Surveys

Surveys or simple forms are stand alone questionnaires with as many questions as you like.  With surveys you can select which groups you want to grant access to for each survey and you can "override" a session eval with a survey - if specific questions are needed. Users can have their completed survey sent to their email address, and you can review all of the submissions in the admin portal.

You can use the form builder to create a: feedback survey, registration form, simple job application, product review, committee request, volunteer form, etc. 

In the article we will review the following:

1. Add Survey or Form
2. Add Questions to your Survey or Form
   • Manually Add Questions to your form
   • Upload Questions to your Survey or Form
3. Add a Confirmation Email
4. Manage Surveys
5. Preferences (across all surveys)
6. Survey or Form Results
   • Download results or questions
7. Link a Survey or Form to a Specific Agenda Session
8. Survey Preferences
   

1. Add Survey

As shown in Figure 1 below, from your event in the admin portal,

1. Click Surveys -> Add Survey
2. App Settings:  the settings that appear below 'App Settings' determine how the survey will appear in the app, who has access, and the session it is linked to.
3. Confirmation email: click here for additional settings with details if you want a confirmation email to be sent upon completion of the survey.  (See Add a Confirmation Email below.) 
4. Add a title for your survey.
5. Provide directions for your survey.
6. Indicate whether the survey is Active or not.  If it is not active, then it will not show up under Surveys in your navigation.
7. Select which teams you want to access the survey.
8. Select which teams you do not want to access the survey.
   Note: you don't have to both select a team for access and select teams for exclusion.  However, if you select a team for access (example exhibitor) and another team to exclude (example speaker) and a user belongs to both teams, that user will be excluded from form/survey access.  The EXCLUSION always wins! 
9. Select which session is linked to the survey, if applicable. For more information, see the section below called Link a Survey to a Specific Agenda Session.
10. Select the Add Survey button to add your survey.

FIGURE 1

2. Add Questions to your Survey 

Once you have added your survey, you can add questions to the survey.  Questions can be added manually or uploaded using a CSV file.  A sample upload file is available in the admin portal for use.

 2A. Manually Add Questions

In the admin portal, go to Surveys -> Manage All to add questions to your survey.  To manually add questions click on the Questions icon under Actions as shown in Figure 2. 

FIGURE 2

Question Types

FIGURE 2a

As shown in Figure 2a, you have the option to choose from several different types of questions to add to your survey.  The question types are:

1. Agree/Disagree
2. Rank 5
3. Text Input
4. Radio Button
5. Checkbox
6. Selection List
7. Note

For examples of specific question types and instructions, see figures 2c - 2i below

Figure 2b shows how the screen will appear once you have chosen the question type, along with an explanation of each of the options you may select.

1. Preview the question once it is entered.
2. Edit the question.
3. Duplicate the question.
4. Delete the question.
5. Indicates which type of question you have chosen.
6. Possible types of questions from which to choose.
7. Clear form removes everything from this form and allows you to start over.
8. Save Changes to update this form and save your work.

FIGURE 2b

Agree/Disagree

Use this type of question when you want the user to choose whether they agree or disagree with a statement.  Once you select the question type, in this case Agree/Disagree, click on the edit button and add your text in the text box. In this example, "The conference was very informative!" is the text.  Then, indicate if an answer is required.  Be sure to Save Changes when finished.

FIGURE 2c

Rank 5

Use this type of question when you want the user to rank a particular item on a scale of 1 - 5, with 1 being the lowest and 5 being the highest. Once you select the question type, in this case Rank 5, click on the edit button and add your text/question asking them to rank the item. In this example, "How would you rate the food at the venue?" is the question. Then, indicate if an answer is required.  Be sure to Save Changes when finished.

FIGURE 2d

Text Input

Use this type of question when you want the user to enter a response in their own words. Once you select the question type, in this case Text Input, click on the edit button and add your text/question. In this example, "What topics would you like to be discussed at the conference next year?" Then, indicate if an answer is required.  Be sure to Save Changes when finished.

FIGURE 2e

Radio Button

Use this type of question when you want the user to click on a button to choose an answer from a list. Once you select the question type, in this case Radio Button, click on the edit button and add your text/question. Then add the possible answers the user may choose from. In this example the question is:  "Select the level of spiciness you like your food." The possible answers are: None, Mild, Mild plus, or Spicy. Then, indicate if an answer is required.  Be sure to Save Changes when finished.

Figure 2f

Checkbox

Use this type of question when you want the user to check a box to choose an answer from a list. Once you select the question type, in this case Checkbox, click on the edit button and add your text/question. Then add the possible answers the user may choose from. In this example the question is:  "How many meal courses are acceptable?" The possible answers are: 1, 2, 3, 4, or 5 .Then, indicate if an answer is required.  Be sure to Save Changes when finished.

Figure 2g

Selection List

Use this type of question when you want the user to select an answer from a dropdown list. Once you select the question type, in this case Selection List, click on the edit button and add your text/question. Then add the possible answers the user may choose from. In this example the question is:  "Which of these foods do you prefer?" The possible answers are: Hot Dogs, Mac-n-cheese, or Sushi .Then, indicate if an answer is required.  Be sure to Save Changes when finished.

Figure 2h

Note

Use this type of question when you want to make a statement or give an instruction before or after a question. Once you select the question type, in this case Note, click on the edit button and add your text/question. In this example the note is:  "Thank you for completing the survey!"  Be sure to Save Changes when finished.

Figure 2i

Changing the order in which the questions appear in your survey

 To change the order of the questions, drag a panel by clicking on the double arrow located to the left of the question, to the desired spot.  Remember to save your changes! 

                                                                                                                                                              Figure 2j

2B. Upload Questions to your Survey or Form

If you have many questions for your survey you can upload them all at once using a CSV file.  To upload your survey questions, from your event in the admin portal go to Surveys -> Upload Survey (Figure 2k).

1. Download the example excel file to create your survey question file.
2. Select the name of the survey to which you want to add the questions.  The survey must be created before uploading the questions.
3. Select the file to upload your questions.  The file must be in CSV format.
4. These are the available columns.
5. Click upload CSV file.

Figure 2k

After clicking the Upload CSV File, you will be presented with a screen to match the columns of your spreadsheet to the columns in the database (Figure 2l).  Make sure the appropriate database column matches with the column header in the CSV file.  Click the Apply Column Matching button.

Figure 2l

Once you click the Apply Column Matching button, you will see the column mapping results (Figure 2m).  These results show the number of new records, the records that were updated, rejected, and excluded.  Click the down arrow on any of the buttons to see the new, updated, rejected, and excluded records.  When you are satisfied with the data, click the Click Here to Complete Upload button.  Your survey questions will then be uploaded and ready to go.

Figure 2m

Figure 2n

3. Add a Confirmation Email

When setting up your survey, there is an option to send an e-mail confirmation and results once the survey is completed. To set the e-mail confirmation settings, go to the Admin Portal->Surveys and click on the edit survey button of the survey you wish to send an e-mail confirmation.  

1. Click on the Confirmation Email tab (Figure 3) to select the email settings.
2. Automatically Send Confirmation Email:
   1. Never – a confirmation email will not be sent
   2. On Every Submission – every time the save and submit button is clicked in the app, an e-mail will be sent.
   3. On First Complete Submission – The first time the survey is completed and saved, an e-mail will be sent.
   4. On Every Complete Submission – Each time the survey is completed and saved, an e-mail will be sent.
   5. All Completed Surveys, at End of Event – an e-mail with all the completed surveys, at the end of the event, will be sent.
3. Permit Users to Request Confirmation Emails – Select whether or not you want a button to appear on the survey once it is completed for the user to click to send a confirmation e-mail.
4. Additional E-mails to be included by CC – enter the e-mail addresses of anyone else that should receive the survey confirmation e-mail.  Typically, this would be the Admin.
5. Email Subject – enter the subject line of the confirmation e-mail.  When you include the field SURVEY_TITLE, it will insert the name of the survey.
6. Email Body – enter the content you would like the e-mail to say.
7. Include Survey Responses in the Email – Select whether you would like the confirmation e-mail to include the responses to each question.
8. Click the update survey button to save the survey.

                                                                                                                                                              Figure 3

4. Manage your Surveys

To manage your surveys, in the admin portal, go to Surveys -> Manage All.  Here you have the options to perform the following actions by clicking the action icons highlighted in the image below:

• Edit the survey.
• Make the survey active/inactive.
• Go to the Questions on the survey.
• See the results of the survey.
• Make a copy of a survey so you do not have to upload the survey for every session.
• Download the survey.
• Delete the survey.

                                                                                                                                                                             Figure 4

5. Preferences (across all surveys)

You can manage Preferences for your survey from this screen as shown in Figure 5 below.  For more information, see the section below called Survey Preferences.

1. Click on Preferences to manage if you have a survey that you are linking to an agenda session.  You can select whether you would like to hide the evaluation (if available) for that session.  You can also enter the text you would like to see on the survey button prior to the survey completion and once the survey is completed.

Figure 5

6. Survey or Form Results

To view the results for your survey, click on the Results icon shown below highlighted in orange.  

Figure 6

Figure 6a shows an example of Summary.  A graphic display is given along with the details about the question such as available options and number of responses.  No respondent names or identification is given. 

Figure 6a

Figure 6b shows an example of Respondents.  This will show which users have and have not completed the survey. 

Figure 6b

6A. Download results or questions

Once Results have been reviewed , you may choose to Download Results (#1 below) or Download Questions (#2 below). 

Download Results gives you information such as the respondent's name, company, email and their answers for each question.

Download Questions gives a csv file of the questions currently in the survey  It shows the question number, actual question, type of question, whether it's required, and the possible answers.  It does not provide any respondent data.

                                                                                                                                                            Figure 6c

7. Link a Survey or Form to a Specific Agenda Session

Occasionally, you will want to create a more specific survey for an agenda session than the existing session evaluation.  Once you have created your survey you can link the survey to a specific session.  Keep in mind the results of the survey do not get rolled up into the overall evaluation results.  To link your survey to a session:

1. As shown in Figure 7, go to the Admin Portal->Surveys
2. Click on the edit survey button
3. Scroll to the bottom of the App Settings page and select the agenda session you want to link your survey to (Figure 8).
4. Click the Update Survey button to save.
5. When you go to the agenda session on your device or browser, you will see a Survey button.  This button will take you to the survey linked to the agenda session. (Figure 11).

Figure 7

Figure 8

8. Survey Preferences

If you have a survey that is linked to an agenda session, you can specify whether you want to use that survey in lieu of a session evaluation (if available) and change the verbiage on the survey button.  The screen shot below shows where to make these changes:

                                                                                                                                                                       Figure 12

1. Select whether you would like to hide the evaluation (if available) for that session.
   • When this option is set to yes, the survey will be accessible from the evaluation list or the agenda session it is linked to.  Availability of the surveys is based on the evaluation availability.  Availability settings can be changed in the admin portal under Evaluations -> Session ->Settings under the Evaluation Availability field.  
   • When this option is set to no, the survey will be accessible from the survey list or the agenda session (if linked).
2. Enter the text you would like to see on the survey button prior to the survey completion.
3. Enter the text you would like to see on the survey button once the survey is completed.
4. Click the Update Preferences button to save your changes.