Introduction
The Evaluation designer is a tool that allows you to create and manage evaluation processes and questionnaires. To access the Evaluation designer, click on the gear icon in the top right corner of the platform. In the Apps & Features section, look for Learning Impact/Learning evaluation and click on the Evaluation designer sub-menu.
When creating an evaluation process, you can choose all the process-specific properties. You can also manage when and how the questionnaires included in the evaluation process should be sent thanks to the Timeline tab.
This article explains how to use the timeline to schedule your questionnaires.
Timeline options
From the Evaluation designer area, click on one of the available evaluation processes to access it and go to the Timeline tab.
To enable a questionnaire, switch the toggle next to the questionnaire title. Once a questionnaire is enabled, a number of options are available. Click on the ellipsis menu next to the questionnaire title to access them. Remember that the Learner initial questionnaire is enabled by default and cannot be disabled.
Edit questionnaire
This option takes you to the questionnaire builder where you can build and customize the questionnaire. Learn more by reading the article Building questionnaires
Preview questionnaire
Select this option to open a preview of the questionnaire as it appears to the user. More details on how to answer questionnaires as a learner, manager and instructor
Schedule questionnaire
Select this option to customize the delay after which the questionnaire is sent to the user. Remember that Instructor questionnaires cannot be scheduled and are sent by default two days before the end of the session at the latest.
Scheduling questionnaires
On the Timeline tab, you will have the possibility to schedule your questionnaires. With the exception of the Instructor questionnaire, you can customize the delay between the course end date and the moment an email is sent to the user asking them to complete an evaluation questionnaire.
There are two types of emails:
- Invitation email: This is the first email sent to the user asking them to answer the questionnaire. The email includes a link leading to the questionnaire.
- Reminder email: In the event a user does not answer the questionnaire, you can send them a reminder email. The reminder emails will only be sent to the users who have not answered the questionnaire. One reminder email is set by default and you cannot customize their number and schedule yourself. Instead this will be set by Docebo according to your needs during your onboarding phase. You can send a maximum of three reminder emails. A minimum of three calendar days should be respected between each email (including the invitation email).
To schedule a questionnaire, go to the Timeline tab and click on the ellipsis menu next to the questionnaire title (the questionnaire has to be enabled to access the options). Select Schedule questionnaire. In the pop-up box, enter the number of days after which the questionnaire should be sent and click on Confirm.
Learner initial questionnaire
The Learner initial questionnaire can be sent between 0 and 5 days after the course ends. Remember that the Learner initial questionnaire cannot be disabled.
Learner follow-up questionnaire
The Learner follow-up questionnaire can be sent between 15 and 180 days after the course ends. This questionnaire is available for e-learning and ILT courses.
Manager follow-up questionnaire
The Manager follow-up questionnaire can be sent between 15 and 180 days after the course ends. This questionnaire is only available for ILT courses.
Please note that the Learner follow-up questionnaire and the Manager follow-up questionnaire can each have their own different schedule.
Instructor questionnaire
The Instructor questionnaire is sent two days before the start of the course and this delay cannot be customized. This questionnaire is only available for ILT courses.
In the table below you will find a summary for the invitation emails. Remember that you cannot customize the number and schedule of reminder emails yourself but it will be set by Docebo according to your needs during your onboarding phase.
Questionnaire type | Schedule rule | Rule can be customized (Yes/No) | Course type |
---|---|---|---|
Learner initial questionnaire | Between 0 and 5 days | Yes | E-learning and ILT |
Learner follow-up questionnaire | Between 15 and 180 days | Yes | E-learning and ILT |
Manager follow-up questionnaire | Between 15 and 180 days | Yes | ILT only |
Instructor questionnaire | Two days before the start of the course | No | ILT only |
Best practices
Learner follow-up questionnaire
- While Learner follow-up questionnaires are very useful to measure the learning impact, it is not recommended to include them in all evaluation processes. Prioritize their use for longer and strategic courses. We suggest not using them for short e-learning modules.
- The best practice for sending follow-up questionnaires is typically 90 calendar days after the course completion date. This can change according to the course subject and methodology, and to your industry.
Manager follow-up questionnaire
- Managers questionnaires can be a powerful tool to gain insights on the impact the course has on the learner’s job. However, they should be used with caution so that managers don’t grow tired of receiving evaluation questionnaires. Prioritize the use of Manager questionnaires for strategic courses. More information on how to involve managers in the related article.