Jotform – Event Survey Tool

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As of September 2024, we have retired CrowdSignal for post-event attendee surveys in favor of Jotform, which allows for multilingual surveys. We will start with English surveys and coordinate the implementation of translations between Q4 2024 and Q1 2025, along with the implementation of the Organizer post-event Debrief survey and Sponsor surveys if needed.

Creating a Form

  1. Log In:
  2. Start a New Form
    • Click on the “Create Form” button.
    • Choose a form type: Blank Form, Use Template, or Import Form.
    • If you select Blank Form, you can start from scratch. With Use Template, you can select a pre-designed template. Import Form allows you to bring in an existing form.
  3. Form Builder
    • Use the drag-and-drop interface to add elements like Text Fields, Dropdowns, Checkboxes, Radio Buttons, and more.
    • Customize each element by clicking on it and adjusting the settings (e.g., label, placeholder text, required fields).
    • Add additional pages or sections as needed using the Page Break element.

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Modifying a Form

  1. Access Existing Forms
    • From the dashboard, select “My Workspace” to see your existing forms.
    • Move your cursor over the form you want to modify, and then select “Edit Form”.
  2. Edit Form Elements:
    • Click on any form element to modify its settings. You can change labels, add options, adjust field types, and more.
    • To add new elements, use the Add Form Element panel on the left.
    • Rearrange elements by dragging them to the desired location.
  3. Form Settings
    • Access Form Settings at the top of the builder to adjust things like the form’s title, description, and submission settings.
    • Customize Thank You pages and autoresponder emails if needed.

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Adding Collaborators

  1. Open the Form
    • Open the form you want to collaborate on by clicking “Edit Form” from your dashboard.
  2. Invite Collaborators
    • Click on the “Add Collaborators” button located at the top right of the form builder (often represented by a silhouette with a plus sign).
    • A link will be generated. Copy this link.
    • Share this link with the person you want to collaborate with. They will have real-time editing access to the form.
  3. Manage Collaboration
    • Multiple collaborators can work on the form simultaneously.
    • Each collaborator’s changes are saved in real-time, so everyone sees updates as they happen.
    • Collaborators can be added or removed by controlling who has access to the collaboration link.

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Share Results with Event Organizers

Organizers will receive an email with the subject “WP Event Attendee Feedback: New Submission” every time that attendees fill out the form selecting their event.

  1. Create Conditional Logic to Send Responses
    • Go to the Settings tab at the top of the form builder.
    • In the left-hand menu, select Conditions.
    • Choose Change Email Recipient from the list of condition types.
  2. Configure the Conditions
    • For each event option in your “Which event did you attend?” question, create a new condition:
    • IF: Select the “Which event did you attend?” question.
    • STATE: Set this to “Is Equal To.”
    • VALUE: Choose the specific event from the list.
    • SEND: Notification 1
    • EMAIL: Enter the event email address (eg. narnia@wordcamp.org).
    • Click Save to finalize each condition.
  3. Review and Test
    • After setting up all the conditions, review them to ensure they are correctly configured.
    • Test the form by selecting different event options and ensuring the form responses are sent to the correct email addresses.

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Tips

  • Test Your Form: Before publishing, test the form to ensure everything functions as expected.
  • Save Progress: Jotform automatically saves changes, but it’s good practice to periodically check that your changes are being saved.
  • Review Permissions: Ensure that collaborators have the appropriate level of access and that sensitive forms are shared securely.
  • Set Up Help Scout Workflows: If needed, create workflows in Help Scout to automatically close notifications or perform other necessary actions.

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Adding New Events to the Form List

The Event list option for the question “Which event did you attend?” is manually populated. This requires us to periodically review and add newly planned events to ensure the list is up-to-date and set up the Conditional Logic to send the responses to organizers. As of August 22, 2024, all upcoming events currently in status from preplanning onward have already been added.

Once an event is moved to “Schedule”, the community team receive an automated email with the subject “Reminder: Add New Event to Post-Event Surveys” reminding them to add the new event to the list and set up the Conditional Logic to send the responses to organizers.

Moving forward, we recommend continuing to explore with Jotform and Neso potential methods to automate the population of the event list directly from one of the community websites, which could streamline this process and ensure accuracy.

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Integrate with Google Sheets for Real-Time Submission Updates

Currently, we have the WordPress Event Attendee Feedback – Jotform Sync spreadsheet. Below are the instructions for adding new integrations.

  1. Access Form Settings:
    • Open your form and go to the Settings tab at the top.
  2. Select Integrations:
    • In the left-hand menu, click on Integrations.
  3. Find Google Sheets:
    • Scroll down or use the search bar to find Google Sheets. Click on it to start the integration process.
  4. Authenticate with Google:
    • Click “Authenticate” and sign in to your Google account. Ensure that you grant Jotform the necessary permissions to access your Google Sheets.
  5. Configure the Integration:
    • Create a New Spreadsheet: Select this option if you want Jotform to create a new Google Sheet for the form submissions.
    • Use an Existing Spreadsheet: Select this option if you want to connect to an existing Google Sheet. You’ll be prompted to choose the specific spreadsheet and worksheet.
    • Jotform will automatically map your form fields to columns in the Google Sheet. You can customize the mapping if needed.
  6. Complete the Integration:
    • Once you’ve configured the integration, click “Save” to activate it.

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Tips

  • Do Not Manually Edit Headers: Avoid changing the headerHeader The header of your site is typically the first thing people will experience. The masthead or header art located across the top of your page is part of the look and feel of your website. It can influence a visitor’s opinion about your content and you/ your organization’s brand. It may also look different on different screen sizes. row (first row) in the connected Google Sheet, as this can disrupt the data mapping.
  • Backup Data: Regularly back up your Google Sheet to avoid data loss, especially if you’re handling large volumes of submissions.
  • Monitor Permissions: Ensure that the correct permissions are set on the Google Sheet, especially if it’s shared with others.

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Additional Resources & Useful Info

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