View source for TracCloud: SurveyTrac

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<div class="pageTitle">SurveyTrac</div>

The SurveyTrac module within TracCloud provides a versatile system for creating, distributing, and managing surveys directed at students, staff, or faculty. Surveys can be automatically triggered by various criteria, such as after a visit, a specified number of visits, new student record creation, or through manual initiation. Surveys can also be linked to particular reasons, subjects, or centers, allowing for highly customized feedback collection. The module supports anonymous surveys, allows survey link expiration, and offers options to automatically resend unanswered surveys to ensure higher response rates.

SurveyTrac features extensive reporting capabilities that include Survey Snapshots, Survey Responses, and Response Rate Comparison. These reports can be exported in various formats (HTML or CSV) and are customizable with additional fields, filtering options, and automated delivery settings. SurveyTrac also supports email and SMS notifications, providing a streamlined approach to survey management and feedback collection. The system's flexibility makes it ideal for various use cases, from general feedback collection to targeted academic progress assessments.<br><br>

[[File:9429636.png|850px]]<br><br>

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==<b>SurveyTrac Configuration</b>==

To create a new survey, head over to your SurveyTrac menu (within the “Other” menu in your Navigation Bar), click the hamburger icon, then select “New Survey.” This will bring you to a survey entry form where you can start configuring basic options relating to your survey. Additional options will become available after saving.

[[File:5047740.png|400px]]<br><br>

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<!-------------------------------------- General -------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>General</b></big></div><div class="mw-collapsible mw-collapsed">
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[[File:9546371.png|900px]]<br><br>

* <b>Created By</b>
::The staff member who created this survey.<br><br>

* <b>Profile</b>
::The profile that this survey is assigned to.<br><br>

* <b>Active</b>
::Enables or disables this survey.<br><br>

* <b>Survey Name</b>
::The name of the survey. This will also appear within emails sent to students and staff.<br><br>

* <b>Survey Period From</b> & <b>To</b>
::The active period of the survey. Used for “Initiated Via” options that specify "during survey period," such as “Email after 1st visit during survey period.”<br><br>

* <b>Initiated Via</b><br>
::This setting determines the send criteria for this survey, with the following options available.

::* <b>Display during visit entry:</b> This displays within the “Surveys” tab of a visit record, allowing you to fill out and submit the survey from the visit record itself. This survey type only appears when questions are directed to staff.

::* <b>Email after visit:</b> This will be sent to the student/staff after a visit takes place. Specifically after Kiosk logout, Log Listing logout, Quick & Batch Visit creation, and appointments being marked as attended (if a visit doesn't already exist).

::* <b>Email after 1st visit during survey period:</b> Same as above, but only after the student’s first visit during the survey period specified. Subsequent visits will not initiate this survey.

::* <b>Email after # of visits during survey period:</b> Similar to above, but you can choose when the survey sends based on the number of visits. E.g., send a student a survey after their 3rd visit in the center.

::* <b>Email after 1st visit per subject during survey period:</b> Same as "1st visit during survey period," but on a per-subject basis. E.g., the student will receive a survey for their first (and only first) visit for MAT100, then another survey for their first visit for CHEM100, and so on.

::* <b>Email after 1st visit per consultant during survey period:</b> Same as above, but on a per-consultant basis. E.g., the student will receive a survey for their first (and only first) visit with Dave Smith, then another survey for their first visit for Jane Doe, and so on.

::* <b>Email after new student record:</b> This is emailed to the student immediately after their account is created. This only applies when manually creating student accounts, imported students will not receive this survey.

::* <b>Email after 1st booked appointment during survey period:</b> This survey is emailed to the student immediately after they book their first appointment in the date range specified.

::* <b>Show at entry:</b> This displays during the login process on a Kiosk or Log Listing. These responses will not appear in the visit record itself, as opposed to <i>Display during visit entry</i>.

::* <b>Show at entry before 1st visit during survey period:</b> Same as above, but only after the student’s first visit during the survey period specified.

::* <b>Show at exit:</b> This displays during the logout process on a Kiosk or Log Listing. Similar to <i>Show at entry</i>, these responses are not visible in visit records.

::* <b>Show at exit after 1st visit during survey period:</b> Same as above, but only after the student’s first visit during the survey period specified

::* <b>Display as link on Main Menu:</b> For each day that a user logs in, a new survey is created and will display as a link in the "Surveys/Documents" widget on their dashboard.

::* <b>Do not auto send:</b> This survey can be manually sent on the Student/Staff/Faculty Listing as a batch, from individual Student/Staff/Faculty profiles under the "Actions" menu, during Batch Visit creation, from group rosters on the schedule, or from the SurveyTrac listing (including sending anonymous surveys to a list of email addresses).

::* <b>Static survey URL:</b> This will provide a static URL that you can send to anyone. If your survey is not anonymous, users will be prompted to login when they visit the URL. If the survey <i>is</i> anonymous, users will not be prompted to login and anyone with the link can submit an answer.

::* <b>Link on edit student:</b> Similar to <i>Do not auto send</i>, but more limited in where it appears as an option to send. This survey is only possible to send from the student listing as a batch or to individual student profiles manually, or from the SurveyTrac listing.

::* <b>Link on edit visit:</b> This displays in a "Send Survey" prompt in each visit record under the "Surveys" tab. This allows you to initiate the visit survey email manually, as opposed to the non-email <i>Display during visit entry</i> option.

::* <b>Display on document posting:</b> Similar to <i>Link on edit student</i>, except this "Survey" is under a new prompt in the actions menu labelled "Survey Document" and can only be sent to students individually.

::* <b>Display as Student Entry Form:</b> Similar to <i>Link on edit student</i>, except this "survey" is under a new prompt in the actions menu labelled "Complete Survey Form" and can only be sent to students individually.<br><br>

* <b>1-on-1 / Group</b> and <b>In-Person / Online / Phone</b>
::Choose the meeting type and modality criteria of the visits you wish to send this survey for.<br><br>

* <b>Do not send email, just show on dashboard</b>
::This setting will only appear for surveys that are emailed to students. If this is checked, the email will not be sent, but it will still appear on the dashboard for students to access and fill out.<br><br>

* <b>Survey Link expires after # days</b>
::Optionally have surveys expire if an answer has not been received within the specified number of days.<br><br>

* <b>Auto resend after # days</b> & <b>After initial auto resend, resend every # days</b> (emailed surveys only)
::These options can be used to automatically resend unanswered surveys after a specific number of days. The first field determines when the survey will first be resent, and the second can be used to resend it again after every [number] days.<br><br>

* <b>Recipient Email Settings</b> (emailed surveys only)
::Options relating to the emailed survey formatting. From email address and contact name, the subject line, and the body itself. Three unique [[TracCloudGuideProfilePrefsTwig|Twig]] tags are available for use in this field:
::<nowiki>{{Survey.Link}}</nowiki> - This provides a hyperlink to the survey.
::<nowiki>{{Survey.URL}}</nowiki> - This provides a URL to the survey (if you want to write your own hyperlink with HTML).
::<nowiki>{{Survey.Name}}</nowiki> - This provides the name of the survey.<br><br>

* <b>Link to Centers</b>
::Determines which centers this survey is assigned to.<br><br>

* <b>Instructions and Survey Head Text</b>
::These messages will appear at the very top of the survey entry window. Head Text appears in bold at the top, typically a title for the survey. Instructions appears smaller just beneath Head Text, typically a description for the survey or basic instructions. Both fields support [[TracCloudGuideProfilePrefsTwig|Twig]] to display information about the student, their visit, etc.<br><br>
 
* <b>Confirmation Message</b>
::The confirmation message will display at the bottom of the survey after submitting responses.
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<!-------------------------------------- Options -------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Options</b></big></div><div class="mw-collapsible mw-collapsed">
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[[File:2685896.png|900px]]<br><br>

* <b>Allow modification</b>
::This setting allows students/staff to re-open and edit their responses after the initial submission.<br><br>

* <b>Anonymous Survey</b>
::Will not display student names in responses. Once an Anonymous Survey has responses, it is permanently anonymous.<br><br>

* <b>Questions directed to…</b>
::These settings determine who this survey will be sent to. For example, if this is an “Email after visit” survey, you can control if the survey gets sent to the Student, the Consultant, the Faculty member, or even all three. For students, you can optionally choose to direct questions to a specific [[TracCloud:_Student_Lists|student list]].<br><br>

* <b>Prevent responses from being submitted after survey period is over</b>
::By default, surveys can still be answered after the survey period has ended as long as the survey was sent prior to the end date. This option changes that, preventing responses from being submitted after the survey end date has passed.<br><br>

* <b>Display unmet conditional questions as disabled / grayed-out</b>
::Rather than hiding conditional questions when they aren't relevant, this option will display them as grayed-out/unavailable.
::[[File:1512740.png|400px]]<br><br>

* <b>Use Custom Display numbers for numbering the questions</b>
::If checked, you will be able to use arbitrary text to 'number' your questions (e.g., A, B, C instead of 1, 2, 3).<br><br>

* <b>Make this survey a quiz</b>
::See <b>[[TracCloudGuideGlobalGradesAssign#5._SurveyTrac_Quizzes|Grade Groups and Assignments]]</b> for more information.<br><br>

* <b>Send Rate</b>
::Allows you to define a percentage chance of a survey being sent to a student. 100% will always send the survey when the 'Initiated Via' criteria is met.<br><br>

* <b>Notify results to emails</b>
::Email addresses entered here will be notified when a survey has been completed. These emails will contain the questions and answers provided by the student/staff.<br><br>

* <b>Notify Results Email</b>
::This is an additional email that can be sent as soon as a response is submitted, typically to a staff member to review responses as they're received. You can choose which email addresses receive the responses, the <i>From</i> address, as well as the subject line and body of the email. The recipient field supports [[TracCloudGuideProfilePrefsTwig|Twig]].<br><br>

* <b>Link Survey to Reasons/Subjects</b>
::If you only want this survey to be sent out for visits/appointments of a specific reason or subject, you can list out the entries here. For example, “General Help,Exam Prep”. The {{#fas:square-caret-down}} icon can be used to search for and select specific options.<br><br>

* <b>Answers Position</b>
::Position of answer fields, either below or to the right of the question, as seen below.
::[[File:5340868.png|600px]]<br><br>

* <b>Radio Button Style</b> & <b>Multi Checkbox Style</b>
::Determines how Radio and Multi-Checkbox Choice style questions display. Tall vs Wide, as seen below.
::[[File:42784.png|400px]]
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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Questions and Preview</b></big></div><div class="mw-collapsible mw-collapsed">
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The Questions tab is where we can configure the questions we’re asking within this survey. The Preview tab allows us to immediately take a look at our survey formatting to make sure everything is appearing as intended.

[[File:2674274.png|900px]]<br><br>

To begin creating a new question, go to <i>hamburger icon > New Question</i>, or click the <b>+</b> icon on the right-hand side.

[[File:5517490.png|800px]]<br><br>

* <b>Question #</b>
::This determines the order that questions will appear in. 0/Blank will hide the question.<br><br>

* <b>Question Type</b>
::There are various Question Types available for use, depending on the format of your question. You can use the <b>Preview</b> tab to review what your survey currently looks like, which is used in the screenshot below to show the different question types available.
::[[File:1839177.png|700px]]<br><br>
 
* <b>Required</b>
::Determines whether or not the question requires an answer before being submitted.<br><br>

* <b>Question UID</b>
::Unique identifier for each question, used for conditions (detailed further below).<br><br>

* <b>Size</b> (Essay and Fill In only)
::This determines the size of the text field based on number of characters. For Fill In questions, this determines the width. Start with 25 and adjust from there. For Essay, this determines the height. Start with 3 and adjust as needed.<br><br>

* <b>Minimum, Maximum, Step, Default</b> (Range Slider only)
::These options determine how the Range Slider will function in your survey.
::* <b>Minimum</b> is the lower value on the left. Negative numbers are allowed.
::* <b>Maximum</b> is the higher value on the right.
::* <b>Step</b> is the increment that the slider can be moved, typically 1. For example, if this is set to "2", the slider can be moved to 2, 4, 6, and so on.
::* <b>Default</b> is the default numeric position of the slider when the survey is first loaded.<br><br>

* <b>Question</b>
::Write out your question here. There are also some optional text formatting tools available if you’d like to display the question in a specific way, including the ability to use standard HTML by selecting <i>Tools > Source Code</i>.<br><br>

* <b>Choices</b>
::Depending on the Question Type chosen, you may need to list out the available answers. If this box is available, include your answer choices on unique lines, as seen in the screenshot earlier in this article.<br><br>

* <b>Maximum # choices allowed</b> (Multi-Check only)
::Set the maximum number of choices that can be checked at once in the response. For example, if this option is set to 3, the recipient could check 1, 2, or 3 boxes, but not 4 or more.<br><br>

* <b>Condition</b>
::Set a condition so that this question only appears if a different question was answered in a particular way. Uses the UID of other questions. For example, if the condition was set to "ABC1:Great", this question would only appear if the answer to ABC1 was "Great." Multiple potential answers can be separated by a | character (ABC1:Great|Good) and you can set conditions for multiple fields on separate lines. 
::It's also possible to set the condition to something like "ABC1:Great|Good|DEF2:Yes." A question with this condition would appear if ABC1 was Great or Good, <i>or</i> if DEF2 was answered "Yes."
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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Responses</b></big></div><div class="mw-collapsible mw-collapsed">
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This tab will display a list of all surveys sent to your users. You can click on the individual responses for review, or resend surveys from this tab by clicking the {{#fas:paper-plane}} icon. Surveys can also be resent as a batch by clicking the {{#fas:bars}} icon and choosing the date range you wish to resend them for. Clicking the {{#fas:xmark}} icon for a survey excludes it from being resent.

[[File:3116048.png|900px]]<br><br>
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==<b>SurveyTrac Reports</b>==

There are three SurveyTrac reports available depending on how you want to review your response data. <b>Survey Snapshot</b> provides a summary of responses with totals for each of the possible responses for your questions. <b>Survey Responses</b> provides a list of the individual responses from each student, including additional information about the student or visit details if needed. <b>Survey Response Rate Comparison</b> allows you to view the number of surveys sent, responses received, and average response time in a date comparison format. These options can be found by going to <i>Reports > Surveys</i>.

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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Survey Snapshot</b></big></div><div class="mw-collapsible mw-collapsed">
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{{:TracCloud_Report:_Survey_Snapshot}}
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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Survey Responses</b></big></div><div class="mw-collapsible mw-collapsed">
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{{:TracCloud_Report:_Survey_Responses}}
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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Survey Response Rate Comparison</b></big></div><div class="mw-collapsible mw-collapsed">
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{{:TracCloud_Report:_Survey_Response_Rate_Comparison}}
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For information on purchasing the SurveyTrac Module, reach out to [mailto:sales@go-redrock.com sales@go-redrock.com]<br>
For SurveyTrac functionality questions, reach out to [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com]

[[Category:TracCloud Manual]]
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