Set up evaluation forms – PlusPort

Evaluation forms are used to collect feedback from participants after a training. This article explains how to create and configure evaluation forms.

Requirements

You need the Evaluation module option package.
You need administrator rights to manage (evaluation) forms. In this case, you need Form_management_evaluation_form.

Create an evaluation form

Go to Administration > Forms > Definitions.
Click Add under Form definition.
Select the Evaluation form type.
Enter the following details:

Field name Description Required

Name The name of the form. Yes

Code The code of the form. You can use this later in an import. No
Click Add.

Evaluation form settings

Reminder after # days

The number of days after the evaluation form is created before a reminder notification is sent to the participant. The reminder is sent only if the form has not been completed (status "Created" or "Started"). A value of 0 means that 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 been completed. A nightly background process checks this every day. A value of 0 means that the form does not expire automatically.

Show anonymously

When enabled, completed evaluation forms are shown anonymously. The results cannot then be traced back 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 shown in the catalogue.

Automatically delete completed forms

When enabled, completed (final), aborted and expired evaluation forms are automatically deleted after the specified number of months. A background process performs this once a day. This option is enabled by default for a new form.

Delete after (months)

The number of months after the last modification date after which the completed form is automatically deleted. This field is visible only when "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:

At completion: The form is rolled out as soon as the training receives a final status (passed/failed).
Start of last session: The form is rolled out on the start date of the last session of the course.
Number of days after last session: The form is rolled out a set number of days after the last session ends. With this option, an additional field appears for entering the number of days.

Abort for inactive employees

When enabled, open evaluation forms are automatically set to "Aborted" for employees who have become inactive. A nightly process checks whether the employee has been inactive for longer than the configured number of days and then aborts the form with an optional comment/reason.

Notification text

Form created instruction

Here you can enter text that is included in the notification sent to the participant when the evaluation form is created and automatically rolled out (manual rollout does not send notifications). You can edit this text using the rich-text editor.

Evaluation form tabs

Details

Here you set the basic form details: name, description, code and whether the form is active. You also find the evaluation-specific settings here, such as reminder after # days, expires after # days, show anonymously, include star rating, roll out at and automatic cleanup. These settings are explained above.

Stages and authorisations

An evaluation form has two default stages: Stage 1 (Start) and Final (End). You cannot add additional stages to an evaluation form. For each stage, you set which roles (employee, trainer) may read, view or edit the form. For evaluation forms, editing is always enabled for the employee, and the manager, HRM and practical supervisor roles are not available because the form belongs to a training and the user does not necessarily belong to the same organisation.

Availability

Here you set which departments have access to the form. If no department is selected, the form is available to all departments. The structure is hierarchical: selecting a parent 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 in 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 can view an analysis of completed evaluations, including the average star rating (if enabled) and the number of ratings per linked training.

Rollout and status

Here you find an overview of all rolled-out evaluation forms and their status (created, started, ready, expired, aborted). You can filter by name or status. From this screen, you can also manually roll out the form to specific users. Note that manual rollout does not send notifications.

Link a form to a training

Open the training definition.
Go to the Forms tab.
Select the desired evaluation form.
Click Save.

Note: You can link multiple forms to one training, for example an evaluation form for the participant and a separate form for the trainer.

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 saved automatically and are available through the Form results report.

Can I make the form anonymous?

Yes, when setting up the form, you can specify whether it may be completed anonymously.

Field name	Description	Required
Name	The name of the form.	Yes
Code	The code of the form. You can use this later in an import.	No