Careers Leaders can send questionnaire links to learners in two ways:
- By email from Compass+
- Manually by using mail-merge.
Only schools that have migrated to Groupcall Xporter on Demand (often referred to as XoD) and approved the new Groupcall learner email data fields, are currently able to send questionnaire links by email from within Compass+.
You may need to ask your IT/Data Manager to support you with this.
You can manage your learner email address data in the Groupcall XoD by following these steps:
- Login to the Groupcall XoD at the following link: Xporter login
- On the left hand menu, click on Data Sharing
- Select Data sharing Dashboard
- On the Xporter on Demand Apps page, select Careers and Enterprise
- Click on the Sharing Permissions tab
- On the right hand Configure Optional Fields section, click on the blue Configure button
- You will see HomeEmail and WorkEmail with a switch to enable or disable both fields.
All current learner emails must be captured in the WorkEmail or HomeEmail field in your MIS if you want to send questionnaires to learners from Compass+.
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.
**Ensure the emails are learners school email addresses, not personal learner emails or parent/carer email
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.
Sending questionnaire links to learners by email from Compass+
You can choose to send questionnaire links to learners automatically when you generate them (see also How to generate questionnaire links), or send/resend links to learners manually.
Compass+ sends thousands of FSQ links to learners each day, due to the way our systems work, it can take up to 24 hours for the request to register and get sent out from Compass+.
It would be considered best practice to email FSQ links to learners at least 24 hours before you want them to complete the questionnaire. This allows time for the emails to send and also for the user to check that they have all been delivered successfully.
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.
Automatically sending questionnaire links to learners by email
To automatically send questionnaire links to learners , select your questionnaire type and tick the ‘Send links via email’ checkbox below:
Then 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 questionnaire links to learners manually
You may wish to send or resend questionnaire links to learners manually rather than automatically. If you are experiencing issues with emails not sending to learners , follow the steps below.
To send a questionnaire link to a learner manually, click on the ‘Click to send the questionnaire link to this learner’ icon:
Confirmation messages at the top of the screen will confirm the sending of the email to the learner (as above).
To resend a questionnaire link to a learner manually, click on the ‘Click to resend the questionnaire link to this learner’ icon:
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:
A pop-up window will show when the learner was previously emailed questionnaire links and the email(s) status:
Sending questionnaire links to learners using mail-merge
The instructions below explain how to send questionnaire links to learners by using Outlook and Word, though other email systems use a similar mail-merge process. The process has two parts:
1. Build your learner mailing list
2. Send your learner emails using mail-merge.
1. Build your learner mailing list
1.1 Download your questionnaire links if you have not already done so. Please see How to download questionnaire links for guidance on how to do this:
1.2 Next, access a list of the same learners’ names and email addresses. You may already have access to this data, or you may need to request it from other colleagues (e.g. your MIS administrator) or seek further permissions. This data also needs to be in .CSV or Excel format, as it will be combined with the questionnaire link data (see 1.1):
1.3 You now need to add the learners’ email addresses in a new column beside their names in the questionnaire link data spreadsheet. Right-click on the ‘Last name’ column on the questionnaire link data spreadsheet and select ‘Insert columns’. A new column will appear. Name this column ‘Email’ in the first row:
1.4 Now copy the email addresses from the other spreadsheet and paste them into the new column (note: make sure that the correct email address is added beside the correct learner):
1.5 Save your new spreadsheet with an appropriate file name:
2. Send your learner emails using mail-merge
2.1 Create a new blank document in Word. Type-in the email that you want to send to your learners containing their questionnaire links. We recommend keeping the email simple - you may want to include a deadline by when you want the learners to complete the questionnaire by.
The email body copy needs to contain two unique elements for each learner : their first name and their questionnaire link. In the example below, these are shown as tags in brackets:
If you wish, you can use the same email text as in this example by copy-and-pasting the text below:
Dear <FIRST NAME>,
Here is your questionnaire link. Please complete your questionnaire by 20th September 2021:
2.2 Select Mailings > Start mail merge > Step-by-step Mail Merge Wizard:
2.3 Select ‘Email messages’ from the menu to the right of the screen, then click on ‘Next: Starting document’:
2.4 Select ‘Use the current document’, then click on ‘Next: Select recipients’:
2.5 Select ‘Use an existing list’ and click on 'browse' to the right of the screen. Select the spreadsheet you saved in step 1.5 (above). Open the file and you will see a modal window. Click on ‘Open’:
2.6 A modal window will pop-up. Click on 'OK':
2.7 You can now check and edit your list of learners again if necessary. Once you are happy with your list, click ‘OK’:
2.8 Click on ‘Next: Write your letter’:
2.9 Click on ‘More items’ to add your merge fields into your email (the merge fields ensure that each learner email contains the correct first name and questionnaire link):
2.10 Select ‘First name’, then click on ‘Insert’. Then select ‘Questionnaire link’, then click on ‘Insert’. This will insert your two merge codes:
2.11 You then need to remove your place-holder tags and replace them with the merge tags. Make sure that the merge tags are in the correct places. After you have done this, your email should look as follows (Note: each merge tag is contained within double chevrons):
2.12 Click on ‘Next: preview your letters’:
2.13 You can now preview all of the emails that will be sent to your learners by using the tool to the right of the screen (note: at this point, you may want to ask another colleague to check that you have set-up the mail-merge correctly and the data you are about to send out to learners is correct/permitted):
2.14 When you are happy with your emails, click on ‘Next: Complete the merge’:
2.15 Select Finish & Merge > Send Email Messages:
2.16 A modal window will pop-up. Add the copy that you want to appear in the email Subject field when it is received by your learners . Select ‘Plain text’ as the email format.
Finally, click on ‘OK’ to send your emails to your learners :
Note: Some users may find that their sent emails get stuck in their Outlook outbox. If this happens, open Outlook and click on ‘Send/Receive All Folders’ to clear the outbox.
2.17 You can check which learners have completed their questionnaires by viewing the 'Status' column beside the learner questionnaire links in Compass+:
Questionnaire Status definitions.
|No action has been taken
|A user has requested to send an email to the learner with their questionnaire link, but it has not yet been queued in our mailing system
|An email has been requested to send, and is queued in our mailing system
|Our mailing system is confirming that the email has been sent
|Our system has confirmed that the email has been opened or clicked. We've waited 24 hours since the link has been sent and we have not received an error
|There is an error sending the email
|The learner has completed the questionnaire
- If we have no FSQ related status for the learner, it will always say ‘not submitted’
- If the learner has completed the questionnaire, it will always say ‘view responses’ regardless of the email status
- The ‘request received’ status won't be shown for long as the system goes from ‘request received’ to ‘email queued’ quite quickly.