Create and manage your questionnaires

Gauge your board meeting members opinion on a subject, gather opinions or find out where to have lunch using the questionnaires.

Questionnaire creation is only possible by administrators.

Access the tool tab and click on questionnaire.

In this article, learn how to:

• Set up your questionnaire (admins)
• Add your questions (admins) 
• Manage your questionnaires (admins) 
• Answer questionnaires
• Add comments to your answers
• View a questionnaire when you only have access to the results
• Frequently asked questions

Set up your questionnaire (admin)

Create your questionnaires from the questionnaire tab or from a meeting.

From a meeting

To create a question from a meeting, under the section of your choice, click on the 3 dots and select "Add a questionnaire".

Enter the name of the questionnaire.

From the action buttons on the side, click on the edition icon to edit your questionnaire (add questionnaire, change the settings, ...).

You also have the option to clone the questionnaire.

Note that from a meeting you can only create a questionnaire and not link an existing one.

From the "Questionnaires" tab

To create a meeting from the "Questionnaires" tab, on the left panel access the "Tools" section and select "Questionnaires".

Click on "New questionnaire" and you start building your questionnaire.

Build the questionnaire

Once your questionnaire created (from a meeting or the "Questionnaires" tab), you can start setting it up

Start by naming your questionnaire and setting up permissions.

Click on manage permissions and select the users or teams that will access and answer the questionnaire or view the results.

Choose to make the questionnaire anonymous with the "Anonymous results" option. Note that, if this option is activated and the questionnaire published, it will irreversible. 

You can set a duration for your questionnaire. The questionnaire will be available on the start day (and time) indicated and will close on the end date (and time) indicated.

It is possible to add a document that users will be able to consult while answering the questionnaire.

Add your questions (admin)

Create your questionnaire.

Start by adding a new section. Name your section and add questions. Select the type of question:

• Short answer (500 character maximum)
• Long answer
• Multiple choices

Indicate if the question is mandatory.

For multiple choice questions, write the answers, click on "+Answer" to add more suggestions and choose to allow multiple answers from the users.

Add as many sections and questions as needed. Close your sections to have an overview of the questionnaire and move them to organize your sections and questions. 

There is no limit on the number of questions or sections, so you can build and manage large questionnaires (for example long D&O questionnaires) without splitting them into several questionnaires.

Sections can also contain subsections, which helps you structure a long questionnaire into clearly separated topics.

You can save the questionnaire as a draft and come back to it at a later date or publish the questionnaire and make it available to users.

Once published, notify users that a questionnaire is available, you can use a template or customize the message.

Manage your questionnaires (admin)

From the questionnaire tab, follow the progression of the questionnaire creations with the different status:

• Draft
• Published
• Closed

From this page, hover over a questionnaire to find the following actions, from right to left:
 

• Delete
  Delete the questionnaire with all its information. The action is irreversible.
  
• Clone
  Name the cloned meeting, set the start and end date/time. Indicate if the meeting should contain the same documents. You can also clone it in another group you have access to.
  
• View results
  Check you question result, in the first page find a summary of all results, you can always filter by a user or a team. In the second page check the results by user with the detail of each answer unless the question was anonymous.
  
  
• Send reminders
  Send a reminders to the users. Either use a message template (to be set up previously) or customize the message to be sent by cling on "Customize subject and message".
  
• Send notifications
  Send notifications to users. Use a template or customize the message.
  
• Edit
  Modify questions or change the questionnaire's permission accesses

How to answer a questionnaire

Click on a questionnaire and answer the questions. 

Find under the questionnaire's name, the end date and the documents to be downloaded. Make sure to complete it before the end date.

You can save your answers to continue at a come back to it at a later date or submit your answers and change them later, as long as the questionnaire is not closed.

Good to know before you submit:

• Saving your answers is useful for long questionnaires: your answers are kept, the questionnaire stays in progress, and you can come back to it later to complete it.
• Once you have submitted your answers, you cannot go back to a "not submitted" status. You can still edit your answers as long as the questionnaire is not closed.
• If the questionnaire is closed before you submit answers that you had saved to continue later, the submit option is no longer available and your saved answers can no longer be submitted.

Before publishing your answer, make sure that every mandatory question is completed. On each section will be indicated how many questions there are and how many are mandatory.

Click on "Cancel my answers" to start over. Note that this action is definitive.

Manage your questionnaires

Follow the progression of your questionnaires on the main page. 

The progression bar indicates how much of the questionnaire has been completed.

The bar stays below 100% as long as you have not submitted your answers, even when every question has been answered.

You can also use the filter on the right to see:

• All your questionnaires
• Not started
• Started
• Submitted

✍ Add comments to your answers

When you take part in a questionnaire, you can add comments alongside your answers. Comments let you explain the reasoning behind an answer or share feedback that a predefined answer cannot capture.

Two types of comments are available:

• Comments on a question: add a comment to an individual question, next to the answer you give for that question.
• General comments: add one overall comment for the questionnaire as a whole, for anything that does not relate to a single question.

Comments come in addition to your answers: they do not replace them. Mandatory questions must still be answered before you can submit the questionnaire.

✨ Tips and best practices

• Use a comment on a question when your answer needs context, for example when you choose a middle option and want to explain why.
• Use the general comment for cross-cutting remarks, such as feedback on the questionnaire itself or a topic that was not covered by any question.
• Keep comments short and factual: they are read alongside the answers when the results are reviewed.

⛔ View a questionnaire when you only have access to the results

Some users are given access to the results of a questionnaire without being part of its participants. If that is your case, you can open the questionnaire and read all of its questions, but the questions are disabled: you cannot enter answers, and no save or submit option is available to you.

❓ Frequently asked questions

Can I answer a long questionnaire in several sessions?

Yes. Save your answers, leave the questionnaire, and come back to it later to finish it, as long as the questionnaire is still open. This is designed for long questionnaires that cannot be completed in one go.

Why does my progress bar not reach 100%?

The progress bar stays below 100% until you submit your answers. Submitting the questionnaire is what completes it.

I submitted my answers. Can I go back to a "not submitted" status?

No. Once a questionnaire is submitted, it cannot return to a "not submitted" status. You can still edit your answers as long as the questionnaire is not closed.

What happens if the questionnaire closes before I submit my saved answers?

The submit option is blocked as soon as the questionnaire is closed, so answers that were only saved can no longer be submitted. Make sure you submit before the end date shown under the questionnaire name.

Is there a maximum number of questions or sections?

No. A questionnaire can contain as many sections, subsections and questions as you need.

Can I explain one of my answers?

Yes. You can add a comment on an individual question, and a general comment for the questionnaire as a whole. See Add comments to your answers.