Automated Qualtrics Contact List Cleanup
Every Monday, WebRun opens Qualtrics, reads the contact lists behind your next distribution, pulls out the bounced addresses, duplicates, and opted-out contacts, opens a Trello card for each clean-up job, and logs the whole audit in Airtable so list quality is tracked over time.
How do I clean my Qualtrics contact lists before a distribution?
Every Monday, WebRun opens Qualtrics and audits the contact lists behind your next distribution, finding bounced addresses, duplicates, and opted-out contacts. It logs each one in Airtable and opens a Trello card for the clean-up, so the next survey reaches real inboxes instead of dragging your response rate down.
- Dead addresses are removed before they drag the response rate down
- Opted-out contacts never make it into a distribution
- List health is tracked week over week in Airtable
Built for research ops · insights teams · market researchers · employee experience teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
login.qualtrics.comin a real browser with your saved login - no setup, no API keys. -
1
Qualtrics - audit the contact lists
qualtrics.com
WebRun opens Qualtrics to audit the contact lists. - Open Qualtrics and go to the directory and the contact lists tied to your next distribution
- Read the distribution history and collect every address that bounced
- Find contacts that appear more than once across the lists you are about to send to
- Collect contacts marked as opted out so they are never included in a send
- Note contacts missing an email address or a required field
- Count what is left as reachable, and record the reachable share of each list
Done when Every bounced, duplicate, opted-out, and incomplete contact is identified per list.
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2
Trello - open a card per clean-up job
trello.com
WebRun opens Trello to open a card per clean-up job. - Open a Trello card for each clean-up job: remove bounces, merge duplicates, honour opt-outs
- Put the affected list name and the contact count in the card title
- Attach the specific addresses to the card description so the fix is one pass
- Leave the removals to a person. WebRun never deletes or edits a contact in Qualtrics
Done when Research ops has a Trello card per clean-up job with the contacts attached.
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3
Airtable - log the audit over time
airtable.com
WebRun opens Airtable to log the audit over time. - Append this week's audit to your list-health table in Airtable
- Record the date, the list, the reachable count, and the counts by problem type
- Keep the running history so you can see whether list quality is improving
Done when This week's list-health row is written to Airtable.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it delete contacts from my directory?
No. WebRun never deletes, merges, or edits a contact in Qualtrics. It writes the problem contacts onto a Trello card and a person makes the change, so nothing is removed by mistake.
Does it send the survey itself?
No. It only inspects the lists before a distribution. Choosing when to send, and to which list, stays entirely with your team.
How does it find duplicates across lists?
It compares email addresses across the contact lists tied to your next distribution, so a person on two lists is counted once and flagged rather than mailed twice.
Related templates
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