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Learn how to create Surveys, associate them to your Courses, automatically email them to your Delegates and Trainers, and report on the responses you receive.

With your accessplanit platform you can create and configure your own Surveys from scratch!

Include your own custom content at the top of your surveys to brand them, and use the wide range of survey question types to build your pre-course and post-course feedback forms.

Before you begin building your Survey Items, first consider how your Survey will look. Consider:

• Would you like to group some questions together under a single heading?

• Would you like to include a thank you message at the end of the Survey?

• Which questions would you like to make mandatory?
  

1. Open the Administration menu option from the top-right of your accessplanit platform

   

2. Open the ‘Surveys’ option to open the Surveys page where you can view your existing Surveys and create a new one

   

3. If you have a multi-Training Provider platform, select the Training Provider that will be issuing this Survey from the ‘Active Account’ drop-down box

   

4. Open the ‘Form Item Builder’ tab

   

5. Select the ‘Item Type’ for your first Survey Item
   Every question, heading, or supporting text is it’s own Survey Item
   Learn more about the Survey Item Types available

   

6. Complete the form with the details of your Survey Item

   1. Name: The label of the Survey item that you and your team will view in your accessplanit platform, we recommend that you number your Survey items to make them easier to sort through when you are building your Survey

   2. Description: An overview of the Survey item

   3. Item Text: the label of the Survey item that your survey recipients will see when completing the Survey

      

7. To Preview your Survey Item, click the ‘Preview Item’ button at the bottom of the form to launch the preview window

   

8. Make any necessary changes, then click the Save button to save your Survey item

   

9. If you have more Survey Items to build, click on the ‘New Item’ button at the bottom of the form

   

10. Repeat steps 5-8 for each item on your Survey
    

1. Within the Surveys area of your platform, open the ‘Form Builder’ tab

   

2. From the ‘Available Form Items’ section, click on the Survey Item that will be displayed at the top of your Survey to select it (it will have a blue background once selected)

   

3. Click on the ‘Add Item to Form’ button

   

4. Your Survey Item will now appear within the Form Builder section on your page

   

5. Repeat steps 2-4 for each item on your Survey

   

6. Once you have added every item to your Survey, enter a customer-friendly name for your Survey

   

7. Select the Form Type for your Survey

   1. Course Evaluation Form - to be used for Surveys sent after a Course has run

   2. Pre Course Evaluation Form - to be used for Surveys sent before a Course has run

   3. Trainer Evaluation Form - to be used for Surveys sent to Trainers

   4. Course Checklist Form & Custom Form - no longer supported

      

8. To Preview your Survey, click the ‘Preview Form’ button at the bottom of the form

   

9. Make any necessary changes, then click the 'Save Form' button

   

To send your Surveys out automatically before or after your Courses run, the first step is to link your Survey to the relevant Course Templates.

1. Open your ‘Course Templates’ DataGrid from your main menu on the left

2. Find the Course Template that you would like to assign your Survey to by applying filters and/or searching the Course Templates DataGrid

3. Right-click on this Course Template in the DataGrid, this will show you the context menu options for this Course Template

4. Click on the Edit option

   

5. Scroll down to the ‘Surveys’ section on the page

   

6. Use the ‘Select’ buttons to assign your Survey to your Course Template

7. Click ‘Save’ to apply your changes

   

1. Open your Course Templates DataGrid

2. Add in the Survey column(s) into your DataGrid using the ‘Change Columns’ button at the top right of the DataGrid results

   

3. Check through your DataGrid to ensure that all Course Templates that should have a Survey assigned, do have a Survey assigned!

   

To send your Surveys out via email, you will need to create an Email Template which contains a link to the Survey.

1. Open the ‘Administration’ menu option at the top right of your platform

2. Click on the ‘Email Templates’ menu option to open the Email Templates DataGrid

3. If you plan to copy from an existing Email Template, search for that Email Template, right-click on it and select ‘Edit’, then copy the contents of the Body, return back to the Email Templates DataGrid

4. Click ‘Add Email Template’ on the Email Templates DataGrid

   

5. Give your Email Template a ‘Name’
   We recommend labelling your Email Template with the name of the anticipated recipient followed by a description of the email, such as “Delegate - Classroom Pre-Course Survey”, or “Trainer - Webinar Post-Course Survey”

   

6. Select which Module your Email Template relates to, as Surveys only send to Delegates and Trainers you will use one of the following:

   1. Delegates -this module is for sending emails to all Delegates and Trainers, please note that this module does not include course type specific merge fields for you to include in your email, such as eLearning Package information, Venue information, or Webinar Course joining information

   2. Class Delegates - this module is for sending emails to Delegates and Trainers on Classroom Courses only

   3. Web Delegates - this module is for sending emails to Delegates and Trainers on Webinar Courses only

   4. eLearning Delegates - this module is for sending emails to Delegates on eLearning Courses only

   5. Knowledge Document Delegates - this module is for sending emails to Delegates on Knowledge Document Courses only

      

7. Leave the ‘Email Type’ selected as ‘Normal’ as this is a transactional email, not a marketing email

8. Leave the ‘Creation Mode’ as ‘Free Text’ as you will be defining the content of your Email directly in the Email Template rather than first building Text Templates

9. Add in a ‘Subject’for your email
   We recommend including the name of the Course within the subject to catch the recipient’s attention in their inbox, you can do this by adding the merge field @@CourseOrAliasName into the Subject text box

10. Add in the ‘Body’ of your email
    If you copied the content from an existing Email Template, you can paste this content into here!

    

11. Ensure that you include the link to the Survey, if you do not already have this link included, click on the ‘Quick Link’ option and assign a link to your Course Survey

    

12. Update the wording of your Survey link by clicking on the Edit Link button

    

    

13. Click ‘Save and Close’ to save your Email Template

14. If you would like to test your Email Template before continuing, remain on the Email Templates DataGrid, search for your Email Template, right-click on it and select ‘Edit’

15. Click on the ‘Preview’ option at the bottom of the Email Template editor

16. Select a Delegate from the ‘Preview Object’

17. Enter your Email Address into the 'Send sample to' option

18. Click ‘Send Email’ to send a copy of this Email Template for this Delegate to your Email Address

    

1. Open the Delegates Smart Grid that relates to your Email Template, for example if you have used the ‘Web Delegates’ module to build your Email Template, open the ‘Web Delegates' Smart Grid
   If you have used the 'Delegates’ module, you can use any Delegate Smart Grid

   

2. Apply filters to your Smart Grid to only display the Delegates that you would like to send your Survey to
   For example, apply a filter to only display Delegates that have completed Courses, and their Invoice is paid

   

3. Use the Select-All checkbox option at the top left of your Delegate list

   

   If your list of Delegates spans over multiple pages, there will be an option at the top of your list of Delegates which will quickly selected every Delegate that meets your filter

   

4. Click on the bulk ‘Email’ option besides the Select-All checkbox

   

5. In the ‘Email Details’ pop-up window, set the Creation Type to ‘Template’ as you will be using an Email Template instead of writing an email from scratch, select your recipient from the ‘To Address’ Property, and finally select your 'Email Template'

   

6. Click ‘Send’ to send your Email Template for each of your selected Delegates!

7. To view the emails that you have sent, open the Communications DataGrid.

Workflow Templates are used to automate communications, this is the step where you will define the circumstances needed for your Survey email to send, when it will be sent, and who it will be sent to!

1. Open the ‘Administration’ menu option at the top right of your platform

2. Click on the ‘Workflow Templates’ menu option to open the Workflows DataGrid

   

3. Click ‘Add Workflow Template’ to open the new Workflow form

4. From the new Workflow form, enter a ‘Title’ for your Workflow Template
   We recommend labelling your Workflow with the name of the anticipated recipient followed by a description of the email, such as “Delegate - Post Course Survey”, or “Trainer - First Aid Course Survey”

   

5. Select the same Module that you used for your Email Template

6. Provide a useful Description so that your team know what this Workflow is for

7. Leave your Workflow inactive for now

8. Click ‘Save’ to create your Workflow

9. After you have saved your Workflow Template with the basic details, you will be able to access the Workflow’s Settings page

10. Click to open the ‘Settings’ page for this Workflow Template using the tab menu on the left

    

11. Add Rules to your Workflow to decide which Delegates/Trainers will receive your automated Survey Email
    Here are some common rules used for Survey Emails, you can use any combination of these, as required:
    

    1. Only send to Delegates that have completed the Course, have not yet completed the Survey, and ignore Delegates booked onto Sessions

       

    2. Only send to Trainers that have not yet completed the Survey

       

    3. Only send to Delegates that have completed a specific Course and their Invoice is fully paid

       

12. Once you have saved your Rules in the Settings page, open the Actions page to add your first Workflow Email Action!

    

13. Click 'Add Workflow Action'

14. Enter an ‘Action Label’ for your first Email Action
    We recommend labelling your Workflow Email Actions with the details of the email and when it will send, such as “Post Course Survey - 7 days after the Course”, or “Pre-Course Survey - 14 days before the Course”

    

15. Select the Action Name ‘Send an email message’

16. Click Save to display the other settings on the page

17. After you have saved your Workflow Action with the basic details, you will be able to provide more information

18. Use the Action Date options to define when your email will send
    For example: ‘1 Days After Course End Date' to send the email a day after the Course
    For example: '5 minutes After Current Date Time’ to send the email 5 minutes after the Delegate/Trainer meets the Workflow rules

    

19. Check the ‘Send on Action Date Only’ if you do not want Delegates that are added to your Course after the email should have sent to receive it

20. Use the ‘To Address’ options to select the types of User(s) that you would like to receive this email (please select ‘Delegate Email Address’ for Trainers)

21. Select your 'Email Template' from the drop-down box

    

22. Click 'Save' to save your Workflow Email Action

23. If you would like to set up another Workflow Action for this Workflow Template, for example to send the same email again to Delegates that have not yet completed their Survey, click on the ‘Workflow Template Actions’ breadcrumb link and repeat steps 13-22

    

24. Once you have added all of the Workflow Actions, your Workflow is ready to be tested!

Before you set your Workflow to ‘Active’, we recommend that you first run a few tests to check that the formatting of your email works as you expect and to test your Survey links.

1. Open the ‘Administration’ menu option at the top right of your platform

2. Click on the 'Workflow Templates' menu option to open the Workflows DataGrid

3. Search for your Workflow Template by applying filters and/or searching the Workflows DataGrid

4. Right-click on your Survey Workflow, this will show you the context menu options for this Workflow

5. Click on the ‘Actions’ context menu option

   

6. From the Workflow Actions DataGrid, right-click on your Workflow Email Action and select the ‘Edit’ option

7. Click on the ‘Preview’ button at the top right of your Email Action

   

8. Select a Delegate from the ‘Preview Object’

9. Enter your Email Address into the 'Send sample to' option

10. Click ‘Send Email’ to send a copy of this Email Template for this Delegate to your Email Address

    

11. If you notice any changes are needed to your Email Template, open the ‘Email Templates’ DataGrid from the ‘Administration’ menu option, edit your Email Template and save. You can then run through these testing steps again.

12. Once you are happy with the content of your Email Template and Workflow you can set your Workflow to Active!

13. Open the ‘Administration’ menu option at the top right of your platform

14. Click on the ‘Workflow Templates’ menu option to open the Workflows DataGrid

15. Search for your Workflow Template, right-click on it and select 'Edit'

16. Scroll down to the ‘Active’ checkbox and check this

17. Click ‘Save’

1. Open the ‘Administration’ menu option at the top right of your platform

2. Click on the ‘Workflow Templates' menu option to open the Workflows DataGrid

3. Search for your Workflow Template by applying filters and/or searching the Workflows DataGrid

4. Right-click on your Survey Workflow, this will show you the context menu options for this Workflow

5. Click on the ‘Actions’ context menu option

   

6. Right-click on your Workflow Email Action and select the ‘Edit’ option

7. Scroll to the ‘To Address’ option and change the setting from ‘Field’ to ‘Constant’

8. Remove the existing content from the ‘To Address’ bar, and type in the email address(es) that you would like to receive your Survey emails to, press enter after you have typed in each email address

   

9. Click ‘Save’

10. Repeat steps 4-6 for each Workflow Email Action for this Workflow

11. Once you have set all of your Workflow Actions to send to an Administrator’s Email Address you can set your Workflow to Active!

12. Open the ‘Administration’ menu option at the top right of your platform

13. Click on the ‘Workflow Templates’ menu option to open the Workflows DataGrid

14. Search for your Workflow Template, right-click on it and select 'Edit'

15. Scroll down to the ‘Active’ checkbox and check this

16. Click ‘Save’ to save your Workflow as active

17. During this testing period where the Survey emails are being sent to an Administrator, if you would like to send your Survey Email Template out to your Delegates you can do so manually by following the Manually send out your Email Template steps above

18. After a period of time, when you are confident that your Survey emails are sending for the right Delegates/Trainers at the right time, you then then update the Workflow Actions 'To Address' to the correct recipient

Monitoring and acting on the feedback that you receive from your Delegate and Trainers is very important, not only to be able to contact customers who did not have a good experience, but to also understand what they enjoyed and disliked to continually improve your services.

1. Open the Courses DataGrid

2. Search for your Course

3. Right-click on your Course in the DataGrid and select 'Surveys'

   

4. View the ‘Has Been Submitted’ column in your DataGrid to see which Delegates have completed their survey responses

   

5. Right-click on a Delegate that has completed their Survey response and select ‘View Submission’ to view their answers to the Survey

   

   

1. Open the Legacy Reports menu option from Reports

   

2. Right-click on the Report labelled ‘Custom Forms'and select 'View’

   

3. Select the type of report that you would like to run, based on your Survey
   For example if you will be reporting on on Post Cost Survey, select the ‘Course Date Evaluation’ type

   

4. Select the date range of submissions you want to include in your report

5. Select whether you would like to see your report show a percentage of answer distribution per question, or whether you want to see the average score per question
   Percentage based report:

   

   Score based report:

   

6. Select which Survey you would like to report on, and move onto the next step of the Report Wizard

7. Within the ‘Optional Arguments’ step of the wizard, you can choose to filter your report based on the Course, Trainer, and/or Venue, if you leave these options empty then all Courses, Trainers and Venues will be included in your report

   

8. Within the ‘Account Groups’ step of the wizard, you can choose to filter your report based on Account Group of the users who have submitted survey responses, select every Account Group to include responses from all Users

   

9. Within the ‘Accounts’ step of the wizard, you can choose to filter your report based on Account of the users who have submitted survey responses, select every remaining Account to include responses from all Users

10. Click ‘Finish’ to run the report

11. To share the results of your report with others in your business, click on the Print or Export options to download your report in a variety of formats!

    

1. Open the Report Writer menu option from Reports

   

2. Click to ‘Design a New Report’

   

3. Select the following Data Sources as a basis for your Report

   

4. Open the 'Fields' tab of the Report Writer and select fields to be displayed in your Report

   

5. Open the ‘Filters’ tab of the Report Writer and apply any relevant filters to only report on the Courses, Surveys, or Submissions that you need

   

6. Open the ‘Preview’ tab of Report Writer to see a preview of your report

   

7. Click on the ‘Save’ button to give you report a name and save it

8. If required, add additional fields and filters to your report

9. To share the results of your report with others in your business, use the export options at the top of the report to download your report in a variety of formats!