Webropol - Collecting responses

Once you have created your survey using the EDIT tab you will need to send out your survey to collect responses. 

There are two ways of doing this:  Email Survey, or General Link.

1) Email Survey (Private Link) - this method takes a bit longer to do and can only be used if you know exactly who you want (by name) to complete the survey.  However, this will give you the better response rate as Webropol itself will track responses and you can schedule in reminders for those who have not submitted a response.

NOTE that if you are going to use this method you should only upload or create your email list for sending out as the last thing you do, since every time you reset the survey it will delete all the data including your respondent list.  So if you plan on piloting your survey first by sending it out to colleagues, then use the second method of collection, not this one.

Click on the button that looks like one above, and then put in your first email address - this will open up the rest of the functions.  Just follow the instructions on screen to input your email addresses and send your first email manually, then create a schedule for the rest.

2)The second method is to create a weblink. This will create one general link that anyone can click on and submit a response. You can put this link anywhere including a webpage, Staffnet page or in an email.  This method does not track who has responded, but it is very quick and is recommended for piloting a survey, or if you want to make your survey open to anyone to respond.

If you want to embed your survey within a web page (great for a survey you are using as a form) you can go to the Embedded Link tab, copy the iFrame code, go to your webpage and look for the html button (can also be called 'source' or even just the </> symbol) and paste the code in.  You can change some of the code to change the width or height or if the form scrolls.

Finally you can use both methods of survey collection and Webropol will take note of who responded using what channel.

You are advised to test your survey before sending out the final version to users.  Ask a couple of colleagues to try filling it in, ideally people who have not been involved in writing the survey.  You can then make any tweaks or corrections before the survey is sent out.  Note that you can also try producing a report of your test results to make sure the question formats you have used are producing information which is meaningful for you.  If not, don't worry - you are still testing, so you can change it before it goes live.

If you have any further questions about how to collect survey responses using Webropol please either sign in and comment below or submit your request via QUEST www.quest.scot.nhs.uk