Questionnaire Creator

The user-Defined Questionnaire Creator page is only available to organization officials. Officials can set up as many questionnaires as they like. They can be completed by any members. Questionnaires are extremely flexible; questions can be set up for answers of any type. Each question can be set as requiring a compulsory answer or can be left as optional.

Built-in Questionnaires

There are three built-in questionnaires of special status that cannot be removed, these are: Registration Questionnaire, Parental Consent Form and Reasons for Leaving Questionnaire Although the built-in questionnaires themselves cannot be removed, the questions within them are completely flexible and should be set-up by the administrators of the organization. Questions can be added, modified and cancelled on built-in questionnaires exactly like all other questionnaires.

Registration Questionnaire

- this is available to all members. The questionnaire automatically appears at the end of the registration process. Ask whatever additional information you may require from new members e.g. "How did you find our club?".

Parental Consent Form

- this is available to all members of junior age and must be completed by the parent or legal guardian. The Parental Consent Form will appear during the registration process where appropriate. It will not be available to those members above junior age.

Reasons for Leaving

- get feedback from members who have left your organization. This questionnaire is only available to former members registered on the database.

The user-defined questionnaire creator allows administrators to:

  1. Add, edit, delete or email questionnaires
  2. Add, edit or cancel questions
  3. Add, edit or cancel answer lists
  4. Send questionnaires to members by email
  5. Edit questionnaire answers for a member

1. Add, Edit or Delete Questionnaires

From the Questionnaire Management page, click "Add or Edit Questionnaires".

You will be taken to a page entitled "Create and Edit Questionnaires". All existing questionnaires appear in a table.

Add

To add a new questionnaire click the "Add New" button underneath the table; the Editor appears. Here you must enter the Name and Description for your new questionnaire. Click "Save" to add the new questionnaire to the table and hide the Editor. Click "Clear" to empty the Name and Description fields for your questionnaire. Click "Save & Edit Questions" to add the new questionnaire and immediately be taken to the Question Management Page. Click "Cancel" to hide the Editor without saving.

Edit

To edit an existing questionnaire, click "Select" in the table row of your chosen questionnaire; the Editor appears. You can now modify the Name and Description of your questionnaire. The Editor buttons are the same as above.

Delete

To delete questionnaires select the questionnaires you want in the Delete column of the table. Click the "Delete Selected" button underneath the table. Your questionnaires will be deleted and removed from the table. Note: Questionnaires cannot be deleted if they have questions attached to them (you will need to delete the questions first). Built-in forms (see above) can never be deleted.

2. Add, Edit or Cancel Questions

From the Questionnaire Management page, click "Add or Edit Questions".

You will be taken to a page entitled "Create and Edit Questions for Questionnaires".

Select Questionnaire

First select your questionnaire from the drop-down list; your existing questions appear in the table below.

Add

To add a question click the "Add New" button underneath the table; the Editor appears. Here you must enter your question details.

Question: Enter the full text of your question.

Tip:

When appropriate, always end your question with a question mark or a colon e.g. "How did you find the club?" or "Enter your Membership Number:".

Answer Type: This is very important, what kind of answer does your question require?

String:

for questions that require answers written in text e.g. Surname.

Yes/No:

for simple yes or no answers the user will need to select one of the two options.

Yes/No/Maybe:

Select one of yes, no or maybe.

Option (pick one only):

Here you must supply a list of possible answers (in the Answers page) and the user must select only one.

List (pick all that apply):

Again you must supply a list of possible answers but this time the user will be able to select as many as he likes.

Integer:

For whole number answers e.g. How many children do you have?

Date:

For questions requiring a date answer e.g. Date of Birth.

Currency:

Answers will be formatted to the local currency of the organization e.g. £9.99.

Double:

for decimal value, non-whole number answers e.g. 2.5.

"Other" field: This is available to answers of Option or List types. If selected, an "Other (please specify)" option will be added to the list of available answers. If the user selects "Other" he will be required to fill details in a text box.

Max Length of String: Use this to limit the maximum number of characters a user can enter in the text box for String or "Other" answers.

Question Requires Compulsory Answer: Check this if the question must be answered. If you do so the questionnaire cannot be submitted until all compulsory questions have been answered.

Rank: The rank of the questions determine the order in which they appear of the questionnaire. Questions are sorted by rank in ascending order before appearing on the questionnaire. Enter an integer in the box.

Tip:

Separate your ranks by ten e.g. Question 1 should be ranked "10", Question 2 ranked "20" and so on. That way if you ever wish to insert a new question between two others you will be able to find a suitable rank e.g. "15" and will not need to change the rank of all the questions in the questionnaire.

Obsolete?: If you no longer wish to include a question in the questionnaire, you can set it to obsolete. You will not be able to delete a question that has been used in the past because there will be members who have saved their answers to that question. Setting a question to obsolete just means it will no longer be asked but you will still be able to analyze answers given to that question in the past.

Tip:

For declarations where you require the user to agree with terms and conditions or a statement, write the statement in the question text. Select "Option" as the answer type and supply only one answer in your option list: "I Agree". Make your question compulsory and the questionnaire will only be accepted if the user selects the "I Agree" option.

Click "Save" to add the new question to the table and hide the Editor. Click "Clear" to empty all the fields and start again with a new question. On list or option questions, click "Save & Edit Answers" to add the new question and immediately be taken to the Answer Management Page. Click "Cancel" to hide the Editor without saving.

Edit

To edit an existing question, click "Select" in the table row of your chosen question; the Editor appears. You can now modify the details of your question. The Editor buttons are the same as above.

Delete

To delete questions select the questions you want in the Delete column of the table. Click the "Delete Selected" button underneath the table. Your questions will be deleted and removed from the table. Note: Questions cannot be deleted if they have answers attached to them (you will need to delete the answers first). If a question has been answered by a member, it cannot be deleted. Instead you should make it obsolete so that it no longer appears in the questionnaire.

3. Add, Edit or Cancel Answers

Answers need to be provided only for questions with List or Option answer types. From the Questionnaire Management page, click "Add or Edit Answer Lists ".

You will be taken to a page entitled "Create and Edit Answers for Questionnaires". All existing questionnaires appear in a drop-down list.

Select Questionnaire

First select your questionnaire from the drop-down list; your questions appear in the drop-down list below.

Select Question

Next select your question from the drop-down list; your existing answers appear in the table below.

Add

To add an answer click the "Add New" button underneath the table; the Editor appears. Here you must enter your answer text.

Example:

If your question was "How did you find the club?", one of your answers might be "Advert in local paper".

Click "Save"; your answer appears in the table.

Note: You do not need to add "Other" as an answer to your list. This will be added automatically if you specified that your question requires an "Other" option.

Edit

To edit an existing answer, click "Select" in the table row of your chosen answer; the Editor appears. You can now modify your answer or set it to obsolete for it to no longer appear in the questionnaire.

Delete

To delete answers select the answers you want in the Delete column of the table. Click the "Delete Selected" button underneath the table. Your answers will be deleted and removed from the table. Note: If an answer has been selected by a member, it cannot be deleted. Instead you should make it obsolete so that it no longer appears in the questionnaire.

4. Send Link to Questionnaires by Email

From the Questionnaire Management page, click "Add or Edit Questionnaires".

You will be taken to a page entitled "Create and Edit Questionnaires". All existing questionnaires appear in a table.

Email

To email a questionnaire to members click "Email" in the table row of your chosen questionnaire; the Send An Email page appears. Use the Send An Email features to select the recipients to whom you wish to send the questionnaire (see Send An Email details). The email subject field defaults to "Please complete this questionnaire <Questionnaire Name>"; you can change this. The email message body defaults to "Click the link to complete the questionnaire:-" and the link to your chosen questionnaire is included. You can change the email text but the link should be left alone. Once your members receive the email, all they need do is click the link, login, and they will be taken to the questionnaire page for completion.

5. Edit Questionnaire Answers for a Member

You may have some members who do not have internet access. In these cases you will need to print questionnaires for them to fill in by hand. All questionnaires have a "Printer Friendly" button. Once you have received a completed questionnaire, you will need to transfer the answers to the database ...

From the Questionnaire Management page, click "Edit Questionnaire Answers for a Member "; you will be taken to the Edit Member Details page. Select your member from the list and click "Edit Member"; you will be taken to the Administration Menu. Select "Questionnaire Details"; you will be taken to the questionnaire page for your selected member.

Can I Try Before I Buy?

Yes! There are two ways:

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A fully-functional version of myClubhouse with fictitious data for a club named Sandbox Club.

Free Trial Offer

Register your interest and then complete a Free Trial Application Form for your club. We will personally set you up with your own fully-functional copy of myClubhouse and if you have an existing membership database, we can convert it to our secure SQL Server database system for a small fee.