Evaluation forms are used to collect feedback from participants after a training session. This article explains how to create and configure evaluation forms.
Requirements
- You need the Evaluation Module option package.
- You need administrative rights to manage (evaluation) forms. In this case, Form_admin_evaluation_form.
Creating an Evaluation Form
- Go to Admin > Forms > Definitions.
- Click on Add Form Definition.
- Select the type Evaluation Form.
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Fill in the following details:
Field Name Description Required Name The name of the form. Yes Code Code of the form. This can be used later in an import. No - Click Add.
Evaluation Form Settings
Reminder after # days
The number of days after creating the evaluation form after which a reminder notification is sent to the participant. The reminder is only sent if the form has not yet been completed (status "Created" or "Started"). If set to 0, no reminder is sent.
Expires after # days
The number of days after creation after which the evaluation form is automatically set to "Expired" if it has not yet been completed. A nightly background process checks this daily. If set to 0, the form does not expire automatically.
Show anonymously
When enabled, completed evaluation forms are shown anonymously. The results are then not traceable to individual participants.
Include star rating
When enabled, a star rating (1-5 stars) appears at the top of the evaluation form allowing the participant to rate the training. The average rating can then be displayed in the catalogue.
Automatically delete completed forms
When enabled, completed (final), discontinued, and expired evaluation forms are automatically deleted after the specified number of months. This is performed once daily by a background process. For a new form, this option is enabled by default.
Delete after (months)
The number of months after the last modification date after which the completed form is automatically deleted. This field is only visible if "Automatically delete completed forms" is enabled. The value must be greater than 0.
Roll out at (required)
Determines when the evaluation form is automatically created and sent to the participant. There are three options:
Upon completion: The form is rolled out immediately once the training receives a final status (passed/failed).
Start last training session: The form is rolled out on the start date of the last session (part of the day) of the execution.
Number of days after last training session: The form is rolled out a set number of days after the end of the last session. With this option, an additional field appears to enter the number of days.
Discontinue for inactive employees
When enabled, open evaluation forms are automatically set to "Discontinue" for employees who have become inactive. A nightly process checks whether the employee has been inactive for longer than the set number of days and then aborts the form with an optional comment/reason.
Notification Text
Form created instruction
Here you can enter a text that is included in the notification the participant receives when the evaluation form is created/rolled out. This text can be edited via the rich-text editor.
Evaluation Form Tabs
Data
Here you set the basic details of the form: name, description, code, and whether the form is active. Additionally, you will find evaluation-specific settings such as reminder after # days, expires after # days, show anonymously, include star rating, roll out at, and automatic cleanup (these have been explained earlier).
Stages and authorisations
An evaluation form has two standard phases: Phase 1 (Start) and Final (End). You cannot add extra phases to an evaluation form. For each phase, you specify which roles (employee, instructor) may read, view, or edit the form. For evaluation forms, "edit" is always enabled for the employee, and the roles manager, HRM, and practical supervisor are not available (because the form belongs to a training and the user does not necessarily have to belong to the same organisation).
Categories
Here you create the content structure of the form. A category is a group of questions/fields. For each category, you add free fields (open questions, multiple-choice questions, scale questions, star ratings, etc.). For evaluation forms, you can only use free fields — job evaluation and knowledge & skills are not available. For each field, you set the phase, width, and order.
Available
Here you specify which departments have access to the form. If nothing is checked, the form is available to all departments. The structure is hierarchical: a check on a main department also applies to all underlying departments.
Trainings
Here you link the evaluation form to one or more training definitions. The form is then automatically rolled out to participants of those trainings, based on the "Roll out at" setting on the Details tab. You can link the same evaluation form to multiple trainings.
Analysis
This tab is exclusive to evaluation forms. Here you see an analysis of the completed evaluations, including the average star rating (if enabled) and the number of ratings per linked training.
Forms and status
Here you find an overview of all rolled-out evaluation forms with their status (created, started, completed, expired, discontinued). You can filter by name or status. From this screen, you can also manually roll out the form to specific users — note: no notifications are sent when rolling out manually.
Linking a Form to a Training
- Open the training definition.
- Go to the Forms tab.
- Select the desired evaluation form.
- Click Save.
Tip: You can link multiple forms to one training, for example, an evaluation form for the participant and a separate form for the instructor.
Frequently Asked Questions
Can I reuse an evaluation form for multiple trainings?
Yes, you can link the same form to multiple trainings.
Are results collected automatically?
Yes, completed evaluation forms are automatically saved and available via the Forms Result report.
Can I make the form anonymous?
Yes, when setting up the form, you can specify whether it may be completed anonymously.