SurveysEvents

Delegated Surveys

Use delegated surveys when one organizer needs information from many groups, tables, chapters, teams, or committee leads. Each host gets a guest link they can text or email to their people, plus a simple dashboard they can use to enter answers on someone else's behalf.

The simple idea

Instead of asking one organizer to chase every attendee, UpSight lets trusted hosts collect details for their own group. For example, a table host can gather names, email addresses, meal preferences, accessibility notes, and any other answers you ask for.

When to use this

Delegated surveys are best when your audience is naturally split into smaller groups:

  • Fundraisers where table hosts invite and manage their guests.
  • Leadership forums where each company, chapter, or cohort sends attendees.
  • Conferences where sponsors, captains, or community leads bring their own group.
  • Membership groups where regional leads help gather up-to-date contact details.
1. Create the survey

Start by creating the survey you want everyone to answer. Keep it short and practical. For an event, common questions include:

  • Full name
  • Email address and phone number
  • Meal choice or dietary needs
  • Guest type, organization, or title
  • Accessibility needs or seating notes

Each submitted entry is saved as a normal survey response, so you can review, export, and analyze it alongside your other survey data.

2. Create a host link for each group

Add each host or group to the survey. UpSight creates links for that host, so responses from those links are automatically grouped under the right table, chapter, team, sponsor, or cohort.

Hosts do not need to create an account for the basic flow.

They can use the links you send them. If you need hosts to sign in, manage reminders, or see deeper reporting later, use host accounts as a more advanced setup.

3. Send hosts simple instructions

Send each host a short note with four things:

  • The guest self-fill link they can text or email to guests
  • The host dashboard link if they need to enter or edit attendees themselves
  • The deadline for collecting responses
  • Whether guests should fill it out themselves, or the host should enter everyone

You can copy this plain-language example:

Hi [Host Name],

Please text or email this guest link to everyone at your table: [Guest Self-Fill Link]

Guests can fill it out themselves. If you would rather enter people yourself, use this host dashboard: [Host Dashboard Link]. Please send all names, contact details, and meal choices by [Deadline].

Thank you!

4. Choose the collection style

There are two easy ways to collect the information:

  • Guests answer themselves. The host forwards their link, and each guest fills out the regular survey once. This is the easiest option for texting and email.
  • The host answers for everyone. The host opens their dashboard and enters one attendee at a time.

Use the first option when guests are comfortable with forms. Use the second when hosts already have the details, or when guests are less likely to respond on their own.

CSV import option

If hosts already have a spreadsheet, import the CSV instead of making them retype everything. This is useful for last-minute event prep, large tables, or groups that already collected details outside UpSight.

For a smooth import, ask hosts to use one row per person and columns like:

  • Host or table name
  • Guest name
  • Email
  • Phone
  • Meal preference
  • Notes
Good operating rhythm
  • Give hosts a clear deadline, ideally a few days before you need the final list.
  • Check progress by host, not just the total response count.
  • Follow up with hosts who still have missing names or meal choices.
  • Export the final responses when you are ready for check-in, seating, catering, or outreach.