Introduction to Tokens (or Activation Codes): Managing Access and Tracking.

Objective

• Understand what tokens or activation codes are in LimeSurvey.
• Identify why and when to use tokens for your surveys.
• Activate and create a basic participant table to manage access.

Why use tokens?

• To restrict access to the questionnaire to only those people you have invited.
• To prevent multiple responses : each token can only be used once.
• To track responses and identify who has answered and who has not yet responded.
• To personalize invitations and reminders with data associated with each participant.
• To pre-fill data and guide survey logic.

1. What is a token?

A token in LimeSurvey is essentially a unique access key assigned to each person you wish to invite to participate in your questionnaire. Instead of sending a public link that anyone can use, you provide each participant with a code that is specific to them. This token is generally included in a personalized URL link.

2. Public link versus tokens: what is the difference?

Two access approaches are available to you depending on your needs:

1. With a public link : anyone with the link can respond, a participant can potentially respond multiple times, and anonymity of responses is easier to guarantee technically.
2. With tokens : only those holding a valid token can access, you have precise control over who participates, and you facilitate tracking and follow-ups.

3. Tokens and anonymity: a crucial point

The relationship between tokens and response anonymity is fundamental and depends on a specific configuration:

If "Anonymized responses?" is set to "NO" : LimeSurvey maintains a link between the token used and the responses submitted. You can identify which participant gave which response.

If "Anonymized responses?" is set to "YES" : LimeSurvey breaks the link between the token and the responses. You can still use tokens to manage access and send reminders, but once the response is submitted, participant identity remains anonymous.

Note: The anonymity decision must be made before activating your survey and collecting responses.

4. Access questionnaire settings

Select your questionnaire in LimeSurvey and go to its "Settings".

5. Activate the participant table

Look for an option such as "Survey participants" or "Tokens". Click on "Initialize the participant table".

Warning: Once the participant table is activated, access to the questionnaire will be by token only. It is preferable to activate it before distributing the survey.

6. Add participants

Once the table is initialized, a "Participants" (or "Tokens") menu will appear in your questionnaire options.

1. Click "Display participants" : lists all participants and their tokens. Initially, it will be empty.
2. Click "+ Add a participant" : you can manually add a participant by entering the first name, email and token.

7. Configure participant information

When adding a participant, you must fill in the following fields:

1. First name / Last name : optional, but useful for personalizing emails.
2. Email : essential if you want to send invitations by email via LimeSurvey.
3. Token : you can leave this field empty, LimeSurvey will generate one automatically.

8. Other participant management options

• Import participants : from a CSV file, very useful for long lists.
• Send invitations or send reminders : personalized participant contact.
• Generate tokens : if you have imported a list without pre-filled tokens.

9. Best practices

• Activate the participant table before distributing the survey to avoid complications.
• Decide on anonymity before starting response collection.
• Use tokens to personalize follow-ups and keep precise tracking of participants.
• Think carefully about your needs : tokens are powerful for professional management, but ensure your configuration matches your tracking and anonymity objectives.

Need help?

For any difficulty, contact the LimeSurvey team via: Cellule.Web@ulb.be