TracCloud: SurveyTrac

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TracCloud Modules

• SAGE

• SurveyTrac

• Success Plans

• Whiteboard

• Q2 Tables

• TextAlerts

SurveyTrac

The SurveyTrac module allows you to send surveys to students and staff to collect information about their recent visits and Success Plans, or manually send a survey to a list of students. These surveys can contain an unlimited number of questions, be initiated by over a dozen different criteria, and you can report on responses after the fact. There are practically endless combinations of survey types and questions available to create.

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SurveyTrac Configuration

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.

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General

• Created By

The staff member who created this survey.

• Profile

The profile that this survey is assigned to.

• Active

Enables or disables this survey.

• Survey Name

The name of the survey. This will also appear within emails sent to students and staff.

• Survey Period From & To

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.”

• Initiated Via
  

This setting determines the send criteria for this survey, with the following options available.

• Display during visit entry: 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.

• Email after visit: 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).

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

• Email after # of visits during survey period: 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.

• Email after 1st visit per subject during survey period: 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.

• Email after 1st visit per consultant during survey period: 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.

• Email after new student record: 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.

• Show at entry: 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 Display during visit entry.

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

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

• Show at exit after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified

• Display as link on Main Menu: 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.

• Do not auto send: 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).

• Link on edit student: Similar to Do not auto send, 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.

• Link on edit visit: 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 Display during visit entry option.

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

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

• In-Person / Online

This allows you to only send the survey for In-Person or Online visits, or "All" to ignore the location.

• Do not send email, just show on dashboard

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.

• Survey Link expires after # days

Optionally have surveys expire if an answer has not been received within the specified number of days.

• Auto resend after # days & After initial auto resend, resend every # days (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.

• Recipient Email Settings (emailed surveys only)

Options relating to the emailed survey formatting. From email address and contact name, the subject line, and the body itself. The Twig tags {{Survey.Link}} and {{Survey.Name}} can be used to display a link to the survey and the survey name field respectively.

• Link to Centers

Determines which centers this survey is assigned to.

• Instructions and Survey Head Text

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 Twig to display information about the student, their visit, etc.

• Confirmation Message

The confirmation message will display at the bottom of the survey after submitting responses.

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Options

• Allow modification

This setting allows students/staff to re-open and edit their responses after the initial submission.

• Anonymous Survey

Will not display student names in responses. Once an Anonymous Survey has responses, it is permanently anonymous.

• Questions directed to…

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.

• Make this survey a quiz

See Grade Groups and Assignments for more information.

• Send Rate

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.

• Notify results to emails

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.

• Notify Results Email

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 From address, as well as the subject line and body of the email. The recipient field supports Twig.

• Link Survey to Reasons/Subjects

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 icon can be used to search for and select specific options.

• Answers Position

Position of answer fields, either below or to the right of the question, as seen below.

• Radio Button Style & Multi Checkbox Style

Determines how Radio and Multi-Checkbox Choice style questions display. Tall vs Wide, as seen below.

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Questions and Preview

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.

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

• Question #

This determines the order that questions will appear in. 0/Blank will hide the question.

• Question Type

There are various Question Types available for use, depending on the format of your question. You can use the Preview tab to review what your survey currently looks like, which is used in the screenshot below to show the different question types available.

• Required

Determines whether or not the question requires an answer before being submitted.

• Question UID

Unique identifier for each question, used for conditions (detailed further below).

• Size (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.

• Minimum, Maximum, Step, Default (Range Slider only)

These options determine how the Range Slider will function in your survey.

• Minimum is the lower value on the left. Negative numbers are allowed.
• Maximum is the higher value on the right.
• Step 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.
• Default is the default numeric position of the slider when the survey is first loaded.
  
  

• Question

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 Tools > Source Code.

• Choices

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.

• Maximum # choices allowed (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.

• Condition

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, or if DEF2 was answered "Yes."

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Responses

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 icon. Surveys can also be resent as a batch by clicking the icon and choosing the date range you wish to resend them for. Clicking the icon for a survey excludes it from being resent.

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SurveyTrac Reports

There are three SurveyTrac reports available depending on how you want to review your response data. Survey Snapshot provides a summary of responses with totals for each of the possible responses for your questions. Survey Responses provides a list of the individual responses from each student, including additional information about the student or visit details if needed. Survey Response Rate Comparison 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 Reports > Surveys.

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Survey Snapshot

This report allows you to export the response data for any of your SurveyTrac surveys in a Snapshot format, providing the total number of answers for each question.

• Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

• Survey

Export responses from this selected survey.

• Show Charts

This field allows you to add charts to the report results. Pie, bar, or line.

• Include Fill-in & Essay Answers

These options will include the answers that were written manually during the response process (as opposed to checkbox/multiple-choice answers).

• Additional Search

Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.

• Additional fields to show

This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

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HTML


CSV

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Survey Responses

This report allows you to export the response data for any of your SurveyTrac surveys in a list format, providing student responses line-by-line with the ability to add additional information about the student. Additionally, this report can be used to send responses to consultants about their visits.

• Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

• Survey

Export responses from this selected survey.

• Questions Key Option

This allows you to add the written questions to the top or bottom of report results. By default, only the question number is visible as the column name.

• Sort by

Choose how the selected data is sorted.

• Include Fill-in & Essay Answers

These options will include the answers that were written manually during the response process (as opposed to checkbox/multiple-choice answers).

• Additional Search

Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.

• Additional fields to show

This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

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• Email Each Consultant

If your survey report is configured to sort by consultant and output as HTML, a new option will become available to Email Each Consultant. This allows you to send survey responses to your consultants based on the visits they're assigned to. Send Consultant Emails Now will immediately send consultants the survey responses when you generate the report, you can write a custom email subject and body, and you can exclude specific questions based on the survey question numbers. After generating the report, you can save it as a favorite and automated it to have these emails sent to consultants on a daily/weekly/monthly basis. More information on saving favorites and automating reports can be found here.

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HTML


CSV

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Survey Response Rate Comparison

This report displays survey statistics, including the total surveys sent, responses received, the response rate, and the average number of days to receive a response in a date comparison format.

• Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

• Secondary Time Frame

An additional date range for data comparison.

• Survey

Export responses from this selected survey.

• Show Only Active Surveys

This option is available if "Include All Surveys" is selected, allowing you to at least filter the results to only active surveys.

• Additional Search

Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

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HTML


CSV

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For information on purchasing the SurveyTrac Module, reach out to sales@go-redrock.com
For SurveyTrac functionality questions, reach out to helpdesk@go-redrock.com