You can send FSQ links to learners in two different ways:
- Automatically by email from Compass+
- Manually using Mail Merge
This Help Centre article explains how to send FSQ links to learners by email from Compass+.
If you want to generate FSQ links and then send them to learners manually using Mail Merge, please see this Help Centre article instead > Sending FSQ links to learners using Mail Merge.
Step 1 - don't panic! It's not as complicated as you think.
Sending FSQ links to learners by email from Compass+.
Before you get started, there are just a few things to bear in mind before sending FSQ links to learners by email from Compass+:
- Only schools that have migrated to Xporter and approved the new Groupcall learner email data fields, are able to send FSQ links to learners by email from Compass+.
Xporter is the platform that we use to connect your MIS to Compass+. Xporter is managed by our specialist partner Community Brands (most commonly known as Groupcall.) They provide data solutions for schools. We use Groupcall’s Xporter platform to manage the data feed between institutions Management Information Systems and Compass+.
You may need to ask your IT/Data Manager to support with this, following these steps:
1) Login to Xporter using this link > Xporter login
2) On the left hand menu, click on Data Sharing
3) Select Data sharing Dashboard
4) On the Xporter Apps page, select Careers and Enterprise
5) Click on the Sharing Permissions tab
6) On the right hand Configure Optional Fields section, click on the blue Configure button
7) You will see HomeEmail and WorkEmail with a switch to enable or disable both fields.
- If there is a learner email address in the WorkEmail field, this will be pulled through to Compass+ first.
If the WorkEmail field is blank, and there is a learner email address in the HomeEmail field, this will be pulled through to Compass+ instead.
If both the WorkEmail and HomeEmail fields are blank, please enter a learner email address into the WorkEmail field.
**Please ensure email address are your learners school email addresses, not personal emails or parent/carer email
addresses.**
-
Please ask your IT/Data Manager to whitelist/safelist all emails from @careersandenterprise.co.uk
This will prevent FSQ emails to learners being blocked by your institution's IT system
- FSQ emails will come from this email address: donotreplyfsq@careersandenterprise.co.uk
If you or your IT/Data Manager have any queries about how we use your data in Compass+, please refer to this section of the Help Centre for more information > How we use your data.
- Due to high demand and adoption of the Future Skills Questionnaire, we now recommend sending FSQ links to learners via Compass+ at least 72 hours before you expect learners to complete their questionnaire. Our Product Team are working to improve this behind the scenes to reduce this timeframe long term.
When a user sends questionnaire links to learners by email, the emails are queued before the system sends them out. Please note that emails will not all arrive at the same time.
You can choose to send FSQ links to learners automatically when you generate them or you can send/resend FSQ links to learners manually.
Automatically sending FSQ links to learners by email.
First, you need to generate FSQ links for your learners.
If you're not sure how to do this, please refer to this Help Centre article > How to generate questionnaire links
When you get to Step 4, to automatically send questionnaire links to learners , select your questionnaire type and tick the ‘Send links via email’ checkbox below:
Select the learners you want to send questionnaire links to. When you are ready to proceed, click on the ‘Generate and send links’ button at the bottom of the screen:
Confirmation messages at the top of the screen will confirm that the questionnaire link emails have been sent:
The learners’ questionnaire links will be displayed in the learner list:
Sending/resending FSQ links to learners.
1. To send a questionnaire link to a learner manually, click on the ‘Click to send the questionnaire link to this learner’ icon:
2. Green notification messages will display at the top of the screen to confirm the email is being sent to the learner
3. To resend a questionnaire link to a learner manually, click on the ‘Click to resend the questionnaire link to this learner’ icon:
4. If you want to check when a learner was sent a questionnaire link email(s), you can do this by clicking on the ‘Click to view send history’ icon:
5. A pop-up window will show when the learner was previously emailed questionnaire links and the email(s) status:
FSQ Status Definitions (when sending FSQ links to learners via email)
After generating FSQ links and sending FSQ links to learners, you can check that the links have been emailed to them successfully.
1. Go to Learner > Questionnaire in the navigation bar, then to the 'Generate and manage questionnaire links' tab:
2. Scroll down to the questionnaire links table and look at the last column:
3. Here you will see a range of statuses:
The status definitions for users generating links and sending via email have been updated to the definitions in the table below.
| Status | Definition |
|---|---|
| - | A link has not been generated yet/no action has been taken |
| Email not needed anymore | The email is no longer needed, no action necessary |
| Error sending - bounced |
There is an error sending the email to the learner. Please check that the learner's email address is correct |
| Error sending - other |
|
|
Link delivered to learner (previously "Email delivered") |
Our system has confirmed that the email has been successfully delivered to the learners' inbox |
|
Link generated |
A link has been generated but a request to send this by email has not been actioned by the user. To action this request, go to the green ‘Actions’ button at the top of Questionnaire Links table, in the Questionnaire Status column filter by ‘Not submitted’, then click ‘Send link to learners’ |
| Sending link - confirming | An email has been sent, but still awaiting confirmation of successful delivery, i.e. there could still be an issue such as the email bouncing |
| Sending link - pending | The email has been sent but has not been delivered to the learner yet. If the status is still 'Sending link-pending' after 24 hours, try resending the email. If the email has still not been delivered after 24 hours, please contact Customer Support |
| Sending link - queued | A user has requested to send an email to a learner with a link to the questionnaire and it is now queued in our mailing system. If the status is still 'Sending link - queued' after 24 hours, please contact Customer Support |
| Sending link - request received |
A user has requested to send a questionnaire link to a learner via Compass+. The request is currently queued. This status should only show very briefly until the email is sent |
| Sending link - retry pending | The system is trying to resend a pending email. |
| View responses |
The learner has completed their questionnaire and their responses are ready to view |
|
If none of the statuses above apply to the learners questionnaire link, |
|
For users just generating links and downloading these to share internally (and not sending these via email directly from Compass+):
| Status | Definition |
|---|---|
| Link generated | A link has been generated but a request to send this by email has not been actioned by the user. To action this request, go to the green ‘Actions’ button at the top of Questionnaire Links table, in the Questionnaire Status column filter by ‘Not submitted’, then click ‘Send link to learners’ |
| View responses |
The learner has completed their questionnaire and their responses are ready to view |
Filter by different statuses to identify learners that haven’t received their link to FSQ, or to see learners that have received the link but haven’t submitted their responses to the questionnaire yet.
Click on the upside-down triangle icon next to the Questionnaire status column, select the status/statuses you want to apply.
To clear filters, simply click ‘Reset filters’ to remove the filters you have selected.
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