Create and publish a questionnaire

A questionnaire comes from a type, with its questions. When you create it, you choose who gets it, when it’s published and when it closes. Those about a project or about a person in the project, such as the evaluation of a guest conductor, are created from the project.

Create the questionnaire

Go to Projects › Questionnaires, or the project’s Questionnaires tab, and click New questionnaire.
In General, choose the type and, if it asks for one, the evaluated person. That person never gets the questionnaire or sees its results. Check the title and hide the questions that don’t apply; fixed ones can’t be hidden.
In Recipients, choose where they come from: Project participants, The whole institution or Specific people only, and whether it’s only the permanent staff or also the reinforcements. If another questionnaire of that type was already published or scheduled, it starts with the same criteria and says so at the top: As last time with this type. To choose them from the beginning, click Start from scratch.
To narrow it down, type a grouping, a section, an instrument, a category or a department in the search box. If you type a person’s name, you add or remove them. Below you see how many people it will reach.
In Dates, decide when it’s published (whenever you want, on a date or, in a project, when its last service ends) and when it closes.
In Results, choose who can see them.
Save. The questionnaire stays as a draft, and only whoever prepares it can see it.

Publish it

On the questionnaire’s page, click Publish now, or Schedule publication if you chose a date or the end of the project: it will be published on its own. Once published, the questions and the recipients are fixed, and those who get it find it in their My questionnaires.

When you publish it, Published appears, with how many people it has reached and the link and QR to share it. Publishing does not notify anyone, by email or in the app. To let them know, click Send by email, there, in the Share card of its page or in Share in the ⋮ menu of the list, while it is published: a new communication opens with the questionnaire inside and its recipients. The first time it goes to everyone; later you can send it only to those who haven’t answered. In an anonymous one, that communication doesn’t show who it goes to, only how many. With that email, and with its reminder, those who have the app and haven’t answered yet also get the Pending questionnaire notification.

An anonymous questionnaire needs at least 5 recipients. With fewer, there is no anonymity and it can’t be published.

Follow it and close it

In Participation you see how many have answered, in total and by group. In an anonymous one you never see who, and a group of fewer than 5 people isn’t shown separately.
Close now stops accepting answers. If it has a closing date, it closes on its own; you can move it with Change closing date.
A closed one can be opened again with Publish again, with another closing date. Whoever already answered doesn’t answer again.
While nobody has answered, Back to draft unpublishes it and lets you change everything.
Archive takes a closed one out of the list. It’s final: an archived questionnaire can’t be published again.

The same actions are in the ⋮ menu of each questionnaire in the list.

See the results

In the Report tab of its page: a named one, from the moment it is published; an anonymous one, when it closes. How to read it and download it, in See a questionnaire report.

Every published questionnaire has its link and its QR, which are the same, in the Share card on its page.

If it’s Recipients only, the QR takes those who got it to answer it with their account. It works, for example, on the rehearsal room notice board.
If it’s Public, anyone with the link or the QR answers without an account, once per device. To open it, turn on Also people without an account, with the link; it appears if the questionnaire type allows it. Answers through the link are counted apart from the recipients’ ones.

In Link, copy the link with the button next to it. In QR code, click Download and choose the poster to print in A4 or A5, the QR as an image or the QR for design programs.
For a screen in a hall, click Project on screen: the QR is shown full screen with the title.
If the link has reached someone it shouldn’t, in the ⋮ menu of the card click Change the link and the QR. The previous link and QR stop working at once, printed ones too.

Send the poster to the printer

To get the poster to whoever is going to print or project it, such as the printer or the hall staff:

In the Share card, click Send the poster. Send the poster by email opens.
Write the email addresses, up to 20. Separate them with a comma, semicolon, space or Enter, or paste a list. Those that aren’t valid are shown in red.
Choose the size, A4 or A5, and the Language of the email and the poster.
If you like, write a Message (optional), and send it.

They get an email with the poster attached as a PDF and the link to the questionnaire.

Invite people without an account by email

To have people who aren’t on Weikos answer, such as the teachers of the schools in an education programme, each with their own link. You can do it if the questionnaire type accepts people without an account and the questionnaire is published; you don’t need to open the public link.

On the questionnaire page, click Invite by email, in the Share card or in the Email invitations block of Follow-up.
Write or paste the email addresses, up to 200, separated by a comma, semicolon or Enter. If you copy them from your email program with their name, such as Ana López <ana@example.com>, the name is kept too.
Choose the Language of the email and the page, write a message if you like and click the invite button.

Each person gets a personal link that only works for answering once. Anyone who already gets the questionnaire with their account, and answers it in Weikos, isn’t invited, and the same address isn’t invited twice.

In a named one, the Email invitations block shows each person with their status, such as Sent, Answered or Revoked. To cancel a person’s link, click Revoke invitation in their ⋮ menu. Their answers appear in the report with their name, marked as Invitation.
In an anonymous one, you only see how many invited people have answered, never which ones. With fewer than 5 invitations you don’t even see that, because it would tell who.

To chase those who haven’t answered, click Send a reminder to those missing: they get the email again, with the same link. Answers from invited people are counted separately from the recipients’.

If it doesn’t work

You can’t publish an anonymous one. It has fewer than 5 recipients. Widen the recipients or make the questionnaire named.
Back to draft doesn’t appear. Someone has already answered. You can close it and create another.
You can’t delete it. It already has answers: archive it to take it out of the list.
Scheduled for the end of the project, it isn’t published. The project has no services of a type that counts for its dates, or the last one hasn’t ended yet. The service types that count are chosen in Settings › Service types.
Someone doesn’t get it. They don’t have a Weikos account, they don’t match the filters or they are the evaluated person. The recipients step warns you about who has no account. You can invite people without an account by email.
The poster isn’t sent. An address isn’t valid: correct it or remove it; they are shown in red. It goes to 20 addresses at most at a time.
Invite by email doesn’t appear. The questionnaire type doesn’t accept people without an account, or the questionnaire isn’t published. The first is changed in the type, in Who answers.
An invited person doesn’t get the email. Ask them to look in their junk mail. Check that their address is spelled correctly; if not, invite them with the right one. If their invitation is Revoked, their link no longer works: invite them again.
The invited person says their link no longer lets them answer. The link works for answering once and has already been used.