Questionnaires

This article provides information regarding the Questionnaires feature in visitor id.

Quick links:

• Introduction
• Viewing the Questionnaires
• Adding a New Questionnaire with Questions
• Linking Questionnaires to Visitor Types (Alternate Instructions)
• Editing Questionnaires
• Deactivating Questionnaires
• Deleting Questionnaires
• Editing Questions
• Re-ordering Questions
• Deactivating Questions
• Deleting Questions
• Viewing Questionnaire Answers
• Questionnaires in Reception Mode
• Questionnaires in Kiosk Mode
• Reporting

Introduction

Questionnaires allows visitors and staff to answer certain questions during the sign-in and sign-out processes. Each Questionnaire can have an unlimited amount of questions. Questions can either have a text field answer, or a single choice answer. Questions that have a single choice answer can block the sign-in or sign-out process and display a message to the visitor or staff member.

Questionnaires are linked to Visitor Types. Each Visitor Type can have one sign-in Questionnaire and one sign-out Questionnaire only.

Viewing the Questionnaires

1. Click ‘Records > Questionnaires’ on the top menu bar.
2. The ‘Questionnaires’ window will appear displaying all the current active and inactive Questionnaires.
   

Adding a New Questionnaire with Questions

1. Click ‘Records > Questionnaires’ on the top menu bar.
2. Click the ‘New’ button. The ‘New Questionnaire’ window will appear.
   
3. Enter the ‘Questionnaire Name’. The recommended naming convention is ‘Visitor Type Name – Action’, i.e. ‘Contractor – Sign-In’.
4. Select the action for the Questionnaire, either ‘Sign-In’ or ‘Sign-Out’.
5. Include the Visitor Types that the Questionnaire is being added for by selecting the Visitor Type from the ‘Available Visitor Types’ list on the right-hand side and clicking the ‘Include’ button.
6. Click the ‘Questions’ tab.
   
7. Click the ‘New’ button to add a new Question. The ‘New Question’ window will appear.
   
8. Select the ‘Question Type’:
   1. Text:
      1. Enter the Question into the ‘Question’ text field.
      2. If this Question can have a blank answer (the visitor doesn’t have to answer this question), tick the ‘Allow Blank’ check box.
   2. Single Choice:
      1. Enter the Question into the ‘Question’ text field.
      2. Enter the label of the false answer into the ‘False Label’ text field. This could be ‘False’, ‘No’ etc.
      3. Enter the label of the true answer into the ‘True Label’ text field. This could be ‘True’, ‘Yes’ etc.
      4. If this Question can stop the sign-in or sign-out action, follow steps 8.2.5, 8.2.6 and 8.2.7. If this Question doesn’t stop the sign-in or sign-out action then skip these steps and go straight to step 9.
      5. If the ‘False’ answer disables the sign-in or sign-out action, tick the ‘False Disables Action’ check box. Or if the ‘True’ answer disables the sign-in or sign-out action, tick the ‘True Disables Action’ check box.
      6. Enter the message that will appear in the Kiosk to the visitor when the sign-in or sign-out action is disabled. This can be left black for a default message: “Your answer to this question requires you to see reception before continuing. Please see reception for further advice.”.
      7. Enter the message that will appear in Reception to the staff-member doing the action for the visitor when the sign-in or sign-out action is disabled. This can be left black for a default message: “The answer to Question # causes the entry/exit to be refused. Please advise the visitor/staff member.”.
9. Click ‘Save’.
10. Repeat steps 7 – 9 to add all the Questions for this Questionnaire.
11. Once all the Questions have been added, click the ‘Save’ button to save the Questionnaire. The Questionnaire will now appear in the Questionnaires list and is ready to be used.

Linking Questionnaires to Visitor Types (Alternate Instructions)

1. Click ‘Parameters > Visitor Types’ on the top menu bar.
2. Edit the Visitor Type you want to link a Questionnaire to.
3. In the ‘Visitor Type Detail’ window click the ‘Questionnaires’ tab.
   
4. In the ‘Available Questionnaires’ list on the right-hand side, select the Questionnaire that is to be linked to the Visitor Type then click the ‘Include’ button.
5. Click ‘Save’.

Editing Questionnaires

1. Click ‘Records > Questionnaires’ on the top menu bar.
2. In the ‘Questionnaires’ window select the Questionnaire that is to be edited and click the ‘Edit’ button.
3. In the ‘Questionnaire Detail’ window make the required changes, then click ‘Save’ button.

Deactivating Questionnaires

1. Click ‘Records > Questionnaires’ on the top menu bar.
2. In the ‘Questionnaires’ window select the Questionnaire that is to be edited and click the ‘Edit’ button.
3. In the ‘Questionnaire Detail’ window untick the ‘Active’ check box.
   
4. Click the ‘Save’ button.

Questionnaires can be re-activated at any time by ticking the ‘Active’ check box and clicking the ‘Save’ button.

Deleting Questionnaires

Please note: Questionnaires can only be deleted if they have no Questions added. Questions can only be deleted when they have no Answers added, i.e. the Questionnaire has never been used. If the Questionnaire has been used and no longer needed, the Questionnaire can either be unlinked from the Visitor Types or deactivated instead.

1. Click ‘Records > Questionnaires’ on the top menu bar.
2. In the ‘Questionnaires’ window select the Questionnaire that is to be edited and click the ‘Deleted’ button.
3. Click the ‘Yes’ button.

Editing Questions

1. Click ‘Records > Questionnaires’ on the top menu bar.
2. In the ‘Questionnaires’ window select the Questionnaire that is to be edited and click the ‘Edit’ button.
3. In the ‘Questionnaire Detail’ window click the ‘Questions’ tab.
4. Select the Question that is to be edited and click the ‘Edit’ button.
5. In the ‘Question Detail’ window make the required changes, then click the ‘Save’ button.

Re-ordering Questions

Questions can be re-ordered by using the sequence buttons in the Questions list.

1. Click ‘Records > Questionnaires’ on the top menu bar.
2. In the ‘Questionnaires’ window select the Questionnaire that is to be edited and click the ‘Edit’ button.
3. In the ‘Questionnaire Detail’ window click the ‘Questions’ tab.
4. Select the Question that is to be re-ordered and change it’s order by using the sequence buttons.
   
5. Click the ‘Save’ button.

Deactivating Questions

1. Click ‘Records > Questionnaires’ on the top menu bar.
2. In the ‘Questionnaires’ window select the Questionnaire that is to be edited and click the ‘Edit’ button.
3. In the ‘Questionnaire Detail’ window click the ‘Questions’ tab.
4. Select the Question that is to be deactivated and click the ‘Edit’ button.
5. In the ‘Question Detail’ window untick the ‘Active’ check box.
   
6. Click the ‘Save’ button.

Questions can be re-activated at any time by ticking the ‘Active’ check box and clicking the ‘Save’ button.

Deleting Questions

Please note: Questions can only be deleted when they have no Answers added, i.e. the Questionnaire has never been used. If the Questionnaire has been used and a Question is no longer needed, the Question can be deactivated instead.

1. Click ‘Records > Questionnaires’ on the top menu bar.
2. In the ‘Questionnaires’ window select the Questionnaire that is to be edited and click the ‘Edit’ button.
3. In the ‘Questionnaire Detail’ window click the ‘Questions’ tab.
4. Select the Question that is to be deleted and click the ‘Delete’ button.
5. Click the ‘Yes’ button.

Viewing Questionnaire Answers

Questionnaire Answers are displayed on the ‘Visitor Attendance Detail’ window. Find the visitor record in either the ‘Visitors Onsite’ or ‘Visitor History’ windows and edit the record to open the ‘Visitor Attendance Detail’ window.

1. In the ‘Visitor Attendance Detail’ click the  ‘Questionnaires’ tab.
2. All Questionnaire Answers will be displayed here for both sign-in and sign-out Questionnaires. The answers cannot be edited. If an answer disabled the sign-in or sign-out action then a red prompt will appear underneath the answer.

Questionnaires in Reception Mode

When signing-in or signing-out visitors and staff in Reception mode, the Questionnaires will appear on-screen during the action.

The following areas will display any sign-in Questionnaires for visitors and staff:

• Visitor Sign-In.
• Personnel > Sign-In.
• Registered Visitors > Sign-In.
• Attendance Schedule > Bookings > Sign-In Bookings.
• Attendance Schedule > Events > Sign-In Attendees.
• Visitor History > Sign-In.

The following areas will display any sign-out Questionnaires for visitors and staff:

• Visitor Sign-Out.
• Personnel > Sign-Out.
• Registered Visitors > Sign-Out.
• Attendance Schedule > Bookings > Sign-Out Bookings.
• Attendance Schedule > Events > Sign-Out Attendees.
• Visitors Onsite > Sign-Out.

Questionnaires in Kiosk Mode

When visitors and staff sign-in or sign-out in Kiosk mode, the Questionnaires will appear on-screen during the action. The visitor or staff member will be asked to answer one Question per screen. If the answer disables the action an error message will be displayed on-screen and the action will not continue.

Reporting

Questionnaire answers can be included in the ‘Attendance Detail’ report.

1. Click the ‘Reports’ main-menu item.
2. For the ‘Report to Run’ option choose the ‘Attendance Detail’ report.
3. Enter the report dates.
4. Enter any other filtering options.
5. Click the ‘Content’ tab.
6. Tick the ‘Questionnaires’ check box.
   
7. If a CSV report is to be generated then tick the ‘Export report content to’ check box.
8. Click the ‘Run’ button to produce the report.