Survey Types
HCSS Events Platform provides four distinct survey types, each purpose-built for a specific stage of the event lifecycle. Understanding when and why to use each type is essential for efficient event operations.
Availability Survey
The Availability survey is the first point of contact with caregivers after they are imported into an event. Its primary purpose is to quickly determine which caregivers are available to work during the event dates.
When to Use
Send an Availability survey immediately after importing caregivers into a new event. This allows your team to rapidly identify who is available and begin planning staffing levels.
What It Collects
| Field | Description |
|---|---|
| Availability Status | Whether the caregiver is available (Yes / No / Maybe). |
| Available Dates | If partially available, the specific dates or date range the caregiver can work. |
| Preferred Facility | Optional preference for a specific facility within the event. |
| Notes | Free-text field for the caregiver to provide additional context (e.g., scheduling constraints). |
Key Characteristics
- Designed for fast response -- caregivers can complete it in under two minutes.
- Does not require an electronic signature.
- Responses automatically update the caregiver's availability status on the candidate list.
- Multiple Availability campaigns can be sent for the same event if circumstances change (e.g., event dates shift).
Send Availability surveys as early as possible. The sooner you know who is available, the sooner you can begin confirmation and travel planning.
Confirmation Survey
The Confirmation survey is the formal commitment step. After a caregiver has indicated availability, this survey collects their binding confirmation along with an electronic signature.
When to Use
Send a Confirmation survey after reviewing Availability responses. Target caregivers who indicated they are available and whom your team has selected for the event.
What It Collects
| Field | Description |
|---|---|
| Assignment Acknowledgment | Confirmation that the caregiver accepts the assignment details (facility, dates, shifts). |
| Compensation Acknowledgment | Confirmation that the caregiver has reviewed and accepts the compensation terms. |
| Policy Acknowledgment | Acknowledgment of organizational policies, code of conduct, and expectations. |
| Emergency Contact | Updated emergency contact information for on-site use. |
| Electronic Signature | A legally binding digital signature confirming all acknowledgments. |
Key Characteristics
- Requires an electronic signature -- the survey cannot be submitted without it.
- Serves as a contractual record of the caregiver's commitment.
- Once signed, the caregiver's status is updated to Confirmed in the candidate list.
- Confirmation surveys are often paired with or immediately followed by the Letter of Understanding (LOU) process.
A Confirmation survey with a signature is a binding commitment. Ensure the assignment details, compensation, and policies displayed in the survey are accurate before sending.
Travel Survey
The Travel survey collects logistics and preference information needed to book flights, hotels, and ground transportation for confirmed caregivers.
When to Use
Send a Travel survey after caregivers have confirmed their participation via the Confirmation survey and before your travel team begins booking arrangements.
What It Collects
| Field | Description |
|---|---|
| Departure City | The city the caregiver will be traveling from. |
| Preferred Airport | The airport the caregiver prefers to depart from (if multiple options exist in their area). |
| Travel Dates | Preferred arrival and departure dates, which may differ from the event dates to accommodate travel time. |
| Airline Preferences | Preferred airline or frequent flyer program details. |
| Seat Preference | Aisle, window, or no preference. |
| Hotel Preferences | Smoking/non-smoking, bed type, accessibility requirements. |
| Ground Transportation | Whether the caregiver needs a rental car or shuttle service. |
| Dietary Restrictions | Any dietary requirements relevant to hotel or meal arrangements. |
| Special Requests | Free-text field for any additional travel-related needs (e.g., medical equipment, pet accommodations). |
Key Characteristics
- Does not require an electronic signature.
- Responses feed directly into the Travel module, enabling coordinators to begin booking.
- Caregivers can update their Travel survey responses until a configurable cutoff date.
- If a caregiver does not respond, travel coordinators can still book using default preferences and follow up individually.
Travel surveys should be sent with enough lead time to allow for flight and hotel booking. A minimum of two weeks before the event start date is recommended.
Exit Survey
The Exit survey collects post-event feedback from caregivers after the event has concluded. This information helps improve future event operations and caregiver satisfaction.
When to Use
Send an Exit survey after the event status moves to Completed. Target all caregivers who participated in the event.
What It Collects
| Field | Description |
|---|---|
| Overall Experience Rating | A numerical or star-based rating of the caregiver's overall event experience. |
| Facility Rating | Rating of the specific facility where the caregiver was assigned. |
| Onboarding Experience | Feedback on the check-in, orientation, and onboarding process. |
| Travel Experience | Feedback on flight, hotel, and ground transportation arrangements. |
| Communication Rating | Rating of the communication received before and during the event. |
| Challenges Encountered | Open-ended field for the caregiver to describe any issues or difficulties. |
| Suggestions | Open-ended field for improvement ideas. |
| Would Participate Again | Whether the caregiver would be willing to participate in future events. |
Key Characteristics
- Does not require an electronic signature.
- Responses are anonymous by default (configurable in the template).
- Aggregated results are available in the Analytics module for trend analysis.
- Exit survey data helps identify top-performing facilities and areas needing improvement.
Keep Exit surveys concise. Caregivers are more likely to complete a survey that takes five minutes or less. Focus on the most actionable questions.
Survey Type Comparison
The following table provides a side-by-side comparison of all four survey types:
| Feature | Availability | Confirmation | Travel | Exit |
|---|---|---|---|---|
| Purpose | Confirm availability | Formal commitment | Collect travel preferences | Post-event feedback |
| Lifecycle Stage | After import | After availability confirmed | After confirmation | After event completion |
| Electronic Signature | No | Yes | No | No |
| Typical Completion Time | 1--2 minutes | 3--5 minutes | 3--5 minutes | 3--5 minutes |
| Updates Caregiver Status | Yes (Available/Unavailable) | Yes (Confirmed) | No | No |
| Supports Reminders | Yes | Yes | Yes | Yes |
| Anonymous Option | No | No | No | Yes (configurable) |
| Feeds Into Module | Candidate list | Candidate list, LOU | Travel module | Analytics |
Next Steps
- Survey Templates -- Learn how to create templates for each survey type.
- Creating Campaigns -- Set up a campaign to distribute surveys to caregivers.