Hi. The Survey Collaborator feature is intended to share survey editing, management and reporting permissions between Qualtrics users. It’s not meant for respondents, who I assume are the exiting employees in this scenario, who do not need a login to complete a survey. Unless you are using the Employee Experience module, which I’m not familiar with, I think you may need to explain more about how the survey is being distributed to and accessed by respondents.

Hi Matthew, 

We are using the Employee Experience module.  The respondents DO NOT have survey collaborator feature.  The HR Managers had survey collaborator access; however, we would like to limit their visibility to only the employees in their business units (we have multiple).  Additionally, we would like to limit the HR Managers’ ability to change any information on the participant (i.e. email address).  Since the HR Manager is the first to know when an employee is leaving the company this allows them immediately to add the participant to the exit survey, and the participant (exiting employee) to receive an email prior to their last day of work.

Hi Cheri. As a brand administrator, you can limit which employees from the employee directory a user can access when managing participants. See the Employee Record Access Control feature below.

Employee Record Access Control

It is typically recommended for this process to be automated using the automatic participant import option. But if this manual distribution is required and the feature above does not meet your needs, you may want to consider a more custom way for HR managers to request exit surveys to be sent. For example, you could setup a separate Qualtrics survey where the HR managers enter an employee ID of an employee they want to distribute to and use Qualtrics APIs to manage the distribution.

Thanks Jake, I’ll give this a try.  I had tried the Employee Record Access Control feature, but it still did not limit them from changing the participant information.