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Monitoring Survey Responses

AdminSupervisor
🔒Requires permission: Surveys.ViewResponses

Once a survey campaign has been sent, the campaign dashboard provides real-time visibility into response progress. This guide covers how to read the dashboard metrics, review individual responses, and send reminders to maximize completion rates.

Accessing the Campaign Dashboard​

  1. Navigate to the event's Surveys tab, or go to the global Surveys page in the left sidebar.
  2. Click the campaign name in the campaign list to open its dashboard.

The dashboard is the central hub for monitoring a campaign's performance. It updates in real time as caregivers open, start, and complete their surveys.

Dashboard Metrics​

The top of the campaign dashboard displays five key metrics as summary cards:

MetricDescriptionHow It Is Calculated
Total SentThe number of surveys successfully delivered to recipients.Counts recipients whose email status is "Delivered" (excludes bounced and skipped).
OpenedThe number of surveys that have been opened by the recipient.Tracked via email open event or survey link click, whichever comes first.
StartedThe number of surveys where the recipient has answered at least one question but has not yet submitted.Counted when the first answer is saved (surveys auto-save progress).
CompletedThe number of surveys that have been fully submitted by the recipient.Counted when the caregiver clicks "Submit" on the final page of the survey.
Response RateThe percentage of delivered surveys that have been completed.Calculated as: (Completed / Total Sent) x 100.

Each metric card includes a visual indicator (progress bar or percentage) and a comparison to the campaign's target if one was set.

Response Rate Benchmarks​

While response rates vary by survey type and event urgency, the following benchmarks are typical:

Survey TypeGoodExcellent
Availability70%+90%+
Confirmation80%+95%+
Travel65%+85%+
Exit40%+60%+
tip

If your response rate is below these benchmarks, consider sending a reminder or extending the deadline. See the Sending Reminders section below.

Response Timeline​

Below the summary metrics, the dashboard displays a Response Timeline chart showing response volume over time. This line chart plots the number of completed responses per day since the campaign was sent.

The timeline helps you understand:

  • Response velocity -- Are responses coming in steadily, or was there a spike after the initial send that has since tapered off?
  • Reminder effectiveness -- Did sending a reminder produce a noticeable uptick in responses?
  • Deadline urgency -- Are responses increasing as the deadline approaches?

Recipient List​

Below the timeline, the dashboard shows a detailed list of all recipients and their individual status:

ColumnDescription
NameThe caregiver's full name. Click to view their individual response.
EmailThe email address the survey was sent to.
Delivery StatusDelivered, Bounced, or Not Sent.
Survey StatusNot Opened, Opened, Started, or Completed.
Completed DateThe date and time the caregiver submitted their response (blank if not completed).
Reminders SentThe number of reminder emails sent to this recipient.

Filtering the Recipient List​

Use the filter controls above the recipient list to focus on specific groups:

  • Survey Status -- Filter to show only recipients with a specific status (e.g., "Not Opened" to see who has not engaged at all).
  • Delivery Status -- Filter to show only bounced or successfully delivered recipients.
  • Specialty -- Filter by the caregiver's clinical specialty.
  • Facility -- Filter by the caregiver's assigned facility.

Exporting the Recipient List​

Click Export above the recipient list to download the data as a CSV file. The export includes all columns visible in the list, plus additional fields such as the caregiver's BlueSky ID and phone number. This export is useful for offline analysis or sharing with stakeholders.

Viewing Individual Responses​

To view a caregiver's completed survey response:

  1. In the recipient list, click the caregiver's Name.
  2. The individual response detail page opens, showing:
    • Each question and the caregiver's answer.
    • Any electronic signature captured.
    • The date and time of submission.
    • The time spent on the survey (from first open to submission).
note

For surveys with a Signature question type, the signed document can be downloaded as a PDF from the individual response page. Click Download Signed Response at the top of the page.

Sending Reminders​

Reminders are one of the most effective tools for improving response rates. The platform supports both automatic reminders (configured during campaign creation) and manual reminders (sent on-demand from the dashboard).

Automatic Reminders​

If automatic reminders were configured when the campaign was created, they are sent according to the schedule (e.g., every 3 days) to recipients who have not yet completed the survey. Automatic reminders:

  • Appear in the Reminder Log section of the dashboard.
  • Stop automatically when the recipient completes their survey.
  • Stop after the Max Reminders count is reached.
  • Stop if the campaign deadline has passed.

To modify automatic reminder settings for an active campaign:

  1. Click Campaign Settings at the top of the dashboard.
  2. Adjust the reminder interval, max reminders, or toggle reminders on/off.
  3. Click Save.

Manual Reminders​

Manual reminders let you send a one-time reminder to specific groups of recipients.

Sending a Reminder to All Non-Responders​

  1. On the campaign dashboard, click the Send Reminder button.
  2. Select Non-Responders to target all recipients whose survey status is "Not Opened" or "Opened" (i.e., they have not started or completed the survey).
  3. A confirmation dialog shows the number of recipients who will receive the reminder.
  4. Click Send Reminder to confirm.

Sending a Reminder to Partial Completions​

  1. On the campaign dashboard, click the Send Reminder button.
  2. Select Partial Completions to target recipients whose survey status is "Started" (they began the survey but did not submit it).
  3. Confirm and send.

Sending a Reminder to Specific Recipients​

  1. In the recipient list, use the checkboxes to select individual recipients.
  2. Click the Send Reminder button that appears above the list when recipients are selected.
  3. Confirm and send.
tip

A targeted reminder to partial completions can be especially effective. These caregivers have already engaged with the survey but may have been interrupted. A gentle nudge often brings them back to finish.

Reminder Email Content​

Reminder emails include:

  • A subject line indicating this is a follow-up (e.g., "Reminder: Spring 2026 - Availability Survey").
  • A brief, friendly message noting that the survey has not yet been completed.
  • The same unique survey link from the original email.
  • The deadline, if one is configured.
info

Reminders do not reset the caregiver's survey progress. If a caregiver started the survey and saved partial answers, clicking the link in the reminder will resume from where they left off.

Campaign Status Lifecycle​

As responses come in and the campaign progresses, its status updates:

StatusDescription
DraftCampaign created but not yet sent.
ScheduledCampaign is scheduled to send at a future date.
ActiveSurveys have been sent and the campaign is accepting responses.
CompletedThe campaign deadline has passed, or all recipients have responded.
ArchivedThe campaign has been archived for historical reference. No further actions can be taken.

Dashboard Actions Summary​

ActionDescriptionWho Can Perform
Send ReminderSend a reminder email to non-responders or partial completions.
AdminSupervisor
Export ResponsesDownload all response data as CSV.
AdminSupervisor
View Individual ResponseView a single caregiver's completed answers.
AdminSupervisorScheduler
Edit Campaign SettingsModify reminders, deadline, or add recipients.
AdminSupervisor
Archive CampaignMark the campaign as archived and read-only.
Admin

Next Steps​