Introduction
The Evaluation designer is a tool that allows you to create and manage evaluation processes and questionnaires. From the Navigation menu, find the Content and delivery (folder Icon), then select Evaluation designer item to access this feature.
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 start of the session. A reminder is sent two days after this invitation email.
In case the course evaluation is enabled on the day the course starts, then the instructor will receive the email this same day.
In case the instructor is assigned to a session less than two days before the session starts, then the instructor will immediately receive the instructor questionnaire.
Schedule reminders
Select this option to customize the number of reminders that will be sent prompting users to complete the questionnaire, as well as the interval between them. You can set a maximum of three reminders within 29 days after course completion for the initial evaluation and after the questionnaire invitation email for the follow-up evaluation (starting from the second day). The questionnaire can only be completed 30 days after course completion.
Please note! When you enable Learning evaluation for a course that includes learners with the Completed enrollment status, those learners will not receive the scheduled Learning evaluation emails. You can unenroll the learners and enroll them again. They will then receive the scheduled Learning evaluation emails when they complete the course or when you manually set their enrollment status to Completed.
Scheduling questionnaire invitation emails
On the Timeline tab, you will have the possibility to schedule the first email sent to the user asking them to answer the questionnaire. The email includes a link leading to the questionnaire. 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.
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 Instructor-Led Training (ILT) courses.
Best practices
- While Learner follow-up questionnaires are very useful for evaluating 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
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.
Best practice: Manager questionnaires can be a powerful tool to gain insights into the impact the course has on the learner’s job. However, they should be used with caution so that managers do not grow tired of receiving evaluation questionnaires. Prioritize the use of manager questionnaires for strategic courses. More information on how to involve managers.
Instructor questionnaire
The Instructor questionnaire is sent both to session and event instructors two days before the start of the course, this delay cannot be customized. This questionnaire is only available for ILT courses.
Invitation emails
In the table below you will find a summary of the invitation emails.
| 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 session | No | ILT only |
Scheduling reminders to fill in questionnaires
In the event a user does not answer the questionnaire, you can send them a reminder email.
To schedule a questionnaire reminder, 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 Schedule reminder emails right panel, click Add reminder and set the number of days between the invitation email and the reminder email.
You can configure up to three reminders. When scheduling the second and third reminders, specify the number of days between the reminder being configured and the one preceding it, rather than the number of days from the invitation email. A minimum of three calendar days should be respected between each email (including the invitation email).
To remove a reminder, click on the bin icon next to it. Click Confirm to save the changes.
Remember that:
- All reminders must be scheduled within a 29-day interval, as the questionnaire remains available for feedback only for 30 days after course completion for the initial evaluation or after questionnaire invitation for the follow-up evaluation.
- You cannot schedule more reminders on the same day.
- Reminder emails are configured at the questionnaire level, allowing you to set different reminders for the ILT and e-learning processes.
Best practices for reminders
- Number of reminders. Reminders are a great way to collect more answers to your questionnaires, but you do not want to overwhelm your learners. We recommend two reminders for ILT courses and one reminder for e-learning courses. Set at the right time, they maximize your chances to get feedback. When scheduling reminders, consider the average number of courses that your employees will attend per year. If we are talking about one course per year, you can go above the recommendation, but if your employees attend courses every month, reduce the number of reminders. You will increase the chance to keep them engaged and committed to sharing their feedback.
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Scheduling reminders. The week after the course completion is crucial for collecting feedback. After one week already, learners are completely back to their daily jobs and concerns, and their feedback may be less relevant as they will probably have forgotten most of what was addressed during the course (forgetting curve). If you wait too long, learners also might be less interested in sharing their opinions as the course may seem already far away. For all these reasons:
- For the Learner initial evaluation, we recommend setting your first reminder three days after course completion. If you have set a second reminder, which is generally recommended for ILT courses, then we recommend to schedule seven days after course completion.
- For the Learner follow-up evaluation, we recommend a single reminder seven days after sending the invitation.