People, contacts and fields
Who you listen to: members who sign in, contacts who only answer, the fields that group them, and keeping them in sync.
On this page
Members and contacts
Everyone a workspace listens to is one of two kinds. The difference is whether they sign in.
- Members sign in. They answer surveys, see their own feedback and can follow up in conversations. Each uses a seat, and they are listed under Organization settings → Members.
- Contacts never sign in and never use a seat. They receive surveys by email, SMS or WhatsApp, and answer through the link. They are listed under Contacts → All contacts.
A campaign can reach both. Employees are usually members; customers, guests and users are usually contacts.
Add people
Click Add contact on All contacts, and fill in their name, email or phone, their manager and your own fields.
To keep a larger group up to date, connect a source instead (Team and up). Colleagues who will run surveys or read results are invited as members: see Invite members and choose their role.
There is no spreadsheet import yet. People arrive one by one, or from a connected source.
Fields: how you group people
Fields hold what you know about each person — department, location, plan, the event they came to. Your workspace starts with fields that suit its audience. Add your own under Contacts → Sync & fields with Add field.
A field of type List, Multi-choice list or Yes / no can group results. Switch on Groups beside it, and it appears in Group by, heatmaps and campaign audiences.
Keep groups large enough to show. A group smaller than your minimum group size stays hidden in results. Contacts → Segments shows which groups are hidden.
Sync from your HR system or shop
On Team and up, connect one source under Contacts → Sync & fields: BambooHR, Personio, Workday, Microsoft Entra ID, Shopify or your own API. Shopify brings in contacts; the HR systems bring in members.
- Choose the source under Available sources and connect it.
- Map its fields to yours, and switch on Groups for the ones to compare.
- Click Preview a sync to see what would change, then Sync Now.
After that it syncs on its own, on the schedule you choose. Sync history shows every run, and a banner tells you if one fails.
Managers
A person's manager comes from the Manager field, or from the source you sync. Managers see results and actions for their reporting line, and only for groups large enough to show.
The No manager view on All contacts lists anyone without one, so their answers can reach a team report.
Signed-in members can ask Polzy or message the team from Support. How fast we reply depends on your plan.