Survey System Overview

AdminSupervisor

Surveys are a core communication tool in HCSS Events Platform. They allow your team to collect structured information from caregivers at every stage of the event lifecycle -- from initial availability confirmation through post-event feedback. The survey system is built around reusable templates, campaign-based distribution, and real-time response tracking.

What Are Survey Campaigns?

A survey campaign is a targeted distribution of a survey to a group of caregivers. Each campaign is tied to either a specific event or run as a standalone general campaign. Campaigns manage the full lifecycle of a survey send: who receives it, when reminders go out, and how responses are tracked.

Concept	Description
Template	A reusable survey design containing questions, branding, and layout. Templates can be used across multiple campaigns.
Campaign	A single distribution of a survey to a set of recipients. Each campaign has its own name, schedule, and response tracking.
Recipient	A caregiver who receives the survey. Recipients are drawn from an event's candidate pool or selected manually.
Response	A caregiver's completed (or partially completed) submission, including answers and electronic signatures.

The Four Survey Types

The platform provides four purpose-built survey types, each designed for a specific stage of the event workflow:

Survey Type	Purpose	When Used	Key Feature
Availability	Confirm whether a caregiver is available for an event.	Immediately after caregiver import into an event.	Quick yes/no response with optional date range selection.
Confirmation	Collect a formal commitment from the caregiver, including electronic signature.	After availability is confirmed, before travel is booked.	Electronic signature capture for binding confirmation.
Travel	Gather travel preferences and logistics information.	After confirmation, before flights and hotels are arranged.	Departure city, airport preference, travel dates, special requests.
Exit	Collect post-event feedback on the experience.	After the event is completed.	Rating scales, open-ended feedback, and improvement suggestions.

Each survey type is used at a different point in the event lifecycle, and campaigns of each type can be created independently as the event progresses.

Caregiver Import --> Availability Survey --> Confirmation Survey --> Travel Survey --> Event --> Exit Survey

Template-Based Design

All surveys are built from templates. A template defines the questions, layout, branding, and signature requirements for a survey. This approach ensures consistency across campaigns and reduces setup time for recurring events.

Key benefits of the template system:

• Reusability -- Create a template once and use it across multiple events and campaigns.
• Standardization -- Ensure all caregivers receive the same questions and experience.
• Branding -- Apply your organization's colors, logos, and styling to the survey.
• Version Control -- Editing a template does not retroactively change surveys that have already been sent.

info

Templates are managed in the Settings > Survey Templates area. See Survey Templates for detailed instructions on creating and editing templates.

Electronic Signatures

Certain survey types -- particularly Confirmation surveys -- support electronic signature capture. When a signature field is included in a survey template, the caregiver must provide their signature before the survey can be submitted. Signatures are captured digitally and stored as part of the survey response record.

Electronic signatures are legally binding and are used to:

• Confirm the caregiver's commitment to an assignment.
• Acknowledge terms and conditions.
• Satisfy compliance and documentation requirements.

Response Tracking

Every campaign provides a real-time dashboard showing response progress. Key metrics tracked include:

Metric	Description
Total Sent	The number of surveys successfully delivered to recipients.
Opened	The number of surveys that have been opened by the recipient.
Started	The number of surveys where the recipient has begun answering questions.
Completed	The number of surveys that have been fully submitted.
Response Rate	The percentage of sent surveys that have been completed.

Campaign managers can send targeted reminders to caregivers who have not yet responded or who have only partially completed their survey.

tip

Monitoring response rates closely and sending timely reminders significantly improves completion rates. Most campaigns see the highest response volume within 24 hours of the initial send and again immediately after a reminder.

Role-Based Access

Role	Create Templates	Create Campaigns	Send Surveys	View Responses
Admin	Yes	Yes	Yes	Yes
Supervisor	Yes	Yes	Yes	Yes
Scheduler	No	No	No	View only

Next Steps

• Survey Types -- Detailed breakdown of each survey type and when to use them.
• Survey Templates -- Creating and editing reusable survey templates.
• Creating Campaigns -- Setting up a new survey campaign.
• Sending Surveys -- Sending surveys to recipients.
• Monitoring Responses -- Tracking campaign progress and sending reminders.
• General Campaigns -- Running surveys outside of a specific event.