Additional Questions in Events
Overview
Questions is a feature of the Compass Events module when online consent/payment is in use. It allows schools to ask parents additional Questions pertaining to Attendees and/or parent volunteers of excursions, camps and incursions.
Event Administrators can set up a bank of questions ready for staff to access when creating and submitting an Event for approval.
For further information on parent volunteers for events, please refer to the 'Event Parent Volunteers' article from our Knowledge Base.
Permissions
To set up the bank of questions, staff need the EventsAdmin permission. If you do not currently have this permission, please speak with your school’s Compass Sponsor or school technician. Please refer to the Permissions Knowledge Base article for further details.
Staff making Event applications will be able to access the bank of questions and/or add their own questions within the individual event.
Adding Questions to an Event
When you are creating an Event for Approval, you will see a 'Questions' tab.
On this tab, you have the option to choose ‘Add from Question Bank’.
When you click this, you can tick the box/boxes to select any Questions from the Bank that you need to add to this individual Event.
Click ‘Add’ to bring them into this individual Event.
You will also have the option of creating a Question directly within this Event.
Please note it will only be retained in this specific event, it will not be part of the Question bank for ongoing use.
We would recommend you contact your school’s Event administrator to request that your needed Question be first added to the school's Question Bank for you to access rather than setting it up yourself within the specific Event if the Activity is likely to be needed in future events.
Type the Question in the 'Question' field. If you have additional information regarding the Question you can add it to the 'Description' field i.e. if the Question is 'Which sandwich would your child select for lunch', the Description might be 'Please contact the office if your child has any special dietary needs'.
Select the 'Target' audience for the question.
| Attendee | The question will be included as part of the Attendee consent process. |
| Volunteer | The question will be included as part of the Volunteer invitation process. |
| All | The question will be included for Attendees in the attendee consent process and also for volunteers in the volunteer invitation process. |
Select the Answer Mode from the list of options in the drop-down.
| Text | Selecting Text for the Answer Mode will allow a free text field for the response. |
| Multiple Choice | Multiple Choice allows you to add a range of possible answers that respondents can choose one of. |
| Check Box | This allows you to add a range of possible options that respondents can select on or more of by ticking the applicable boxes. |
| Drop Down List | This allows you to create a drop-down list response with a range of options for respondents to choose one for. |
| Date | Adds a date picker field for the response. |
Tick the 'Mandatory' box if you want to require the Question to be answered by respondents before consent/payment/volunteer acceptance for the event can be finalised.
Click 'Add'.
The Question will be listed for your event.
Once you have submitted the event for approval, staff in the event’s approval chain can review the included Questions.
Questions on Printed Consent Forms
Questions added to an event will print on paper consent forms.
Please note, the events can be set when created to only include Mandatory questions on the consent form. If this option is not enabled, all questions pertaining to the event will print on the paper consent forms.
When paper consent forms are returned, when they are scanned, the questions will display and the staff member can then enter the corresponding responses from the paper form. This will update the Question section of the event with each attendees responses.
Adding to the Question Bank
To set up a range of Questions to form a Question Bank for staff, go to the Organisation menu (grid icon) and choose ‘Events’
Click on to the 'Administration' tab. There will be a sub-tab called 'Question Bank' that you need to click on.
From here you can add a new question to the Question Bank by clicking the ‘Add Question’ option.
Please note we recommend that schools guide staff to have regularly used Questions set up firstly in the Bank rather than individually within an Event. This avoids a lot of repeated data entry and maintains a consistent approach to the information required.
Type your question in the 'Question' field.
If you have additional information in relation to the question for the respondent to reference, you can type this in the 'Description' field.
Select the 'Target' audience for the question.
| Attendee | When added to an event, the question will be included as part of the Attendee consent process. |
| Volunteer | When added to an event, the question will be included as part of the Volunteer invitation process. |
| All | When added to an event, the question will be included for Attendees in the attendee consent process and also for volunteers in the volunteer invitation process. |
Select the Answer Mode from the list of options in the drop-down.
| Text | Selecting Text for the Answer Mode will allow a free text field for the response. |
| Multiple Choice | Multiple Choice allows you to add a range of possible answers that respondents can choose one of. |
| Check Box | This allows you to add a range of possible options that respondents can select on or more of by ticking the applicable boxes. |
| Drop Down List | This allows you to create a drop-down list response with a range of options for respondents to choose one for. |
| Date | Adds a date picker field for the response. |
If you selected 'Check Box', 'Drop-Down List' or 'Multiple Choice' for the answer mode, you will need to use the 'Add Option' button to create your check box responses, drop-down list options or multiple choice responses. Continue to click 'Add Option' until all your possible answers are entered.
You can use the edit pencil icon to edit an option or click the red cross icon to delete an option.
When all options are added, click 'Add' to add this Question to the school's Question Bank.
Editing/Deleting Questions in the Bank
To edit a Question, click the associated edit pencil icon. Make your edits and then click 'Update' to save the changes.
To delete an Question from the Bank, select the Question (or Questions to remove multiple at once) and then click 'Remove Selected'.
Please Note: Deleting or editing Questions within the Question Bank will not affect past or existing Events that referenced these items. Any changes in the Question Bank will only take affect on new Events created from that point on.
Accessing Question Responses
Staff can access the response to Questions for their event by going into the event and clicking on the Questions tab.
Clicking the 'Export Answers' give the option to export answers to 'All Questions' or a specific selection of Questions.
For 'Selected Questions', select the Questions first from the list and then choose the 'Selected Questions' export option. Choose the target audience the questions you want to export pertain to.
The csv file will download to your device.
Staff can also access answers to Questions in the Event Handbook.
Attendee responses will be listed under each student.
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