[Video Walkthrough] All about Questionnaires

INTRO: QUESTIONNAIRE?  IS THAT FRENCH? :)

Questionnaires can be used any time you would like to gather information about your Clients, their Events, associated Vendors, or really any information you want!  There are lots of fields you can use to gather information and even smart fields that will update your Client’s information automatically!

Just as it is with so many of the amazing automated features available through Pixifi, you will want to take the time to build Questionnaire Templates AND Questionnaire-Type E-Mail Templates for when you send your Questionnaires out so that you aren’t doing all of that work each time!  

BUILDING A QUESTIONNAIRE TEMPLATE (00:49)

Each Questionnaire Template allows you to add lots of different types of question fields such as simple text, multiple choice, toggle yes/no, date & time fields, etc and there are even smart fields such as Name, Address, Location, Vendors, File Upload, etc that will update the Client’s records.  

So, to create one of these amazing Questionnaires, go to Templates and Questionnaires, then select the Questionnaire Templates tab where you can either choose one of our pre-made Templates from our Questionnaire wizard or create a new one from scratch by selecting [+ Create New]; let’s create one together:  

I’m going to name this Questionnaire “Test" and hit save.  Next we click this [+ Add Question] button, as we will for each new question.  Now all the possible field types will show up in a pop-up window; I’m going to select Multiple Choice for my first type.  In this first field box, i’ll write out my question and you’ll see below there is even a place where you can select the way your multiple choice question displays, either [√ Check Boxes] which allow for multiple selections, radio buttons which only allow a single selection, or combo boxes which also only allow a single selection.  Then at the bottom you enter the values you want them to choose from by clicking on the [+ Add Answer] button to continue adding choices.  Now that we’ve added that question we can see a preview of what it will look like and if we don’t like the order of the choices as they’re displayed we can click on these little gray dots to drag and drop your selections into a new order (once you hit [√ Save]!!!).

Next, let’s add a question using one of the special fields; I’m going to ask the bride for their Ceremony Location here and check these fields as required except for time and notes which I will actually hide and fill out later.  I’ll show you in a minute, but the location input they enter here will show up under that Event’s locations tab.  The next thing I want to show you is how to link up a Client’s personal information to the values for an input field on your Questionnaire.  Let’s say this Client casually mentioned through text messages to you that she was excited about changing her E-Mail address to include her new married name.  You might include a question like this on your next Questionnaire to go out to that couple.  I’m going to Add a new question and select “Text Input" as my field type and ask her “what’s your new E-Mail address?"  If I did nothing else, it would just keep this information stored within the Questionnaire and if I wanted to update their profile I’d have to copy and paste her information into her Client record.  This is easy enough to do, but why waste all that time when we can let her do the work for us!??  So I’m going to require this question be answered and I’m going to search these Auto Update Data Fields to find “E-Mail Address."  Once I hit [√ Save], whatever information she inputs into this text field will automatically update her Client record!  

There are so many possibilities for fields to add here but one more really cool thing we will add real quick here at the end is going to ask Jane for some information about her florist.  You’ll see how awesome this is in a moment!  

Now let’s show you some of this in action!

So you’ll see in our Client record for Jane Doe, when she initially contacted us, her E-Mail address was “jane_doe@gmail.com" and if we skip over to her Locations tab in her Event, you can see there is nothing there.  So now, let’s [+ Create New Questionnaire from Template] and select our newly created Template to be applied to our friend Jane here.  The process of E-Mailing this Questionnaire to her should feel pretty familiar to you at this point, but the one {variable} to make sure you include in this E-Mail Template when you create it is the link for the Questionnaire which appears as {Questionnaire_url}.  I’m going to choose jane_doe@gmail.com in the recipient's field and select the E-Mail Template I want to use to send the Questionnaire to her from my list of available Questionnaire-type E-Mail Templates, which will auto-populate the subject line for me because I saved it that way in the Template E-Mail.  Now we click on [Send Questionnaire] and it will create Jane’s Questionnaire from our Questionnaire Template and save it to the Event we are on.  

Jane received an E-Mail that our studio has requested some information from her, prompting her to fill out our quick Questionnaire.  She selects her favorite color as blue, and begins filling in the first few characters of her florist’s information and BOOM!  A drop down list appears and she is able to select her florist from a listing that you already have in the system!  A little box will pop up to alert Jane that we could fill in the rest of the information for her if she wants because we have worked with her Vendor before!  Something this small and insignificant can make your business appear that much more reputable AND it saves your Client time which enhances the enjoyability factor of their experience!  Another bonus is that you won’t have duplicate entries for the same Vendor information you already have and when it auto-fills, there is also less room for user error!  You will be much more likely to end up with the correct contact information for those Vendors!  Next Jane is going to fill out her new married E-Mail for us, and just for the sake of this sample, she’s also going to fill out her ceremony location.  Let’s go check out the results on our side of Pixifi!

First, you’ll see in her contact information, her E-Mail address has updated to jane_adeer@gmail.com.  Next let’s check out her Event where we will see that a location has been added to her locations tab and her florist has been added under the Vendor list associated with that Event!  And now you have witnessed just a tiny taste of the incredible power of smart fields!  

Now that you’ve learned how to create Questionnaires, Questionnaire Templates, and how to send them, you can use the same skills you’ve acquired to apply Questionnaires to Leads, Clients, and Projects too!

CLOSING REMARKS (06:43)

Class dismissed!  Thank you for taking the time to learn all about QUESTIONNAIRES.  Now that you’ve learned how to create Questionnaires, build Questionnaire Templates, and send them, you can use the same skills you’ve acquired to apply Questionnaires to Leads, Clients, and Projects too!  

There is no extra credit for this section so head on over to your LAST CLASS as a Sophomore at Pixifi Academy!