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How to distribute surveys at scale

Use automated workflows to send recurring surveys, or create a Campaign from a Segment for a one-off survey.

Written by Laura Montgomery-Hurrell

The Platform can distribute a survey link to a large group of recipients. The best method depends on whether the survey needs to be sent regularly or on a single occasion.

For example, a workflow can automatically send a feedback survey after someone attends an event. A Segment can be used to send a one-off survey to a specific group of Students or Contacts.

Send recurring surveys using Workflows and Touchpoints

Use workflows and touchpoints when the survey needs to be sent whenever someone meets a particular condition, such as attending an event or reaching an application milestone.

  1. Open the workflow that will send the survey.

  2. Add or edit the relevant touchpoint.

  3. Set the conditions that determine when the survey is sent. For example, the touchpoint could run when an attendance status changes to Attended.

  4. Add the survey link to the email.

  5. Test the workflow and survey link before activating it.

Once the workflow is active, the survey will be sent automatically when a record meets the conditions.

A Super User is needed to create or edit workflows and touchpoints.

Send a one-off survey using a Segment

Use a Segment when the survey only needs to be sent once or to a specific group of recipients.

  1. In the Student Database, create a Segment containing the intended recipients.

  2. Open the Segment results and check that the correct records are included.

  3. Select the Triple Dot Menu.

  4. Select the option to create a Campaign.

  5. Add the survey link to the Campaign email.

  6. Test the email and survey link before sending the Campaign.

Recipients must already exist in the Platform as Student or Contact records. Add or import any missing recipients before creating the Segment.

FAQs

Q. Which method should I use?

A. Use workflows & touchpoints if the survey needs to be sent repeatedly when specific conditions are met. Use a Segment and Campaign for a one-off send to a selected audience.

Q. Can a survey be sent to someone who is not in the Platform?

A. The recipient must first exist as a Student or Contact record so that they can be included in the Segment or workflow.

Q. Why can’t I create or edit the workflow or touchpoint?

A. The required permission may not be enabled for the User account. Contact a Super User at the establishment for help.

Q. What should I check before sending the survey?

A. Check that:

  • The correct recipients are included.

  • The survey link opens successfully.

  • The email content displays as expected.

  • The workflow conditions or Campaign audience are correct.

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