Webropol - publishing your survey and 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.  Scroll down for further detail on how to do this.

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, SharePoint 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

Email survey private links - further information:

Using the private collection link will give you the ability to chase non-responders and improve your response rate.  You can only use this option if you already know who your respondents will be.  This means that once you have input the recipients' details and selected your schedule, each recipient will receive an individual link to the survey. Once they have completed the survey, the link dies, which means that the system can keep track of who has and who has not responded and can send out any reminders (that you schedule) just to the non-responders.

Once you have finished editing and testing your survey you can add in the details of your respondents into Webropol.  Note that you only do this once you are ready to publish.  This is because if you need to go back into edit mode once you have tested, you will need to reset the survey and any time you reset your survey all the data (including respondent details) will be deleted. 

To input your recipient details click on the Collect answers tab, then select Email Survey - Private Links, which is the first option.

Then click on the orange Add recipients link:

You can then :

1. Type in the email addresses  AND / OR
2. Copy and paste the email addresses from Outlook  AND / OR
3. Import from an Excel spreadsheet - note that the Excel spreadsheet has to be in the correct format, see below:

To use the Excel spreadsheet option you must use the template that Webropol provides you.  On the + Email Recipient pop-up, select the third tab: Import from Excel.  Then click Export recipients Excel template.

DO NOT change the column headings or the order they are in.  Fill in the details of your recipients.  You can ignore the mobile number column as we do not send by SMS:

e.g.

Save the file, keeping the name it already has.

Now you need to import it back into Webropol.

Go back to the + Add Email Recipients, Import from Excel tab and this time select Browse under Import recipients from the Excel file, find the file you saved, then select Add Recipients

You will now see your recipients on your Webropol page, and the schedule function is now open for you to use.

If you need to edit your recipient list, for example if you need to edit a wrong email, or remove someone from the list, you can still do this.

Note that there is a pencil  icon next to each email address.  Click on this to edit a person's details.

If you want to delete someone use the   button (just above the email addresses).  You can select, then tick the box next to the email address of the person you want to delete, then select delete.