*Evaluations Module

The Evaluations Module allows an evaluation or survey to be sent to event attendees.  Each attendee can be sent an email that contains a personal link to complete the evaluation.  Evaluation responses are anonymous. 

Reporting is available at the event level for evaluation results.  Global Evaluation Questions can be created if reporting at the system level is required and/or evaluation question will be consistent across events. 

Video Evaluation Form Basics (6 mins)

Enabling the Evaluation Feature

In the event turn on the Evaluation Feature under Event Setup > General Tab

In the Event Tools section, check the Registrant Evaluations box, set the Evaluation End Date (if desired), and Save Changes

The event vertical menu will now display the Evaluation Form option.  Click to access:

Creating the Evaluation

If creating Global Evaluation Questions to be applied to multiple events, please refer to the Creating Global Evaluation Questions section of this module.

 New Question                     

• The Evaluation question window provides options for creating either an open-ended response question, checkbox, radio button type (single selection) question or drop-down list.
• To create an open-ended response question, type the question in the Evaluation Question field.  Leave the Option Text fields blank.
• Alternately, if providing choices in the question, type the choices in the Option Text Fields.  Select the desired question type – Checkbox, Radio Buttons, Drop Down List.  (If more options are needed, click the Add Option button, more option fields will become available.)   
• Note that a “Weight” for each response may be entered.  This is optional. These weights will be reflected in reporting.
• Set the appropriate Required/Not Required option at the top.
• The Question Number determines the placement of the question on the Evaluation form in relation to the other questions on the form.  

Insert Text    

Use the Insert Text button to add text to the Evaluation form or add a horizontal line to separate questions.  The “Sort Order” controls the placement of the text in relation to the questions’ numbers.

*New - Question order can now be set by using click and drag in the list.  Be sure to use the Save Order button to save changes to the order before leaving the page or editing a question.  Order will be lost if Save Order is not selected. 

Add Global Question    

To add a Global Evaluation Question, choose “Add Global Question” to select from previously created questions.  (See also the Creating Global Evaluation Questions section of this module)

Copy Form    

Previous events’ Evaluation forms may be copied in to the current event.  Click “Copy Form” to select another event’s existing evaluation form.  The entire evaluation form will be copied into the current event.

Creating Global Evaluation Questions

Using Global Evaluation Questions allows reporting at the system level and results across multiple events for evaluation questions.  First, create the Global Evaluation Questions, and then apply them to the event evaluation form. 

Global Evaluation Questions are set up under Application> Global Questions > Global Evaluation Questions.  

• The Evaluation question window provides options for creating either an open-ended response question, checkbox, radio button type (single selection) question or drop-down list.
• To create an open-ended response question, type the question in the Evaluation Question field.  Leave the Option Text fields blank.
• Alternately, if providing choices in the question, type the choices in the Option Text Fields.  Select the desired question type – Checkbox, Radio Buttons, Drop Down List.  (If more options are needed, click the Add Option button, more option fields will become available.)   
• Note that a “Weight” for each response may be entered.  This is optional. These weights will be reflected in reporting.
• Set the appropriate Required/Not Required option at the top.
• The Question Number determines the placement of the question on the Evaluation form in relation to the other questions on the form.  

• Under Application > Global Questions > Evaluation Questions each question may be added to events by clicking “Events” next to the question.  Then, “Add New Question to Events”.   Select the appropriate events, then “Add Question”.
• Alternately, Global Question can be added directly in the event from Evaluation Form, then “Add Global Question”.

Converting existing event level evaluation questions to global evaluation questions

1. Open an event.
2. Open Evaluation Form.
3. Click “Edit” for any question that is not currently a global evaluation question.
4. Click “Convert to Global Question”.
5. On the next screen, choose which events using that question should show up in system level/global reporting.

 If a question or its options are slightly different in any event because of a typo or other reason, it will not appear on the list of events to globalize. After correcting the difference at the event level, click on the Events link in the Global Question Templates section. 

Customizing the Evaluation Email Message

Attendees will be sent an email that includes their individualized link to the Evaluation form.  The setup of the Evaluation Message will contain the [EvaluationLink] tag that displays the link "Complete Evaluation".  This tag is automatically added to this notification and cannot be removed and the link text cannot be edited.  If removed by the administrator, the tag will automatically be added back in to the bottom of the text, because the purpose of this message is to provide each attendee their unique link to complete the evaluation.   After they access the link and submit their form, they will not be able to submit another evaluation for the same event.

Event Setup > Notifications tab > Edit the Evaluation Message

This message may be customized using the Text Editor tools.  The [EvaluationLink] Tag must be included on the page.  

Sending the Evaluation Link to Registrants

Registrants must first be marked as Attended before they will be sent an Evaluation notice / email.

• Click Attendance in the event vertical menu options on the left.  
• Mark registrants Attended.  (“Mark all as Attended or Absent” is at the top of the window, if needed.) Choose “Click For Evaluations”.
• Click either “Send All New and Resend Selected Evaluation Notices” or “Send Notice for All Incomplete Evaluations”.
• The Evaluation Email will be sent to all marked as Attended.  This screen will display which Attendees have submitted the Evaluation.  Resend the Evaluation can be used for those that have not yet completed it.   Additionally, the event dashboard below the registrations list will display a graphic indicating the evaluation completion statistics.

   

Options for Automatically Sending Evaluations after Attendance Is Marked

Event > Event Setup > Advanced

If an event includes Additional Dates in Event Setup, you can trigger evaluation messages to automatically be sent either:

1. When attendance has been recorded for any date
2. When attendance has been recorded for all event dates.

Evaluation Reports

There are a variety of Reports that both summarize, as well as provide details of Evaluation responses.

In the event under Reports > Evaluations

• Summary by Question- This report allows you to select a specific evaluation question and generate a report showing how many times a particular answer option was chosen by participants, and what percentage of registrants picked a specific answer.
• Summary for all Questions- This report lists each evaluation question along with the answer options and shows how many times each answer option was selected, and what percentage of the registrants picked a specific answer option.
• Evaluation Results - Custom- This report provides an average for responses based on the weight in the setup of the question (if applicable). You can choose any or all results, including comments, to appear on one report.
• Evaluation Summary Report- This combines all response types (opened-ended and pre-defined) on report.
• Evaluation Summary Report Grouped- If using weighted responses, this report will group together all questions with identically-weighted responses.

Summary by Question Bars and Graphs

Each evaluation question (multiple choice only) in the Summary by Question section can also be generated in pie chart and bar graph form.

Evaluation Question summary report example...

Evaluation Summary Report Grouped Example

If Global Evaluation Questions are used, reports are available for responses to these questions across multiple events, under Reports (tab at the top).

Reports > Global Question >Evaluation Detail – Detailed registrant responses to global evaluation questions across multiple events

Reports > Global Question >Evaluation Summary – Summary of registrant responses to global evaluation questions across multiple events

*Note that Evaluation responses are anonymous.  If matching responses to the registrant is necessary, create a field(s) on the form for the registrant to type their name.