Webropol - getting started with events

1. Create new event

2. Create a form

3. Skip logic

4. Format and manage your event

5. Collect registrations

6. Manage registrations

7. Reporting

8. Create an automatic event waiting list

 

1. Create new event

Login to Webropol.  Under "Apps" in the top right-hand corner, select "Events".

In the blue line at the top of the page, click on "Create New Event":

Fields marked with a red asterisk must be filled in:

In the right-hand margin:

 

Fill out the required details for the event in the "Basic information for coming events" section:

 

2. Creating a form

This first screen will allow you to start adding questions.  A number of tabs/symbols are common to both Events and Surveys:

 

 

 

3. Skip logic

This allows you to say that if an question is answered in a certain way a question will be offered that others might not see. In this example if someone says they are Vegetarian they will be asked if they eat eggs. If they don’t indicate they are vegetarian then they won’t see the question.

First add in all your questions and then do the skip logic.  You can also take out the question numbers to make the transition smoother for the user.

4. Formatting and managing your event

The symbols at the top of the “edit registration form” screen, allow you to change and manage your event:

In this example we’ve used some of the layout features, so the NHSGGC logo has been added, the background is blue, the corners are rounded, the question numbers have been taken out and a progress bar has been added at the top:

 

 

There are two types of emails available via settings. The one that the person registering gets and the one that the organiser gets:

 

Webropol can also send out specific emails in response to someone answering a question – so for example if they have said no to a question about a required qualification they could get an email saying that they were not allowed to register for this event:

The set up for the automatic emails that the event organiser can receive is the same. You can get an email every time someone has registered or ….

You can get an email only if they answer a specific question – in this case if they don’t eat eggs:

 

 

5. Collecting registrations

Having set up your registration form you are now ready to publish it, distribute it and start collecting registrations

There are two ways to distribute your registration form. As a private link sent out via email to specified individuals, or as a web link that can be sent out via email, or placed on an Intranet/Internet site

 

With the private link you need to put in (or import) the email address of those that are going to receive the registration form:

The public web link is used if you don’t know the email addresses of those registering, or if you are going to distribute the link by a general email, or place it on a Internet/Intranet page. This is the more common way of distributing a registration form:

Once you have opened the registration you will be able to edit question text and add questions, but not delete or move questions or options. You also can’t change the skip logic easily.

Once the web link has been activated you can copy and paste it into an email or onto an Intranet/Internet site:

6. Managing registrations

Once you have activated your registration form new tabs/options will be available:

Manage participants lets you see who has registered and when they registered:

7. Reporting

Once you have people registering for your event, you can also access the Reports section.  This shares many of the symbols/tools with surveys.  It can also be used to quickly check details – for example how many people coming to your event have said they are vegan, so you can order catering:

Respondents allows you to see who has signed up and their details/answers. You can see one answer or by using the selection boxes, multiple answers:

The respondents are presented by first name A-Z by default, but this can be changed.

Layout allows you to amend the way that your report is set out. This includes changing the type of charts and the way they are presented. This setting is often used in conjunction with “Add elements”:

Add elements if often used in conjunction with Layout. It allows you to create an index and order things – such as presenting chats side by side. Using these tools along with the Add free text and contents menu means that you can write most of your finished report from within Webropol:

The Analytics tool is more commonly used with surveys. But it allows you thematically analyse the answers to any open questions that you’ve used. It automatically produces a word cloud which shows you the most used words, which can then be used to theme the answers:

Finally – Export and share allows you to export your report or share it. If you export it (for example to Excel) you will be given presentation options:

 

8. Create an automatic event waiting list

Click on "Settings":

Click on "Limit number of participants and set up waitlist":

You will already have set the number of participants - now click under "Use waitlist" and type in the number of participants allowed on the waiting list:

 

Select "automatically send emails to people on waitlist":

Review and edit the settings for the emails, including the text of the emails and messages:

When finished, click on "Apply" to save your changes.