Integrate your Delegates & Course feedback with SurveyMonkey

Before you begin planning your integration, set your team up with a SurveyMonkey account if you do not yet have one.

To set up a SurveyMonkey account, please open SurveyMonkey’s website and follow their steps to register for an account.

https://www.surveymonkey.com/sign-up/

The surveys that will be synced from your SurveyMonkey account need to be saved into a folder called ‘accessplanit’

1. Within your SurveyMonkey account, create a new Folder for your surveys

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2. Your new folder name should be 'accessplanit' all lower case with no spaces

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3. The folder should then exist alongside any existing survey folders

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If you haven’t already purchased the SurveyMonkey integration, please get in touch with your Customer Success Manager at accessplanit to add the SurveyMonkey module to your package!

Contact: customersuccess@accessplanit.com

1. Make sure you are logged into SurveyMonkey with the account you want to connect your accessplanit platform with
   
   

2. Open the ‘Administration’ menu from the Profile options at the top-right of your accessplanit platform

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3. Search for and open the ‘Survey Monday Integration’ option
   Please note: this option is only available to Super Administrators

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4. Click the ‘Connect to SurveyMonkey’ option

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5. This will connect your platform to your logged in SurveyMonkey account!

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The first step is to create your survey and then add in a custom variable for your integration to use.

1. Create your survey within SurveyMonkey

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2. All question types in SurveyMonkey are supported by accessplanit

Please note

If your survey includes any date/time questions, SurveyMonkey will return date responses to accessplanit in the opposite format to the one used in your survey.

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For example:

• If your SurveyMonkey format is MM/DD/YYYY, the data received by accessplanit will appear as DD/MM/YYYY.

• If your SurveyMonkey format is DD/MM/YYYY, the data received by accessplanit will appear as MM/DD/YYYY.

Because SurveyMonkey does not specify which date format is being used, accessplanit cannot reliably interpret or display the date values accurately.

3. Once you have created your survey, open the ‘Logic’ options

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4. Open the ‘Custom variables’ options

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5. Click ‘New custom variable’

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6. Give your variable the name and label of ‘mappedid’ all lowercase with no spaces

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7. Save this variable

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   This variable is important, it is how SurveyMonkey & accessplanit understand which Delegate each survey submission relates to.

Once you have created surveys in SurveyMonkey that you would like to integrate with your accessplanit platform, you just need to move these into your ‘accessplanit’ folder in SurveyMonkey!

1. Click the '…' icon to view your options for a Survey and select the 'Move to folder’ option

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2. Move the survey to your ‘accessplanit’ folder

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To track your Delegates’ responses within accessplanit, your SurveyMonkey surveys must be sent directly from accessplanit. The platform needs to be part of the sending process to link and record responses correctly.

If you use another method (for example, sharing a survey link manually) the responses will still appear in SurveyMonkey, but they won’t be tracked or visible in accessplanit.

Please follow these steps to send surveys from accessplanit:

1. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

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2. This will open the Administration menu

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3. From the Administration Menu, open the Email Templates page

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4. This will take you to the Email Templates DataGrid

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5. Find the Email Template you would like to add your SurveyMonkey survey into, by applying filters and/or searching the Email Templates DataGrid

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6. Right click on your Email Template and select ‘Edit’ from the context menu options

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7. Within the ‘Body’ of your email, use the SurveyMonkey drop-down option to select which survey you would like to include a link for
   The surveys are listed in alphabetical order to make finding the right survey straightforward!

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Are your surveys missing?

Surveys can take up to 30 minutes to sync from SurveyMonkey to accessplanit, you can speed this up by clicking the ‘Sync Surveys’ button in your SurveyMonkey settings page in Administration. Please note, this page is only available to Super Administrators.

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If you are still not able to see your survey in the SurveyMonkey drop-down box, check that the survey is in your ‘accessplanit’ folder in SurveyMonkey.

8. When you click to add a SurveyMonkey survey link into your Email Template, a merge field will be added with the format:
   @@(SurveyMonkeyLink("Survey ID”,“Link Text”))

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9. You can update the link text part of the merge field to add in your own call-to-action label for the link
   For example, ‘Complete your post-course feedback form’
   Make sure that you type in the replacement text for your link, do not copy and paste it from another program or notepad

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10. If you would like to apply any formatting to your link, for example to underline it, make sure to apply the formatting to the full merge field

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11. Use the ‘Preview & Test’ option to check that your link displays correctly for Delegates

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12. Click the link in the preview to make sure your survey loads correctly

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12. If this Email Template is not already linked to a Workflow, you can now create a Workflow to send your Survey out automatically! Send automatic post-Course Survey emails | Create your Survey WorkflowPreview
    
    

13. If this Email Template is already linked to a Workflow, make sure you wait at least 5 minutes before it is triggered for your Delegates
    
    

14. You can also begin sending this Email Template manually from your Delegates DataGrids too!

When SurveyMonkey surveys are sent from your accessplanit platform, they will be available to view in the 'SurveyMonkey Recipients' DataGrid within 5 minutes.

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This DataGrid will show you every Delegate that has been sent a SurveyMonkey survey!

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Here are our recommend filters for this DataGrid:

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1. Responded - Yes
   Resource Status - Is In - Responded

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2. Responded - No
   Resource Status - Is In - Not Responded

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3. Course: Last 7 days
   Course Start Date - Period - Last Seven Days

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You can also access targeted versions of this DataGrid:

• To see all of the SurveyMonkey surveys sent to a particular User for all of their Courses, open the ‘SurveyMonkey’ menu option when editing the User from the Users DataGrid

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• To see all of the SurveyMonkey surveys sent for a particular Course, open the ‘SurveyMonkey’ menu option when editing the Course from the Class/Web Courses DataGrid

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• To see all of the SurveyMonkey surveys sent for a particular Delegate, open the ‘SurveyMonkey’ menu option when editing the Delegate

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Once a SurveyMonkey survey has been completed (when a recipient submits the survey using the link sent from accessplanit), the response status will automatically update to ‘Responded’ within 5 minutes.

If the status has not yet updated, please allow up to 5 minutes for this to complete. Once updated, you’ll be able to view the survey responses they gave!

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Once a SurveyMonkey survey has been completed (when a recipient submits the survey using the link sent from accessplanit), the response status will automatically update to ‘Responded’ within 5 minutes.

If the status has not yet updated, please allow up to 5 minutes for this to complete. Once updated, you’ll be able to view the survey responses they gave!

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View the responses for a specific recipient

If you would like to check the answers given to a survey for a specific recipient, you can right-click on their record in the ‘SurveyMonkey Recipients' DataGrid and select the 'Responses’ option.

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This will open a pop-up DataGrid where you can view the answers given to each of the questions in the survey, each row in this DataGrid matches to a question in the survey.

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View the responses for a multiple recipients

If you want to review survey answers from multiple recipients - for example, to view all responses for a specific survey or a particular Course - you can use the 'SurveyMonkey Responses' DataGrid.

This DataGrid displays all survey answers in one place, and you can apply filters to quickly focus on the responses you’re interested in!

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You can filter this DataGrid to find all the answers given to specific questions, using the filter: Question - Contains - [type your question]

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You can filter this DataGrid to find all the answers given for a specific Survey, using the filter: Survey Name - Contains - [type your survey name]

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If a Delegate has completed their survey but you’re not seeing their response in accessplanit, please check the following:

1. Check the Communications DataGrid
   Make sure there is an email logged in the ‘Communications’ DataGrid for this Delegate that contains the survey link.
   If there isn’t an email logged in the Communications DataGrid, the survey may have been sent using the ‘Preview & Test’ option in the Workflow or Email Template. Responses submitted in test mode are not recognised by the integration.

2. Confirm how the survey was completed
   The Delegate must have followed the survey link in their email to ensure their response is recorded in accessplanit.
   If the Delegate accessed the survey by any other method (for example, via a copied link or direct access in SurveyMonkey), this bypasses the integration, and their response will not be communicated back to accessplanit.

Unfortunately not, eCampaign marketing emails are managed separately from standard platform communications, so any survey links sent through an eCampaign will not have their responses captured in accessplanit.

Responses from these surveys will still be recorded directly in SurveyMonkey.

Yes, this is a SurveyMonkey setting, to support this make sure your web link is set to ‘On’ for multiple responses.

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If your Delete a response in accessplanit, it won’t be deleted in SurveyMonkey

Within SurveyMonkey, each of the responses will be shown as respondents collected by ‘Web Link’

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To identify which Delegate they map to in your accessplanit platform, scroll to the ‘mappedid’ column, this will show you the Delegate’s ID (userid~coursedateid)

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Unfortunately the type of question (e.g. text box / checkbox / drop-down) is not shared with us from SurveyMonkey so it is not possible to filter on this within the Survey Responses DataGrid

A SurveyMonkey Recipient represents a person who has been sent a survey from accessplanit. This record is created when the survey email is sent and allows you to track who the survey was sent to and whether they have responded.

The Response Status shows whether a recipient has completed the survey. It helps you quickly see which surveys have been responded to and which are still outstanding.

A SurveyMonkey Response is every answer submitted by recipients when they complete a survey. These responses allow you to review and analyse the feedback!