Sending and Completing surveys works differently depending on the Survey Type chosen (Standard, Anonymous or Public) when creating the survey initially.
Standard and Anonymous survey types are attached to Upshot participant profiles, whereas Public surveys generate a public URL link and the responses received are not linked to Upshot participants.
Standard surveys have four options for participant completion, surveys can either be:
1. Completed on behalf of a participant (i.e. participants completed a paper copy and you input their results onto the system).
2. E-mailed out to participants and they can complete via the individual link they receive.
3. Organisations can use the
Upshot Mobile App. This can be loaded up on a users device, and then participants can be called across to complete there and then at the session. This can help to save admin time and improve completion rate if participants do not respond to emails.
4. Alternatively, you can log into your Upshot account, go to the page for completion and ask the participant to fill in their responses on the system..
For all four of these options surveys are ‘sent’ to participants and thus attached to their profiles.
Note: Only users with the user role of Project Manager can send/attach surveys to participant profiles and complete on their behalf. Session Registrars are only able to submit results on behalf of a participant.
Anonymous surveys can only be sent out and completed by Upshot participants via email.
Public surveys produce a URL link that can be sent out in various forms for individuals to complete. Please click
here to read more about using public surveys.
Find the relevant survey by going to Evidence > Show Surveys.
Next to the relevant survey click
view.
On the right-hand side under
Tools you have the option to
Send the survey.
Note: This creates a deployment of this survey. A deployment (or folder of survey responses) is one specific instance of this survey. So, when you click Send you are creating a deployment for these survey responses. This allows you to then add the participants to this particular deployment. You can always add more participants at a later date.
You can have multiple deployments of the same survey which allows you to group responses and gives you the option to compare deployments and individual responses if required.
You will then be on the
Send survey page.
Here you can choose which participant profiles this survey will be attached to and name this particular deployment.
Step 1: You can either select the participants you want to send the survey to by searching and selecting their name or selecting a group of participants based on attendance, or by using the advanced filters (similar to the People Report) to single out specific groups of people.
Step 2: If the survey is solely going to be completed on paper and you are going to input the results on behalf of participants you should click the box,
‘Don’t send an email to survey participants’. Please note if you choose to email the survey to participants you still have this option to complete on their behalf.
Step 3: Your next step involves naming the deployment. The title should usually represent or describe the group of people that the survey is being sent to. For example, it could be sent to a particular class/session/activity of people or outline a timescale in which the survey is to be completed (i.e. Term 1/Term 2). It could also indicate a specific point in your interaction with the individuals, for example baseline or follow up. The date on which the deployment is sent will be added automatically so there is no need to mention this in the title.
Step 4: You can add information regarding the survey however this is not mandatory. This might be an explanation as to why the survey needs to be filled out. This will only be shown if you are sending an email to survey participants.
Step 5: Choose the reply email address that you want to offer the attendee as a means of contact if they have any issues or questions. (This will only be shown if you have not ticked the box in step 2).
Step 6: Finally, set a closing date in order to provide a deadline for completing the survey. This date can be extended at any stage.
Step 7: Click
Send (if emailing the survey out) or
Generate (if you are filling out the survey on behalf of your attendees).
Note:
(i) It is recommended to click ‘Preview email’ before sending the survey.
(ii) Steps 4 & 5 will not be needed if you have ticked the box ‘Do not send an email to survey participants’
Adding Participants to Existing Deployments
Once you have created a Deployment using the instructions above it is likely that you do not need to Send the survey again but actually Add Participants to this existing deployment.
For example, I have created the
Warwick-Edinburgh Well Being (14) survey on my account. I initially sent this to 12 people in a deployment called
Baseline, but I now have two more people who I need to complete it. This result needs to sit with the other individuals who have completed the
Baseline deployment.
So, in this instance I
do not need to
Send the survey again but
add participants to the existing 'Baseline' deployment already created.
To do this find your survey and your deployment previously created.
• Go to
Evidence >
Show Surveys
• Find the relevant survey and click
View
• You will now see any existing
deployments presented on screen:
• Click
add participants under the deployment you want to add new participants to. E.g. if you aim to collect more Baseline responses click
add participants under this deployment name.
• You will now be on the
Add participants page, allowing you to choose who to send/attach the survey to, with the same options as presented earlier under the
Sending Surveys section.
Note (i): If you do not see the option to 'Add participants' straight away you may need to extend the closing date first, this can be done by going into the deployment via 'View' and using the option on the right-hand side.
Note (ii): This is not possible for 'anonymous' surveys. The reason you cannot continue to add participants to existing deployments of the survey sent out is because it runs the risk of potentially breaking the anonymity of the respondents.
I.e. if you had already sent this to 10 people who completed the survey and then added more people a few weeks later, you would potentially be able to tell via the order of submissions in the downloaded responses whose response was whose.
Completing Surveys
Once you have added your participants you will be in the Deployment Page. The participants you have added will then be presented below this:
Note: Even if you have chosen to email the survey to participants you still have the option to submit responses on their behalf by clicking complete.
If I have Alan Richard’s survey response in front of me and I want to submit, I now click
Complete.
This takes you to the
Survey Submission page for this individual.
Once you have added all of your participant’s answers click Submit the Survey.
Note you must complete the survey submission for an individual in one go. If you make a mistake or submit by accident you have the option to
Delete submission allowing you to
complete again.
Once an individual has submitted their response (whether by you completing or from completing via email) they will now be presented like so with a green tick next to their name.
Note: The order of survey recipients within a deployment is as follows:
Attendees who have not submitted (red exclamation mark) followed by those that have (green tick)
Of those who have yet to submit the order is determined by:
Last notified at, descending
Last name, ascending
First name, ascending
Completing Surveys from a Participant Profile
If a participant has any outstanding surveys to complete these will be shown on their participant profile on the right-hand side under Outstanding surveys. You can click on the survey name presented to complete on their behalf.
Additional Information for Email Surveys
Email Delivery Notification Messages:
Could not be notified to date – The survey email has not reached the individual, this may be because there is no email address registered against this attendee. Or they have not given permission to receive survey emails via Upshot.
Last notified – this is the date that this survey email has last reached the individual.
Email Presentation
This is the default survey email that a participant receives. Each participant receives a hyperlink specific to themselves to click on to complete the survey. This email is sent from a
noreply@upshot.org.uk email address so if participants say they have not received the email, they should check their junk/spam folder.
When in a deployment you also have the option to Send Reminder. This will send an email out to anyone who has not yet completed the survey:
The survey will appear as below when the participant clicks on their email link:
Reviewing the completion rate
To know how many individuals that have been sent/assigned to the survey have completed the survey for a specific deployment a test tube will appear next to the deployment name:
To see more detail on who has or has not completed the survey as yet, click
view to go into a specific deployment page.
This will provide the names of the participants that the survey has been sent to and you will be able to see if they have completed it or not:
From here you can
complete the survey on an individual’s behalf, delete participants from the list or add new participants to this deployment, as previously discussed.
On the right-hand side of the page under tools users can
Send (a)
reminder to all participants yet to complete the survey if this has been sent via email. This can help to improve the completion rate.
As mentioned, Upshot can compare deployments. In the examples above you may consider comparing
Baseline survey results with the
Follow up. For more instructions around this please see the following
guide.
Downloading Results
You can also download the results from a specific deployment or the results from all deployments into a CSV file for further analysis if required.
This will be found on the right-hand side under
Tools.
Click here for more information on how you can create graphs and charts from your download.
Public Surveys
Public surveys work in a different way. These are not attached to Upshot participant profiles and because of this the results cannot be compared using the Upshot comparison tool.
The
Public survey option can be helpful if your organisations completes surveys/questionnaire’s/feedback forms with individuals who are not necessarily participants on your account. For example, this may be in the form of anonymous feedback forms from a large-scale event that you ran, or your organisation is trying to gauge feedback on services that residents in the local community may be interested in.
To create the link for your Public survey:
• Go to
Evidence >
Show Surveys
• Click
view next to your created Public Survey
• On the right under
Tools click
Generate survey link
• You have the option to add a
Name for this
deployment (folder of survey responses) and set a closing date.
• Click
Generate Survey Link
• The link will now appear like so at the top of the screen next to
URL
• From here you can distribute this
link as you wish (email, Whatsapp, on your website etc.)
• In addition, if you have anonymous paper survey responses you would like to input you can click on the link yourself and input their results.
The survey will appear like so for individuals that click on the link:
Extend Closing Date or Closing a Survey Early
For existing deployments already created it may be helpful to extend the closing date, whether that's because users would like to add more attendees to a particular deployment, or to allow the attendees already sent the survey more time to complete.
This can be done by going into an existing deployment and clicking View.
On the right-hand side users will find the option to Extend closing date
Alternatively, if the survey needs to be Closed early for whatever reason, and no more responses should be accepted, this can be done by clicking the button highlighted above. This can always be re-opened, by clicking Extend closing date.
Webinar
As part of the Upshot Community Webinar series in 2020 a thirty minute webinar was delivered called 'Gathering Evidence with Upshot surveys' and this can be seen below. Specific focus around Sending and Completing Surveys can be seen from 12:50 onwards.
Key Terms
Deployment (Folder of survey responses):
This is a folder of attendees’ survey responses. This is where you can group together certain responses to the same survey, for example for an Evaluation survey those responses related to a specific group or activity.
Also, the system can run a comparison of different deployments of the same survey. For instance, in surveys to do with Mental Health and Wellbeing it is often important to see individual responses change over time. Different deployments would allow you to measure and then compare this. I.e. Baseline results compared to Follow Up.
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