that condition. To the left, can edit the number of people you want to meet this condition. Bottom-right, save button
  7. Expand Quota options.
  8. Determine what will happen when the quota is met. See the linked section for more details.
    Quota options. Along top sticky bar, options for naming and setting quota counts
  9. Click New Quota to rename your quota.
  10. Click the 100 to set the quota target. This is the maximum number of people you want to meet the conditions you set. See the linked section for more details.
  11. Your changes are saved automatically. Publish them to respondents when you are ready.
Qtip: You can also make new quotas from copies of existing ones. Click the dropdown next to any quota and click Duplicate quota.
Dropdown next to a quota expanded to show the duplicate option just mentionedYou You can also copy multiple quotas at a time by selecting them and clicking the Duplicate icon.
Multiple quotas selected; banner appears along the top, including a copy icon

Setting Quota Counts and Targets

Next to every quota, you’ll see a pair of numbers – for example, 0/100. The number on the left of the slash (e.g., 0) is the quota count. The number on the right (e.g., 100) is the quota target.

Quota Target

To ensure that you gather only the exact amount of data you require for your study, it is important to set a number limit for your quota. The quota target is the maximum number of respondents you want to take your survey who fulfill the quota conditions.

To set the quota target, all you need to do is click the current quota target and change it.

When quotas are listed, column labeled Quota target with numbers you can click into

Quota Count

The quota count is the number that indicates how many respondents have taken your survey and met the conditions for the quota. This number automatically changes as new respondents take your survey and meet the specified conditions.

You can also manually adjust the quota count. This can be useful in circumstances where the quota was added after you already started collecting responses, or where 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, or if you need to remove preview responses that incremented a quota.

Adjusting Simple Quota Counts

  1. Click the value under Quota count.
    Column named quota count where all of the quotas are listed in rows
  2. Set a new quota count.
    new window where you set quota counts
  3. Click Save.
  4. Read the warning. Then click Confirm.
    new window where you are asked to confirm the change
Qtip: To set a quota back to zero ( 0 ), click the dropdown next to a quota and select Reset quota. You’ll be asked to confirm this choice.
Dropdown next to a quota says Reset quota

Adjusting Cross Logic Quota Counts

For cross logic quotas, you cannot adjust one overall quota count, because it is not just one quota, but technically a combination of many demographic quotas. Instead, you need to individually adjust each segment of the cross logic quota.

  1. Click the quota to open it.
    Cross logic quota highlighted
  2. Open the Current respondent breakdown section.
    Current respondent breakdown section open and 0/3 quota count highlighted
  3. Find the segment you want to adjust and click the value under Quota count.
  4. Set a new quota count.
    New window where you set a quota count
  5. Click Save.
  6. Read the warning. Then click Confirm.
    New window where you click confirm
  7. Repeat steps for each segment you want to adjust.

To schedule an automatic Quota reset

You can also automatically reset your quotas after a certain amount of time. This can be useful if, for example, you need to collect a specific number of responses each month.

Qtip: Scheduled quotas are included with the Advanced Quotas feature. Advanced Quotas are an add-on feature not included in the standard Qualtrics license; please contact your Qualtrics Account Executive for more information.
Attention: Scheduled quotas are only available when using simple logic quotas. Scheduled quotas cannot be used with cross logic quotas.

You can schedule when your quota resets its count to zero. This can be useful for studies where you send the same survey and plan to use the same quotas over and over again.

  1. Click on the dropdown to the right of your quota.
    Dropdown arrow next to quota reveals Scheduled Quota option
  2. Select Scheduled quota.
  3. Select how often a new quota should occur (every quarter, every month, or every set number of days).
    new window where you schedule quotas
  4. Choose the date the quota should start resetting.
    Qtip: Quotas will reset at midnight on this date according to the time zone set in your account.
  5. Choose how many times the quota should reset before stopping.
    Example: For example, if you reset the quota count every month, then you can say the quota stops resetting after 6 months. If the quota resets every 20 days, you can say the quota stops resetting after five 20 day periods have passed.
  6. Click Save.
Warning: You may change your scheduled quota frequency and dates at any time. However, changing the conditions will reset your quota counts to zero.

Setting Simple Quota Conditions

The next step in setting up a quota is to specify conditions that must be true for a respondent to increment the quota. Your quota will be incremented when a respondent meets the condition(s) you have set and finishes the survey.

Qtip: Incomplete responses and imported responses will not increment the quota count.

Example: Only respondents who say they’re married will increment this quota.

Increment the quota when a response is submitted that meets the following criteria - question Q8 are you married? Married is selected

This section will discuss setting conditions for simple logic 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 for this type of quota.

To set Quota conditions

  1. Select whether you want to base your quota off of answers to survey questions, embedded data, or other quotas from the first dropdown menu.
    First field where what the quota's based off (eg, question) is selected, second field where the specific item (eg, Q1) is selected, and the last fields where the choices are selected
  2. Then fill out the menus that follow with your specific criteria.
    Example: We want to limit how many married people come into the survey. So first, we choose the question where we ask the respondent’s marital status, Q8. Then the next fields specify that if “Married” is what the respondent “Selected,” they will count towards the quota.
  3. If desired, click the green plus sign ( + ) to the right of the condition to add another condition.
  4. Choose between OR and AND to decide how conditions should be connected.
    Condition set with multiple criteria
  5. If you want to separate out additional conditions, select Add Logic Set.
    Example: In the screenshot above, we’re making a quota for people who are married and employed. The respondent can select 1 of 2 answers to indicate they are employed, but they must also indicate that they’re married to qualify for this quota. Therefore, we separate the employment status conditions from the marital status condition into different logic sets.
Qtip: Need help setting up more complex quota logic? Check out our page on Using Logic. Here you can learn about how to set up multiple conditions, troubleshooting, and advanced condition sets.

Specifying What Happens When a Quota is Met

Under Quota options, you can decide what should happen to your respondents once your quota has been met. Here, we’ll describe all of the options available.

Quota options dropdown at the bottom of a quota

End Current Survey

“End current survey” does exactly what its name tells you. If a respondent meets the conditions for a quota and that quota has already been filled, the respondent will immediately be directed out of the survey.

Example: You can set a customized end of survey experience for respondents who leave the survey because a quota is full. For example, you could show a message that says something like, “Thanks for your willingness to participate. Unfortunately, we have already filled our target response limit.”

Under Customize end of survey experience, you’ll be able to customize what happens when respondents get to the end of the survey. These are same message options and actions available in an end of survey element.

End current survey is selected. Under that are 2 columns of options - message options, where you can decide from a default message, custom message, or redirecting to a URL, and then additional actions on the right, which specify other things that should happen when a respondent finishes the survey

Although there are many options available, there are 2 settings in particular that you may want to consider:

  • Do not increment quota counts: By default, a respondent who is terminated from the survey due to the quota being full will still cause the quota to increment. Check this box to prevent over-quota respondents from incrementing quota counts.
  • Do not record survey response: Selecting this option will prevent all over-quota responses from being recorded in your data, potentially saving you from using up unwanted responses. Responses removed this way cannot be retrieved. For more information on screening out respondents, see Screen-Out Management.

Prevent All New Survey Sessions

“Prevent all new survey sessions” stops new respondents from entering the survey once the quota is filled. You can select Show custom inactive survey message to adjust what message is shown to respondents trying to enter the survey.

When Prevent New Survey Session is selected, more fields appear

You can add a new message in this window, or you can create a message in your library with the message type set to Inactive Survey.

Do Not Display a Question

“Do not display question” hides a question of your choice once the quota has been filled. You can hide this question for all respondents or check the box to only hide it for respondents who meet the quota condition.

When Do Not Display a Question is selected and question is specified, option for Only do this if the current respondent meets the quota condition

Qtip: For more advanced question display options, such as hiding multiple questions or adding multiple conditions for a question to be shown, consider setting your quota action to “None” and hiding your questions using display logic.

Do Not Display a Block

“Do not display block” lets you hide a question block once the quota has been filled. You can hide this block for all respondents or check the box to only hide it for those that meet the quota condition.

Do Not Display a Block also has the Only do this if the current respondent meets the quota condition option

Qtip: For more advanced block display options, such as hiding multiple blocks or adding multiple conditions for a block to be shown, consider setting your quota action to “None” and hiding your block using branch logic.

None (For Skip Logic and Survey Flow)

If “None” is selected, no preset action will occur when the quota is filled. This option is designed to let you use branch logic, skip logic, or display logic to determine what happens once the quota is filled.

When None is selected, it says This quota can be evaluated with Display Logic or the Survey Flow, or you can choose an Action. This last option is linked and allows you to switch out of None to some other action

The most common use for this setting is in a situation where you need to mimic the behavior of the “End current survey” or “Prevent all new survey sessions,” but would also like to record embedded data in the response.

Example: We’re screening out respondents who meet our demographic conditions once the quota has been filled. Normally, “End current survey” would meet this need, but in this case shown below, we want to record embedded data about the response. Therefore, we’d use “None” as our quota option.

A branch that says if the male quota is met and a respondent says he is male, they go to a screened out embedded data, an exit block, and an end of survey element

Website Feedback Actions

“Website feedback actions” will only be available to a user if they have access to the Website / App Feedback project type. For more information, visit the Survey Quotas section in the Website / App Feedback pages.

A quota. On the right under When the quota has ben met, then... Website / App Feedback is selected and the user is choosing between Activate and Deactivate intercept in the next dropdown menu

Attention: This feature is not available when Simple Layout is enabled.

Over quota options

In addition to specifying what happens when your quota is met, you also get a chance to specify what should happen to over quota responses. Over quota responses are responses that meet the requirements of your quota after it has been filled. You can either keep and record these responses, or delete them. This allows you to be more efficient when setting up branch logic for your quotas.

A quota with "None: skip logic or survey flow" selected has an extra set of options underneath it that say "over quota options". The options are keep & record or delete

“Over quota options” appear for all possible quota outcomes except “End Current Survey.” This feature is available to any users with access to quotas.

Adding Quotas to Groups

Qtip: Quota groups part of Advanced Quotas, which is not available to all customers. If you have questions about getting this feature enabled, reach out to your Brand Administrator.

Quota groups let you organize your quotas. They are also important to setting up multiple match handling and public quota dashboards.

To create a quota group, click Add new group.

New quota group selected and add quota button highlighted

Click a group to start creating quotas inside it.

Qtip: If you do not see Add new group, use the arrow to navigate out of the quota group you’re currently inside.
Arrow pointing left, then the text Default Quota Group

Moving Quotas to Groups

You can move an existing quota into a different group by dragging and dropping quotas into the desired groups.

Dragging a quota into a group

You can also move a quota by doing the following:

  1. Click the dropdown next to the quota.
    dropdown next to a quota group expanded
  2. Click Move to.
  3. Select the group you want to move the quota to.
    new window where you select group and position
  4. For Position, decide if the quota should be:
    • First in the list
    • Last in the list
    • Before a selected quota in the group
    • After a selected quota in the group
      Qtip: By default, a respondent will increase the count for all of the quotas they meet the conditions for. However, the order of quotas matters for multiple match handling.
  5. Click Confirm.

Qtip: You can move multiple quotas at once by selecting quotas and then clicking the Move selected quotas icon at the top.
gray banner along top appears when you select multiple quotas

Quota Group Actions

If you click the dropdown next to a quota group, you can perform the following actions:

dropdown next to a quota group

  • Move Up / Move Down: Change the order of quota groups in the list.
    Qtip: You can also drag and drop quotas to reorder them.
  • Move to position: Choose a specific position for your quota group in the list. You can choose from:
    • First in the list
    • Last in the list
    • Before a selected quota in the group
    • After a selected quota in the group
  • Public quota dashboard active / inactive: See Public Quota Dashboards.
  • View group dashboard: See Public Quota Dashboards.
  • Multiple match handling: See Multiple Match Handling.
  • Duplicate group: Create a copy of the quota group, with copies of the same quotas inside.
  • Delete group: Delete the group. All quotas in the group will be deleted, too.
Warning: Once you delete a group, you cannot undo this action.

Using Quotas in Other Parts of Qualtrics

In addition to specifying what happens to respondents in the quota editor, you can also use quotas in other contexts.

  • As a condition in your branch logic.
    A branch that says if the male quota is met and a respondent says he is male, they go to a screened out embedded data, an exit block, and an end of survey element

    Example: If the demographics quota has been met and the respondent qualifies for that quota, then end the survey for that respondent and tag the response with a special embedded data field.
  • As a condition in your display logic.
    Display logic that says if a quota hasn't been met, a descriptive text question with a coupon code will appear

    Example: Using our quota as a condition in display logic, we can specify that this question only displays if our survey’s quota hasn’t been met yet.
  • As a way to limit the number of total responses for your survey. See the Limiting Total Responses to a Survey section.
  • As a way to show a current quota count to your respondents via piped text.
    Piped Text for quotas

    Example: We can use a Total Visitor quota count to keep track of the number of respondents. This number will be displayed to the respondent so they know how many other visitors the survey has had.

Qtip: Are you looking for examples of how other Qualtrics users commonly use quotas? Check out these support pages:

 

Limiting Total Responses to a Survey

Quotas can be used to limit the total number of individuals who respond to your survey. This may be helpful if your account has a response limit. In the below example, we set a quota for a survey that can only have 100 responses, regardless of the respondents’ demographics or how they answered the other questions in the survey.

  1. Go to the Survey tab.
    left menu is expanded in the survey tab. quotas is highlighted at the bottom and has a gauge icon
  2. Select Quotas.
  3. Click either Add a quota or Add Quota.
    Quotas window has an Add a Quota button in the center and an Add quota button on the bottom towards the upper-right
  4. If asked to choose, select Simple logic quota.
    Tile on the left says simple logic quota

    Qtip: If you are not given a choice between simple logic and cross logic, then you are working with simple logic quotas.
  5. Click Create quota.
  6. Click the New Quota text to rename your quota. For example, Total Response Limit.
    Setting quota conditions
  7. In the first field of the quota condition, select Question.
  8. In the next field, select a question that everybody in the survey will see. It is best to use a question that requires a response or a descriptive text question used for an introduction.
  9. Select any answer choice.
  10. Select Is Displayed. By using a statement that will always be true, you can ensure the quota with increment correctly.
    Qtip: Quotas are incremented upon survey submission. Although unlikely, it is possible to over-quota. This may occur if 2 individuals submit their survey at the exact same time.
  11. Click Quota options.
  12. Select Prevent all new survey sessions. This will prevent anyone else from taking your survey once the quota has been met.
    Setting quota options
  13. Quotas are incremented upon survey submission. Although unlikely, it is possible to over-quota. This may occur if 2 individuals submit their survey at the exact same time. In this event, decide whether you want to record or delete the over quota response.

Creating a Public Quota Dashboard

There may be situations where you wish to allow others to keep track of your quota counts. Public quota dashboards are webpages that display your quotas’ progress. You can link anyone to this page, regardless of whether they have a Qualtrics account.

To create a Public Quota Dashboard

Each group of quotas can have its own public quota dashboard.

Click the dropdown next to a quota group, then select Public quota dashboard inactive.

Dropdown next to quota group reveals public quota dashboard

As soon as this is selected, your public quota dashboard is activated.

Now the public dashboard has a checkmark and says it is active

To access a Public Quota Dashboard

Simple and cross logic quotas are shown in separate sections on the dashboard. Simple logic quotas are displayed as gauge charts, while cross logic quotas are displayed as a table breaking down the counts of each quota segment.

There are 2 versions of your dashboard you can view and share: a version with all of your quota groups and a version with just one group of quotas.

Qtip: The name of the quota groups and the quotas themselves are displayed exactly as written on the public quotas dashboard, so be sure to name these clearly and professionally!

To open an individual quota group’s dashboard,

  1. Select the group you want to see in the dashboard.
    Quota group clicked and icon in upper-right highlighted
  2. Click the View dashboard icon.
    Qtip: You can also select View group dashboard from the group dropdown.
    Dropdown next to a quota group has a view group dashboard option
  3. Here’s an example of a single quota group’s dashboard:
    Public quota dashboard showing cross logic breakdown. no page navigation

You can also open a version of the dashboard with all of your quota groups inside. Each quota group will be a separate page of the dashboard. To view this,

  1. Click Tools.
    Tools button
  2. Select View public quota dashboard.
  3. Here’s an example of a dashboard with multiple pages of groups:
    public quota dashboard with many pages and gauge charts

To share Public Quota Dashboards

copy linm and download data buttons in upper-right of dashboards

  • Click Copy Link to copy the report’s URL so you can share it.
    Qtip: This link includes exactly what you see, including all the same report pages and download options.
  • Clicking the dropdown next to Download data, you can download a CSV or TSV of your quota progress.
    • Download CSV / TSV for group: Download data just for the quota group you’ve selected to the left.
    • Download CSV / TSV for all groups: Download data for all of the quota groups included in the dashboard. This option is only available for the public quota dashboard that contains all of your groups.

Using Advanced Quota Options

Qtip: Advanced Quota features are only available to Strategic Research customers. If you’re a Brand Administrator, please contact your Account Executive or Customers Success Representative if you’re interested in getting access.

The following features are only included with Advanced Quotas:

  • Cross Logic Quotas: Use advanced logic based on percentages when setting up your Quota.
  • Multiple Match Handling: Specify how your quotas should be incremented if a respondent meets the conditions of multiple quotas.
  • Scheduled Quotas: You can schedule quotas to automatically reset after a certain period of time. See the To Schedule an Automatic Quota Reset heading under the Setting Quota Counts and Limits
Qtip: Once enabled in your Qualtrics license, access to these features is controlled by the Use Advanced Quotas permission. By default, this permission is only enabled for Brand Administrators, but administrators can enable this permission for other users, types, groups, or divisions as needed.

Setting Conditions in Cross Logic Quotas

Qtip: This feature is part of Advanced Quotas, which is not available to all customers. If you have question about getting this feature enabled, reach out to your Brand Administrator.

Unlike a simple logic 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. With cross logic quotas, you simply specify which percentage of respondents should match each criteria, and then Qualtrics will do the heavy lifting of figuring out how many respondents are needed for each combination of conditions.

Example: If you wanted to create quotas that would keep track of respondents who are and are not enlisted in the armed forces, 6 age brackets, and 5 marital statuses, simple logic quotas would need 84 separate quotas to track these groups. With cross logic quotas, we can condense all of these into 1 comprehensive quota, as shown in the following screenshot.
A massive list of quota conditions broken down by what percentage each choice should be of the overall quota

To create a Cross Logic Quota

  1. Create a new quota and select Cross Logic Quota.
    New window with two tiles. Cross logic quotas on the right
  2. Create a set of conditions for your quota. To add conditions, click the plus sign ( + ) to the right of each condition.
    building a cross logic quota

    Example: Let’s start off with adding 2 conditions in our first set: enrolled in the armed forces, and not enrolled in the armed forces.
  3. Set the percentages to reflect how you would like the respondents to be distributed.
    Example: In this case, 50% of the total respondents for this quota will end up being enrolled in the armed forces and 50% will not be enrolled.
  4. Select Add Logic Set to create another set of conditions.
  5. Use logic sets to create groups of conditions that are mutually exclusive from other groups of conditions.
    Example: Here, we’ve added another logic set focused on age groupings.
    New logic set distributing 6 age brackets. The percentages of age brackets add up to 100
  6. Add as many conditions and logic sets as you need for your survey.

Qtip: By clicking the dropdown arrow, you can adjust whether you are connecting statements by And, connecting statements by Or, or specifying a percentage.

Dropdown next to a quota percentage allows you to switch to Or or And instead of a percentage, thus separating logic sets

For example, this allows you to build percentages for more dynamic conditions, as seen below.

Two separate percentages, highlighted to show where each ends and begins

Current Respondent Breakdown

At the bottom of your logic is a distribution table showing how many respondents each combination of conditions gives you, based on the total quota limit and the percentages set above.

At the bottom of the cross logic quota is a tables that breaks down the count for each choice by percentage

Adding quota labels

You can also add custom labels to each cross logic set to make them easier to differentiate. These labels will appear in public quota dashboards.

Example: If a group only includes unmarried people with 1 or more children, you could rename it “Single parents” for shorthand.

Click Show quota labels, then click Add custom label next to the group you want to rename.

dropdown next to a cross logic quota

Qtip: Adjusting the conditions in a quota can change the label. Make sure to add custom labels when you are finished with edits.

Use the dropdown next to a group to edit or reset the quota’s counts and targets.

Dropdown next to a quota

Attention: Be careful when editing your quota counts in a cross logic quota! If you change the overall quota total for a cross logic quota, then the “Current Counts” numbers will adjust as appropriate for your quota conditions. However, if you manually edit 1 of the “Current Counts” numbers, then this number will no longer adjust automatically if you change the overall total.

Setting Up Multiple Match Handling

Qtip: This feature is part of Advanced Quotas, which is not available to all customers. If you have question about getting this feature enabled, reach out to your Brand Administrator.

Sometimes your respondents may meet the conditions for multiple quotas. By default, a respondent will increase the count for all of the quotas they meet the conditions for. Multiple match handling can adjust how Qualtrics handles these multiple-match respondents.

Qtip: Make sure all the quotas you want to set multiple match handling for are in the same quota group.

To change how multiple matches are handled

Dropdown arrow next to quota group on leftmost menu. Dropdown menu reveals Multiple Match Handling

  1. Click the dropdown arrow to the right of the quota group (not the quota itself).
  2. Hover over Multiple Match Handling.
  3. Select how you would like the system to handle respondents who meet the conditions for multiple quotas.
    • Place in all: If a respondent qualifies for multiple quotas, increment all quotas they qualify for.
    • Current defined order: If a respondent qualifies for multiple quotas, use the defined order.
    • Reverse order: If a respondent qualifies for multiple quotas, use the reverse of the defined order.
    • Least filled: If a respondent qualifies for multiple quotas, increment the quota with the lowest filled count.
    • Least filled percent: If a respondent qualifies for multiple quotas, increment the quota with the lowest filled percentage.
    • Most filled: If a respondent qualifies for multiple quotas, increment the quota with the highest filled count.
    • Most filled percent: If a respondent qualifies for multiple quotas, increment the quota with the highest filled percentage.

Troubleshooting Quotas

We’ve designed this section for those who have read the material covered in this page and are still having issues with their quotas. Even though quotas can seem complicated, most problems can be diagnosed by checking a few basic things.

FAQs