Qualtrics - Distributions
Qualtrics is a simple to use web-based survey tool to conduct survey research, evaluations and other data collection activities. Anyone can use this research suite to build surveys, send surveys and analyze responses.
NOTE:
If you experience issues with Qualtrics, you may refer to the additional documentation or contact the ITS help desk at 909-621-8061 or servicedesk@pomona.edu.
Getting Started
- After logging in to Qualtrics, use the three-line icon in the upper left-hand corner to click on 'Projects.'
- Find the survey you are interested in.
- Select the survey you just activated by clicking on its title.
- Click on 'Distributions' towards the top.
Distribution Summary
The 'Distribution Summary' tab will show you, in real time, all of the responses that have been collected. Responses are broken down by channel with an interactive graph and table displaying response trends.
Pause Response Collection
Towards the top of the 'Distributions' page, there is a 'Pause response collection' button.
- Click on 'Pause response collection'
- When prompted choose what you want to do with the survey sessions that are currently running. You can stop them and record them as partial data or allow them to finish.
- When ready, select 'Pause response collection' to confirm your choice
Email Distribution
The 'Emails' tab on the left-hand side will allow you distribute your survey via email.
- Click on the 'Emails' tab on the left had side
- Click on 'Compose Email'
- Enter the appropriate information. This includes selecting who you want to send a custom survey invitation to; you can choose to create a new contact list using your own email system or you can select from any contacts you may have in your library. If you choose the Qualtrics mailer method, unique individual links that record identifying respondent information are sent to the members on your contact list. Otherwise, if you use your own mail system others will generally be sent reusable anonymous links.
- Users will also input 'from' and 'when' information; the default is to send your message in one hour. From there, input a subject and message to go along with your survey link.
- When ready, 'Send Now' in the lower right-hand side.
Personal Links
The 'Personal links' tab on the left-hand side will allow you to send individual links that record identifying respondent information to others not on your contact list.
- Click on the 'Personal links' tab
- Select 'Generate Links'
- Select who you want to send the survey to by using the drop-down menu. You can choose to add a new contact list or simply use contact from a library if that applies. If you were hoping to use this tab to send individual links to others not on your contact list, select 'New Contact List' and input the appropriate information.
- Next select when you want the link to expire from the drop-down menu provided. By default, links are valid for 60 days.
- When ready, click on 'Generate Links'
At this point, a spreadsheet will be downloaded to your computer. This spreadsheet will include the names of your contacts, their email addresses, and their personal links.
You can also manage personal links from the 'Personal links' tab once you have actually used this option at least once. The information that displayed afterwards is essentially what is on the spreadsheet. Further, when you click the gear icon next to a 'link', you are given the option to download the links again or delete the links so that they can no longer be used to collect survey responses.
Anonymous Link
The 'Anonymous link' tab on the left-hand side provides a reusable link that can be pasted into emails or onto a website. However, if you use this option, you will not be able to track identifying information of respondents. Further, there is no limit to how many times a respondent can use the anonymous link. If desired, you can click on the link or directly copy it.
Social Media
The 'Social Media' tab on the left-hand side allows you to distribute your survey to social media platforms. You can select from Twitter, Facebook, Reddit and Pinterest. You may need to log in to your social media platform account after selecting the platform you want to post your survey to.
Offline App
The 'Offline App' tab on the left-hand side allows you to gather data on mobile devices without an internet connection. This is ideal for use in the field and anywhere your team interact with customers. However currently this option is not available; users will see that this page instructs them to 'contact your sale representative for more information.'
QR code
The 'QR code' tab on the left-hand side provides a matrix barcode that can be printed or scanned from an online graphic in a PNG image format. Your survey's QR code is linked to an anonymous link so when the code is scanned, respondents will be directed to your survey. However you will be unable to track information that identifies your respondents.
- Select 'Download QR Code'
- From here you can print off the barcode that appears or send the file to others.
Downloads
The 'Downloads' tab on the left-hand side will show any distributions you recently downloaded. The tab will store up to 25 downloaded distributions for up to 7 days.