The Surveys module makes it easy to collect feedback across your locations. You can create surveys, distribute them by location or role, and track responses.
📌 Note: Access to Surveys is controlled through Role Management. You'll need the appropriate permissions to create, distribute, or view surveys.
Roles and permissions
Access to Surveys can be configured per role under the System Admin or End User tabs.
Click Admin in the main menu.
Click Security
Click Role Management.
Next, select the required permissions from the System Admin and End User tabs. Available are as below;
System Admin
ViewSurvey: Admins can view the surveys dashboard and completed responses.
ViewCreateEditFinalizeSurvey: Admins can view, create, edit, finalise, and update survey templates.
ViewCreateEditFinalizeArchiveSurvey: Full access, including the ability to archive surveys.
End User
ViewSurveys: See the surveys dashboard and view completed responses.
ViewDistributeSurveys: Everything in View, plus sending surveys.
ViewDistributeEditCloseSurveys: Everything in Distribute, plus edit active surveys and close them.
Create a survey
All surveys are created in the Admin area using the drag-and-drop Survey Builder. The builder gives you access to a library of question types and customisation options.
From the main navigation menu, click Admin, then click Survey Management.
Click Add template. A new blank survey canvas will appear.
Give your survey a name and a description.
Add questions by dragging question types from the left panel onto your canvas. Available question types include;
Single Choice
Multiple Choice
Rating Scale
Text Response
Date Picker
Number
Matrix
Dropdown
Click on each question to customise it. You can;
Edit the question text.
Mark questions as required or optional.
Define choices.
Add help text or descriptions.
Set validation rules. For example: minimum and maximum values for ratings.
Configure conditional logic to show or hide questions based on previous answers.
Arrange questions by dragging them up or down on the canvas. Questions will be presented to respondents in the order they appear on your canvas.
Click Preview to see what respondents will see when they complete your survey.
Click Save to Draft to save your progress. When you're ready to send, click Finalise. The survey is saved as a template and is ready for distribution.
Distribute a survey
Once you've created a survey, you can get it to the right people using the Survey Distribution page. You can target all staff at a specific location, everyone in a particular role, specific individuals, or external stakeholders such as family members.
Surveys sent by Location, Role, or Individual will only go to team members who have an email address recorded against their profile in the system. Alternatively, surveys can be shared via a shareable link, allowing responses to be collected from anyone, including those outside of your organisation.
From the main navigation menu, click Surveys.
Click Distribute Survey.
Select the survey to be distributed.
Choose your distribution method by selecting one of the four options;
Location: Will be sent to all team members at specific locations. Select the locations that should receive the survey. This is ideal for facility-specific assessments, location satisfaction surveys, or gathering feedback about site-specific issues.
Role: Targets everyone in specific job roles. Select each role that should receive the survey. The preview shows how many people hold these roles across all your locations. Use this method for role-specific training feedback, job satisfaction surveys, or gathering input from specific professional groups.
Individual: Lets you hand-pick specific team members to receive your survey. Use the search box to find and select specific people. You can search by name or filter by location.
External Email: Sends surveys to people who don't have Access Care Compliance accounts, such as family members, contractors, or external auditors. Enter email addresses in the text box. These recipients will receive the survey via email and can complete it without logging into Access Care Compliance. Their responses can be captured anonymously unless you include identifying questions in your survey.
Review the distribution preview, which shows how many people will receive your survey invitation. The system automatically handles deduplication, so if someone fits multiple criteria, they'll only receive one invitation.
Scroll down to the Email Settings section to customise your email invitation. You can:
Edit the email subject line. The default is You've been invited to complete: [Survey Name].
Customise the email body text to explain the survey's purpose and encourage participation.
The system will include the survey link and estimated completion time.
Set your survey schedule by selecting start and end dates. The survey will automatically open at the start date and time and close at the end date and time. If you want the survey to be available immediately, leave the start date as today's date.
Click Distribute Survey. Your survey invitations will be sent at the scheduled start time, or immediately if no future date is set. You'll return to the Survey Distribution Dashboard where you can begin tracking completion rates.
Share via link
Every survey can also be shared via a public link. This is useful for posting in staff rooms, including in newsletters, or sharing during team meetings.
Select your access control settings using the dropdown menu in the link settings:
Anyone with the link: No login required. Responses are anonymous.
One response per device: The link expires after one completion, which is useful for preventing duplicate responses.
Require email address before starting: Requires respondents to provide their email when accessing the link.
Copy the shareable link and distribute it to recipients through any channel of your choice, such as an external email tool, messaging platform, or another system outside of Access Care Compliance.
Monitor survey progress
The Survey Distribution Dashboard gives you a view of all survey activity across your organisation. From this single view, you can see every survey you've created, track which ones are currently active, and monitor completion rates.
The dashboard shows:
Survey details: Survey name, description preview, and created date.
Status: The current state of a survey:
Published: Green badge shows the survey is currently open.
Closed: Red badge shows survey has reached its end date or has been manually closed.
Completion statistics: Two key numbers for each survey:
Completed – Number of people who have submitted responses.
Invited – Total number of people who received invitations.
These appear as a fraction (for example, '45/120') with a percentage completion rate.
Valid until: The end date of the survey.
Progress bar: A visual indicator showing completion percentage.
Action buttons: The three-dot menu on each row gives you quick access to:
View Responses.
Edit Survey.
Close Distribution.
You'll find filter options at the top of the dashboard to help you focus on specific surveys. Filter by status or use the search box to find surveys by name.
View and analyse responses
Once responses start coming in, the Surveys module gives you tools to review individual submissions, analyse trends, and export data for reporting.
Go to the Surveys dashboard from the main navigation menu.
Click the action button of the survey whose responses you want to view, then click View Responses. This opens the Response Overview page.
Review the key metrics displayed at the top of the page:
Total Responses – Number of completed submissions.
Completion Rate – Percentage of invited recipients who completed the survey.
Average Completion Time – How long it typically takes respondents to finish.
Not Started – Number of pending responses.
Scroll down to the response table, which lists all individual submissions. Each row shows:
Respondent name if not anonymous.
Role, if not anonymous.
Location, if not anonymous.
Submission date and time.
Status.
View Details.
Click View Details on any row to view that individual's complete response. You'll see all their answers displayed with question text and responses clearly labelled.
Use the Next Response or Previous Response arrows to navigate between individual responses.
Click Back to All Responses to return to the overview.
Export response data
From the Response Overview page, click Export, then select your export format: CSV, PDF, or Excel.
To export a single response, open the individual response detail view and click Export as PDF. You can choose to download as a PDF or print directly from your browser.
Advanced: JSON editor
The survey builder includes a JSON editor for users who prefer to define their survey structure directly in code rather than using the drag-and-drop designer.
To access it, click the { } tab in the toolbar at the bottom of the survey builder. You can paste a valid JSON configuration to instantly populate your survey with questions, logic, and settings.
You might use the JSON editor when building complex conditional logic, migrating an existing survey structure, or replicating a template quickly across multiple surveys. Any changes made in the JSON editor are immediately reflected in the visual designer, and vice versa.
The JSON must conform to the SurveyJS schema. Invalid JSON will prevent the survey from saving correctly. Question names defined in your JSON are used in reporting, so ensure they are unique and descriptive before finalising. If you're new to SurveyJS, the SurveyJS documentation is a useful reference for understanding the supported schema.