In Module Setup: Survey (which you'll find under the "System Configuration" section of the Welcome menu), you'll find a variety of options for setting up your post-session survey. Within WCONLINE, the post-session survey is truly anonymous and is typically used to solicit feedback from clients after they meet with a member of your staff. As with all control panels, be sure to hover over the blue question marks within the control panel in order to find suggestions and more information about each configuration option.
Once you've configured your survey, it will be available without logging in at https://[your WCONLINE url]/survey.php. That link is also shown at the top of the control panel. Keep in mind that you only have one survey available within a given WCONLINE subscription. For centers sharing a subscription, you can certainly preface questions with things like, "If this was a Math Lab appointment..." in order to collect center-specific post-session data. Finally, because the survey is available without logging in to WCONLINE, it requires the completion of a CAPTCHA to ensure that a human (and not an automated spam bot) is completing the form. The CAPTCHA is removed if the survey is set to be available to "logged-in administrators" only (as described below).
ENABLE SURVEY: There are several available methods for inviting clients to complete the survey:
SURVEY TITLE and SURVEY INTRODUCTION allow you to define the title of your survey and the text information and instructions displayed below the title on the survey itself. Clients see this information when completing the survey on their devices.
RECORD THE STAFF OR RESOURCE: Since surveys are anonymous, they are not connected to a client or appointment. Therefore, if you want to collect the name of the staff or resource with whom a client worked (and if you want to be able to see survey statistics sorted by staff or resource), you'll need to select one of the 'yes' options for this configuration option.
SHOW ADMINISTRATIVE-ONLY SCHEDULES: If you use one of the "Yes" options under RECORD THE STAFF OR RESOURCE, the drop-down menu presented to clients on the survey lists all staff and resources on available--not hidden or archived--schedules, as set in Schedule Management.
SHOW SCHEDULE TITLE ON SURVEY: If you use one of the "Yes" options under RECORD THE STAFF OR RESOURCE, the drop-down menu of staff and resources on the survey lists staff and resources' names with schedule names, such as "Alex (Writing Center Fall 2021)," "Alex (Peer Tutoring Fall 2021)," "Ali (Writing Center Fall 2021)," "Ryan (Peer Tutoring Summer 2021)," "Writing Workshop (Writing Center Fall 2021)," "Writing Workshop (Writing Center Summer 2021)," etc.
SURVEY EMAIL and SURVEY EMAIL SUBJECT allow you to define the body and subject line of the email that is sent to clients requesting that they complete the survey (if you select one of the automated emails in the "enable survey" option above).
Like most emails within WCONLINE, the system provides several "Available Codes" that you can use within the subject and body of the email. Those codes are replaced with non-static information. For example, if you enter [firstname], that code is replaced with the client's first name when the email is set.
When composing the survey email, be sure to either use the [surveyurl] code or manually type the URL for your survey; otherwise, clients won't know how to access the survey when they receive the email. Also, if you select the "Yes: Required" option for "Record the Staff or Resource" above, WCONLINE will replace [centerurl] with a unique URL that results in the staff or resource being pre-selected for the client when they access the survey via that link.
With the exception of the "Record the Staff or Resource" question (as defined above), you have full control over the questions asked on the survey. Those questions are also configured in the same way as other forms within WCONLINE:
QUESTION: This field lets you define the question as asked on the survey form.
POSSIBLE ANSWERS: This field lets you define the type of answers or the available answer choices available to answer the corresponding question on the survey form. Be sure to review the "Possible Answer Types" informational box above the question configuration options for extensive information about the various answer types. The survey offers fill-in, drop-down, checkbox, multiple checkbox, Likert, and large text area question and answer types.
ORDER ON FORM: This field lets you change where questions appear on your survey form. Once you've begun collecting survey responses, you'll want to use the "Order on Form" field to change the question order, as your data is tied to the specific question (Question #1, #2, etc). For more on why this is important, review our recommendations on making changes to your forms.
REQUIRED OR OPTIONAL? This field lets you set whether or not a client has to complete the corresponding question in order to save their survey response.
Finally, like most forms in WCONLINE, you are limited to a total of twenty questions on your survey. Also note that, in order to preserve the validity of survey data, individual survey responses cannot be removed. Contact us if you would like for all survey responses to be removed from your system (or if you have any additional questions about the survey).
SECTION 1: Survey Setup and Use
SECTION 2: Surveys: FAQ (Data, Anonymity, and More)