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.
Capturing feedback about your Courses has never been more important!
We live in a feedback-centric world, where reviews and ratings have a big impact on consumer decisions, and many customers expect to be offered the chance to provide their feedback and share their experiences.
With accessplanit’s Surveys tool you can design your own Surveys and collect feedback automatically from your Delegates and Trainers, giving you the opportunity to identify how you could improve your courses, your customers' booking experience, or your customer service!
Follow this page to learn the steps and best practice for sending out Surveys effectively and automatically!
Create your Survey
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.
Overview
To create a Survey, you will follow these steps:
Build your Survey Items
Build and Preview your Survey
Make adjustments and finalise
Build your Survey Items
Survey Items are the contents of your Survey; every question, heading, or supporting text is it’s own Survey Item.
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?
Top Tip!
To increase your response rate for your Survey, keep your Survey as minimal as you can, only asking questions where feedback would lead to action.
Where possible, use checkboxes and radio button questions rather than free-text boxes so that your Survey is quicker and easier to fill in.
Finally, make sure your Survey questions are written clearly, avoid leading questions and any technical jargon that your survey recipients may not understand.
Open the Administration menu option from the top-right of your accessplanit platform
Open the ‘Surveys’ option to open the Surveys page where you can view your existing Surveys and create a new one
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
Complete the form with the details of your Survey Item
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
Description: An overview of the Survey item
Item Text: the label of the Survey item that your survey recipients will see when completing the Survey
To Preview your Survey Item, click the ‘Preview Item’ button at the bottom of the form to launch the preview window
Make any necessary changes, then click the Save button to save your Survey item
If you have more Survey Items to build, click on the ‘New Item’ button at the bottom of the form
Repeat steps 5-8 for each item on your Survey
Build your Survey & Preview
Once you have built each of the items that will be in your Survey, you are ready to put them together and build your Survey.
Within the Surveys area of your platform, open the ‘Form Builder’ tab
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)
Click on the ‘Add Item to Form’ button
Your Survey Item will now appear within the Form Builder section on your page
Repeat steps 2-4 for each item on your Survey
Once you have added every item to your Survey, enter a customer-friendly name for your Survey
Select the Form Type for your Survey
Course Evaluation Form - to be used for Surveys sent after a Course has run
Pre Course Evaluation Form - to be used for Surveys sent before a Course has run
Trainer Evaluation Form - to be used for Surveys sent to Trainers
Course Checklist Form & Custom Form - no longer supported
To Preview your Survey, click the ‘Preview Form’ button at the bottom of the form
Make any necessary changes, then click the 'Save Form' button
Associate your Survey to your Course Templates
To associate your Surveys to your Course Templates, you will follow these steps:
Assign your Survey to a Course Template
Check that your Course Templates have Surveys assigned
Overview
Assign your Survey to a Course Template
This step is to link your Surveys to the correct Course Templates so that your platform knows which Survey to email to which Delegates/Trainers.
Open your ‘Course Templates’ DataGrid from your main menu on the left
Find the Course Template that you would like to assign your Survey to by applying filters and/or searching the Course Templates DataGrid
Right-click on this Course Template in the DataGrid, this will show you the context menu options for this Course Template
Click on the Edit option
Scroll down to the ‘Surveys’ section on the page
Use the ‘Select’ buttons to assign your Survey to your Course Template
Click ‘Save’ to apply your changes
Check your Course Templates
This step is to ensure that each of your Course Templates has a Survey linked to it.
Open your Course Templates DataGrid
Add in the Survey column(s) into your DataGrid using the ‘Change Columns’ button at the top right of the DataGrid results
Check through your DataGrid to ensure that all Course Templates that should have a Survey assigned, do have a Survey assigned!
Create your Survey Email Template
Overview
Create your Survey Email Template
This step will teach you how to add a new Email Template into your platform which contains a link to your Survey. Once you have added your Email Template, you will be able to build a Workflow to send this Email Template out to your Trainers and/or Delegates automatically, or send it out manually yourself via the Delegates DataGrid!
Open the ‘Administration’ menu option at the top right of your platform
Click on the ‘Email Templates’ menu option to open the Email Templates DataGrid
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
Click ‘Add Email Template’ on the Email Templates DataGrid
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”
Select which Module your Email Template relates to, as Surveys only send to Delegates and Trainers you will use one of the following:
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
Class Delegates - this module is for sending emails to Delegates and Trainers on Classroom Courses only
Web Delegates - this module is for sending emails to Delegates and Trainers on Webinar Courses only
eLearning Delegates - this module is for sending emails to Delegates on eLearning Courses only
Knowledge Document Delegates - this module is for sending emails to Delegates on Knowledge Document Courses only
Leave the ‘Email Type’ selected as ‘Normal’ as this is a transactional email, not a marketing email
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
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
Add in the ‘Body’ of your email If you copied the content from an existing Email Template, you can paste this content into here!
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
Update the wording of your Survey link by clicking on the Edit Link button
Click ‘Save and Close’ to save your Email Template
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’
Click on the ‘Preview’ option at the bottom of the Email Template editor
Select a Delegate from the ‘Preview Object’
Enter your Email Address into the 'Send sample to' option
Click ‘Send Email’ to send a copy of this Email Template for this Delegate to your Email Address
Optional - Manually send out your Email Template
This step will teach you send your Email Template out manually, if you want your Email Template to send out automatically please jump ahead to creating your Survey Workflow.
Create your Survey Workflow
Overview
Create your Survey Workflow
This step will teach you how to Add a new Workflow into your platform and set up a Workflow Action to send your Survey Email Template out automatically!
Test and enable your Survey Workflow
Overview
Test your Survey Workflow - Single Email Test
This testing approach is best used for Workflows where you want to view/test the content of the email only, if you would like to test that your rules are set up correctly, please jump ahead to the “Test your Survey Workflow - Become the Recipient” below.
Test your Survey Workflow - Become the Recipient
This testing approach is best used for Workflows where you are not confident with the rules of your Workflow, and you would like to ensure that you will not send out your Survey emails to the wrong Delegates. With this approach you will start using your Workflow, but all of the Emails will be sent to an Administrator's email address temporarily.
Monitoring & reporting on your Survey responses
Overview
Monitoring Survey responses per Course
Review per Course which Delegates have submitted their Survey responses, and view the responses for those that have.
Reporting on Survey Responses
accessplanit has an easy to use, built-in report for you to to view the submissions that you have received per Survey over a period of time!
Build your own Survey Report
To configure your own report on Survey Submissions, you can use the Report Writer tool to build a report from the ground-up and choose which information to include and display in the report.
