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Implementing Forms For Your Event

Summary

Learn how to create forms in Backstage and deploy them to participants in the app.

It is a valuable practice to capture feedback from participants that attend an event in order to gather their honest thoughts and opinions. Backstage allows you to create forms and deploy them to participants in-app.

This tip sheet is a step-by-step guide for creating and delivering forms.

Creating a Form in Backstage

The first step to gathering participant feedback using the event app is to create the form in Backstage. To create a new form in Backstage, click the "Create Form" tab in the Forms module. This will open up the form creation page.

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Enter the name of the form in the "Form Name" field. This is the title that will appear in-app as participants take the form.

Enter the date and time from which the form will be accessible in the app in the "Send at" field. At this time, a notification will be sent to all participants, unless notifications are disabled either for the specific form or by the user for the app. Please note that it is a mandatory field.

Enter in date and time when the form will be removed from the app, regardless of whether the participant has submitted a response or not, in the "Expire at" field. After this time, the form will no longer be available in the app for participants to respond. If no time is indicated, the form will remain available in the app.

Please set the local time as per event location, it is not necessary to take into account time difference, since Backstage automatically does it based on the event time zone selected for the specific event.

Select the option "Is visible after submitting" to keep the form available in the app even after a response has been submitted.

Notification for the form can be disabled simply by clicking "Disable notification". This will only affect the specific form for which the option is selected.

From "Display" it is possible to create the form content. When creating a new form content using the "Create" option, you will be prompted a pop-up where to input the form content name. At this stage, it is only possible to insert the form content name; everything else can be edited after the form has been saved.

Alternatively, a form content that has been already created can be selected by clicking on "Choose" and choosing the form content from the dropdown menu.

Both when creating and choosing the form content, it is necessary to save the form itself a first time, before being able to access the form content by clicking on it.

It is also possible to set visibility targets, to customize who can or cannot view the form in the app. For more details on how to set visibility targets, please refer to the dedicated tip sheet "Creating Targets in Backstage".

When all details have been input, save the form by clicking on “Save Item”. The forms list will then be displayed.

Building the Form Content

You can start building your form content both from the forms dashboard (simply click "Edit" next to the form you want to work on) and from the form itself (just click on the form name and then on the Display form name).

Either way, you will be prompted to the form builder page. Here you can build your form, adding all necessary components, such as questions, titles, images, and text. By default, every new form includes few sample questions, which you can either edit or remove.

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Component types

All form components that you can use to build your survey, you can find under "Form elements" category on the left hand side on the screen. In orrder to add a component, simply click on it, then drag-and-drop it ot the second panel on the screen (the "Preview Panel"). In order to further define the settings of the component, simply click on it and you will see all available options in the Configuration Panel (on the right hand side of the page). There you can define the question, possible answers, style of the question, as well as further change any other available options.

The following components are available:

Choice

This component allows you to add/edit a multiple answers question to the form. You need to define:

  • Question: input the text of the question being asked.
  • Is required: toggles whether this question is mandatory or not. When selected, a response to the form can be submitted only if the question has been answered.
  • Answer type: select one of:
       o Single Answer (radio buttons): respondents can select a single choice among a set of radio buttons options.

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   o Multiple Answer (check boxes): respondents can select one or more answers from among a set of checkbox options.

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   o Dropdown: respondents can select a single answer option using a dropdown menu.

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  • Maximum number of selections: set the maximum number of answer options that can be selected for multiple answer questions. If nothing or 0 is indicated, the respondent can choose any number of possible answers.
  • Possible answers: insert here all possible answer options. By default when pressing the Enter key, a new answer option is created. For longer answer options, you can insert line breaks within the options using Alt+Enter. It is also possible to copy and paste directly into the text field and, in the case of multiple lines and click on:
    • press the 1,2,3 line button to create one answer option per line
    • press the lines button to create one single answer options including line breaks,
  • Add "Other" text field: selecting this field will add extra answer options. You can customise it in "Show Advanced".
  • Show Advanced: selecting this field will allow you to customise:
    • Other label: change the text displayed in the "Other" option.
    • Other placeholder: add a text that will be displayed grayed out in the field where it will be possible to specify a different answer when "Other" is selected as answers.
    • Value key should not be modified.

Rating scale

This component allows you to add/edit a rating type of question to the Form.

  • Question: input the text of the question being asked.
  • Is required: toggles whether this question is mandatory or not. When selected, a response to the Form can be submitted only if the question has been answered.
  • Scale start: it is 1 by default, but it can be customised. This is a mandatory field.
  • Scale end: it is set to 5, but it can be customised. This is a mandatory field.
  • Start label: add a custom label to the scale start. It is shown only for the slider and the radio buttons, not for the star rating.
  • End label: add a custom label to the scale end. It is shown only for the slider and the radio buttons, not for the star rating.
  • Appearance: 3 options are available:

o Star rating: set up a question where respondents have to select the appropriate number of stars, the highest number of stars indicating the best result.

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o Slider: set a range and have respondents pick a value within the range using a slider.

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o Radio buttons: set up a question where responded have to select the radio button in a range between 2 opposite statements (e.g.: Not interesting at all vs. Extremely interesting).

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  • Show advanced: this is an advanced option; please do not edit the value key included here.

Text Input

This component allows you to add/edit an open question where the respondent can submit free text.

  • Question: input here the actual question.
  • Is required: toggles whether this question is mandatory or not. When selected, a response to the form can be submitted only if the question has been answered.
  • Type: 2 options are available for the text box:

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o Short form (one line): a box that is one line high is displayed. There is no limit to the amount of text that can be entered.
o Long form (auto expand): a box that expands vertically when more text is input. There is no limit to the amount of text that can be input.

  • Placeholder: add a text that will be displayed grayed out in the field where it will be possible to specify a different answer when "Other" is selected as answers. Once the respondent starts typing an answer the placeholder is removed.
  • Default value: you can input the text that will be by default provided in the text box. When the respondent starts typing, this value is not removed.
  • Show advanced: this is an advanced option; please do not edit the value key included here.

Matrix

This component allows you to create a multiple-choice grid with more variable and choices. To set it up you need to define:

  • Question: input here the actual question.
  • Columns and rows: use one to set the items to evaluate and the other for the answer options. There are 3 options to set both columns and rows:
    • Static: you can define the content freely in the box below by entering the options as in the Choice component.
    • Links of documents: this option only works when the form is included or linked in another Frontstage Page, like the session page. To set this up, it is necessary to select the document type, i.e. the type of item to which the form is linked, and the document field, i.e. the field of the document type that will be displayed in the matrix. For example, when attaching a form to one or more sessions, you can select Session as document type and then Presenter as document field – in the app the full name of each presenter will be automatically displayed.
    • Documents: this option will automatically display all elements of a select type. For example, choose "Presenters" as document type and all presenters will be listed automatically.

Rank

It allows participants to order items with a drag&drop interface by priority or preference. Use this block for questions such as "Rank today's speakers, first being the best" or "What topics you think should be discussed at next meeting?".

Results of the rank block are displayed in score %. To determine the score:

  • Each item in participant's response is given a score (first item has highest score)
  • Scores are summed across all responses for each item
  • Average score for each item is calculated and normalized to a percentage of the total score

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Date

It allows users to select a date using a date-picker widget in the app. All you need to do is define the question in the relevant placeholder.

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Choice Answer

Using a combination of Choice and Choice Answer form elements you can create a quizz in the app. The purpose of the Choice Answer component is to display correct and wrong answer feedback to the users whenever they choose the correct/wrong answer.

In order to define the correct answer, you need to click on the Choice form element, you need to change the default value "0" next to the right answer to "1". 

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Functional Components

The functional components are most commonly used in combination with other form elements. There are three available components:

  • "Randomization from" and "Randomization to" are form blocks that you can use to define the startting ("Randomization from") and ending point ("Randomization to") on the page, so that all of the content placed and available between two points will be randomly ordered each time the user accesses the form.
  • Slide Separator - you can use this component to create several in-form pages, where each question could be presented on a separate slide (page). A good example is whenever creating a quiz using the Forms module, create two in-form pages - one dedicated to the questions and one dedicated to the correct/wrong answers and feedback. You can do that by simply placing the separator on the right place on the page.

Common Components

The components mentioned below are commonly used in a combination with different types of questions or form elements:

  • Image

You can either upload a new image or choose one that has been already uploaded in Backstage from the Image File section.

There are 4 options for the image fitting style:
Fit image to block: the image is displayed to fit the height of the block. This option is recommended for images displayed among other blocks.
Resize image to fill block: the image is either enlarged or reduced to fill the space available and the block is in the same size as the other ones.
Fit image to full width: the image is displayed to fit the height of the block and the panel is as large as the page view. This option is recommended for banners.
Resize image to fill full width: the image is either enlarged or reduced to fill the space available and the panel is as large as the page view.

  • Section header
This component allows you to add/edit:

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Title: the text is displayed in bold.
Subtitle: the text is displayed after the title, in a smaller font size.

You can use this component for the form title, to be shown on top of the form.

  • Text

This component allows you to add/edit:

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Title: the text is displayed in bold.
Body: the text is displayed below the title, in the same font size.

You can use this component, for example, for an introduction or an explanation paragraph.

Edit Components

Add components

To add a component to a form you can simply drag and drop the component type from the component panel to the form builder panel. Alternatively, you can double click on the component type and it will be added at the bottom of the form content.

Remove components

Components can be removed by clicking on recycle bin button.

Rearrange components

Components can be rearranged by clicking on the top bar of the component and then by dragging and dropping them in the Form Builder Panel.

Duplicate components
Components can be duplicated by clicking on the respective icon.

Delivering a Form to Participants
Once a form has been created, at the send time it is automatically added to the form inbox, which can be accessed from the Navigation Menu and/or from the Home Menu in the app.

Form Delivery Methods

Besides the form, there are other ways to deliver the form content to participants.

Via the Navigation Menu
A form can be added to the Navigation menu using the SpotMan Menu Editor. For more information on how to add a form to the SpotMan menu, refer to the "Crafting Your Navigation Menu" tip sheet.

Via a Home Block
Home blocks can be customised to link to the form inbox or to a specific form. From the block you want to edit, you can select one of the two block types:
Forms to complete: the block will link directly to the form inbox.
Open form: the block will link to a specific form, which can be chosen from a dropdown menu.

Via a Session Page
A form can be added directly to a session page to be accessed on a per-session basis. To add a form to a session page, open up the Session View for the desired session in the Sessions module. Click the "Choose" button in the "Forms in session detail page" field and select the form from the dropdown menu. Once the corresponding form has been selected, click the "OK" button. A link to the form will now appear on the session page in-app.

Factors to Consider When Choosing a Delivery Method
When choosing a method to deliver a form to participants, it’s important to consider which method will have the highest success rate for participants completing the form. For example, if a form is being referenced directly in the presentation materials of a presenter and needs to be completed for participants to receive credit for the session, then including the form on the session page will make the most sense since that is where participants will look for content related to that session.

However, if there's no mention of a form by presenters during the event but you would still like participants to complete a form related to the entire event, delivering the form via a form message would make the most sense since it would deliver the form front-and-center to the participants' experience in-app.

Consider the action items participants would be mostly likely to follow to access the form and align that with the delivery method you use. This will ensure that the form will have a higher rate of completion than other deliver methods.

Accessing Form Results in Backstage

Once a form has been created and delivered to participants, the next step is being able work with the incoming data. To view the options available for working with form data, go to "Forms" and click on the "Results" tab, then select the option for what you would like to do with the form data.

Exporting Form Data
It is possible to export the form results from Backstage into an XLS spreadsheet. To do so click the "Export XLS" option in the form dashboard in Backstage. A pop-up menu will appear that will allow you to select which participant data to include in the export. By default the participant ID is always included.

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Once you have chosen the fields to include, Backstage will export an XLS file to your computer. Open up the XLS file to see the data from the form.

In the exported file, you will see two tabs: in the first one, you can review in details the results, while in th second one you can access the aggregated data.

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Viewing the Form Results Page

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Once participants have submitted data for the form, the results can be seen on a live dashboard page in your browser. To view the Form Results page, click the "Results" in the form dashboard in Backstage. A results page will appear showing the responses for each question.

You can present the results in a Live view, save the dashboard as a pdf or set a custom results view for further use.

Filtering Results
You can filter form results creating one or more data filters. To do so click first on "Data Filters", then on "Edit Data filters" and input here:

  • Data filter name: edit here the name of the filter.
  • Form: use this option to filter form results based on the form. Only one element can be chosen for each filter, if you need to add more, you can add another filter.
  • Contextual filters:
    • Platform: you can filter by device type (iOS, Android or web app).
    • Form content: you can filter by the form content. Only one element can be chosen for each filter, if you need to add more, you can add another filter.
  • Filter by participants: you can set here rules to include only or exclude specific participants from the form results.

You can use Form and Form Content to filter results based on how the form has been delivered. For example, the same form content can be attached to different forms, by selecting the form content you can have aggregate data for the form content; alternatively you can select the specific form used to deliver the content to view results specifically for the form.

Once the filter is set, it can be saved by clicking on "Save results view".

You can apply the filter to display filtered data by clicking on "Apply filter".

Resetting Form Results
Data submitted for a form can be cleared out at any time by clicking the "Reset" option in the toolbar or the Form Results page.

It’s important to note that once results have been reset, there is no way of retaining those results, so you must be certain you want to clear out the results before moving forward with the action. Generally, it is advisable to reset results only before sending out the form to participants, to remove all test responses.

 

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