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Creating Surveys

Kani Peiris
  • Updated

 

Introduction

Encapto Surveys allow Wi-Fi network managers to survey users of a Wi-Fi network at logon by asking a series of questions. Surveys can be a compulsory or optional component of the logon process and can include both compulsory and optional questions.

Surveys can be assigned to one or more Campaigns (see Creating Campaigns User Guide), directly to one or more hotspots (see Configuring Hotspots User Guide), or to an Authentication Method (see Configuring Authentication Methods User Guide) so that it will only appear for users of that method.

This latter application means the survey can be used to create an alternative for end users who do not wish to use a Social media Authentication Method without sacrificing the demographic and other data available from Social media platforms.

 

Creating and Editing Surveys from List View

To create or edit a survey, first access the Survey List View by logging in to your Cloud Deck account. Then:

  1. Click Surveys under the VISITOR JOURNEYS.

    From here it is possible to view all Surveys currently available on your account, perform a variety of operations on them and create new Surveys including:

  2. Click the +New button to start creating a new Survey.

  3. Search for Survey;

    1. Enter the search text in Text field.

    2. Choose Name or Tag from the drop-down menu and click the search button.

  4. Select an existing Survey using the checkbox and:

    1. Delete the Survey; or

    2. Edit tags for the Survey (note if multiple Surveys are selected this will add tags to all selected Surveys); or

    3. Rename a Survey; or

    4. Duplicate to create a new Survey based on an existing Survey; or

    5. Assign a Survey to a Hotspot/Campaign/Authentication.

  5. Click on a non-active area of a Survey’s line item to edit the Survey (not shown).

  6. Click a link under ASSIGNED TO THESE CAMPAIGNS to select one or more campaigns to which the Survey will be assigned (See Section 0, Step 4 on for details).

  7. Click a link under ASSIGNED TO THESE AUTHENTICATION METHODS to select one or more Auth Methods to which the Survey will be assigned (See Section 0, Step 4 on for details).

  8. Click a link under ASSIGNED TO THESE SITES to select one or more Hotspots to which the Survey will be assigned (See Section 0, Step 4 on for details).

    Tip: Although it is possible to assign a Survey simultaneously to Campaigns, Hotspots, and Auth Methods, usually a survey will be added to only one other type of item.

  9. Click the Preview button to view how the survey will appear to end-users.

Create a Survey

To create or edit a Survey, click the +New button from the List View as described above and in the lightbox add basic information:

  1. Give the Survey a Name.

  2. Search and select an existing tag or press enter to create a new tag and add Notes to help you locate the Survey later (optional).

  3. Create.

On creation of the Survey you will be taken to its Assignment tab – from here you can edit the basic information entered and assign the Survey to one or more Hotspots, Campaigns, and Auth Methods.

 

 

Assign Survey to Hotspots, Campaigns, and Auth Methods

Surveys can be assigned to:

  • One or more Hotspots – the Survey will appear for all users of an assigned Hotspot before an Authentication method is selected.

  • One or more Campaigns – the Survey will appear for all users of any Hotspot on which the assigned campaign is running (according to the Campaign’s schedule).

  • One or more Authentication Methods – the Survey will appear for all users of any hotspot to which that Auth Method has been applied, after the Auth Method is selected.

Assignments can be made from the Survey List View as described in Section 2 or on the Survey’s Assignment tab. To assign from the Assignment tab:

  1. Select Assigned to these hotspots, or Assigned to these campaigns, or Assigned to these authentication methods in the ASSIGNMENTS section (not shown).

  2. This will show a list of all current assignments of the Survey to the relevant item (not shown).

  3. Click the +Assign button (not shown).

  4. Select an item from the list.

  5. Select an Asking frequency as:

    1. Always ask (not shown – will display for every user every time they login to the network);

    2. Ask once only (not shown – will display the first time a user device connects to the network only);

    3. Ask until answered once (not shown – will display for each user until that user has responded to the survey once);

    4. Ask once every and then select an asking frequency.

  6. Check the checkbox to make the survey optional (end users will be presented with a “No thanks” option and can proceed to login) or leave unchecked to make the survey a mandatory step in the login process (individual questions may still be optional as set in the survey itself).

  7. Save.

Add Survey Content

There are three types of content associated with a Survey:

  • A banner image, which will display above the survey form in the end user portal.

  • A terms document in which the terms and conditions associated with data collection can be spelt out.

  • Questions and text, which will be included in the survey.

To add or edit content in a survey:

  1. Click the Content tab. From here you can:

  2. Click the Change button in the BANNER section and add a new or previously used banner image (See Section 5.1).

  3. Remove an existing banner from the Survey.

  4. Click the Change button in TERMS DOCUMENTS section to add Terms of Use to the Survey (See Section 5.2).

  5. Remove an existing Terms Doc from the Survey.

  6. Click the +Add button in the CONTENT section to add a Question or Text Content to the Survey (See Section 5.3)

  7. Click the arrow buttons to reorder Questions and Text Content.

  8. Click any non-active area of a Question or Text Content to edit the Item.

  9. Delete an existing Text or Question Item.

Add Banner

To add or change the banner for a Survey, click the + Add button in the BANNER section and select:

  • New and follow prompts to upload a new image; or

  • Use existing and select a previously uploaded banner image.

 

Add Terms

To add or change the terms associated with a Survey, click the Change button and select an existing terms document from the list. For information on creating terms refer to the Managing Terms of Use User Guide.

 

Add Questions and Text

To add Questions and Text to a Survey, click the +Add button in the CONTENT section and select either Question or Text content.

 

Add Text content

Text content can be added to appear in a specified order within a Survey and is used to provide further context for particular questions such as prompts on answering the question and information about how the data will be used.

To add text content, click the +Add button in the CONTENT section and select Text content then:

  1. Give the Text Content a Title to help you identify it (will not appear in Survey).

  2. Write or paste text content into the text area.

  3. Style the text (and add links if required) using the buttons above the text area.

  4. Save.

 

 

 

Add Questions

Encapto Surveys are highly customisable so that network owners are able to elicit exactly the information that they require from end users. To add Questions to a Survey, click the +Add button in the CONTENT section and select Question then select the required Question type. An explanation of what each Question type entails is given in the selection lightbox:

Configuring Questions

 

Free Text Field

This Question type gives the user a text box in which they are able to enter any text. This can be either:

  • a single line (255 character) field (by default); or

  • select User enters a paragraph of text to create a text box with no character or word limit.

 

Provide an Option to Tick

This Question type allows network managers to ask a simple yes or no question and allow a checkbox response. Note that if this Question is set to compulsory, the checkbox must be checked for the end-user to proceed.

 

Dropdown Select Field

This question type enables network managers to pose questions to which a single answer, selected from a preset range, is given by the end-user. To set this type of question, select Dropdown select field as the Type and in the lightbox:

  1. Give the Question a Title (this is the text that will appear as the question to the end user).

  2. Click the +Add button – this will create a new field below.

  3. Add a selectable answer in the field.

    (repeat steps 2 and 3 as many times as desired)

  4. Reorder answers as required.

  5. Delete answers if required.

  6. Survey questions by default are compulsory. Check the checkbox to make the question optional.

  7. Save.

Provide Multiple Options to Tick

This question type enables network managers to pose questions to which multiple answers, selected from a preset range, are selected by the end user. To set this type of question select Provide multiple options to tick as the Type.

  1. Give the Question a Title (this is the text that will appear as the question to the end user).

  2. Select a minimum number of options that the end user must select, if required.

  3. Select a maximum number of options that the end user may select, if required.

  4. Click the +Add button – this will create a new field below.

  5. Add a selectable answer in the field.

    (repeat steps 4 and 5 as many times as desired)

  6. Reorder answers as required.

  7. Delete answers if required.

  8. Save.

Capture Personal Details

This question type will enable network managers to ask preset personal details questions including first name, last name, gender, date of birth and contact number. These questions come with a degree of validation which allows for consistent data (for example, names must be text characters, and date of birth requires a date to be entered). Gender and Date of Birth answers are reportable in the Dashboard and Reports modules.

To set this type of question, select Capture personal details as the question type and:

  1. Give the Question a title (for your reference only – will not appear to end users).

  2. Select which questions will be asked using the checkboxes.

  3. Use the switch to make any question compulsory (by default it is optional).

  4. Save.

Tip: To collect user demographic data for display on the Dashboard and in Reports, Gender and Date of Birth boxes must be selected.

 

 

Capture Mailing Details

This question type will enable network managers to ask preset address details. These questions come with a degree of validation which allows for consistent data (for example, a postcode must be alpha-numeric). To set this type of question, select Capture mailing details as the Type and:

  1. Give the Question a title (for your reference only – will not appear to end users).

  2. Check the boxes next to the Address fields to be captured.

  3. Use the switch to make any field compulsory (by default it’s optional).

  4. Next.

  5. Select a Country from the dropdown to add to a priority list – this will appear at the top of the list that end users select a country from.

  6. Click the +Add button to add the selected country to the priority list.

    (Repeat steps 4 and 5 as many times as desired)

  7. Reorder the priority list as required.

  8. Delete countries from the priority list if required.

  9. Save.

Capture Email

This question type will enable network managers to ask for an email address with a degree of validation. To set this type of question select Capture email as the Type.

  1. Give the Question a title (for your reference only – will not appear to end users).

  2. Select whether the user should be asked to confirm email address (i.e. enter the same address twice).

  3. Set as Optional or leave blank to make a response compulsory.

  4. Save.

 

 

Download Survey Data

Data collected by a survey can be downloaded as a CSV file from the Data tab of any Survey. To download data simply click the Data tab, enter a date range and click the Generate button.

 

Privacy

Depending on the data items collected, data collected via an Encapto survey may be considered personal information. It is highly desirable to treat this information with care and to allow end users a degree of control over its use and storage. In some jurisdictions, notably the EU, strong data protection regulations exist which mandate how personal data should be processed (for an overview of the key issues facing Encapto users providing services in the EU, see the Encapto White Paper: Encapto and the GDPR).

The Privacy tab allows network owners to control how data collected via Survey is stored and controlled and to enable end-users access to their information.

 

Enabling Data Privacy Functions on a Hotspot

Data controls are enabled on each Survey, but in order to become active, privacy functionality must first be enabled at the hotspot level. This is a simple process involving the application of a special privacy tag to the hotspots where the Survey will be used.

Tip: Each privacy tag groups together data collected, and when enabled, presents these data to end-users in an end-user portal. For this reason, a unique privacy tag should be used for each part of the network that has a common Data Controller (usually an organisation). Where Encapto is being used to provide services to multiple organisations, a separate privacy tag should be used for each.

To tag a hotspot with a privacy tag, click Networks in the Nav bar, then on a non-active area of the Hotspot to which the tag will be added, then on the Edit details button. In the lightbox:

  1. Type the name of a new privacy tag and hit enter/return (existing privacy tags will appear in the list and can also be selected here). The new tag will appear as a standard tag above the Tag field.

  2. Click the Edit icon on the new tag (a new Settings lightbox will open).

  3. Select Privacy from the Type dropdown.

  4. Add a description to the tag if desired.

  5. Save (the Settings lightbox will close, and you will be returned to the previous lightbox where the tag will appear in yellow/orange with a privacy icon next to it).

  6. Save.

When privacy functionality is enabled on a hotspot, end-users will be presented with a link as part of the authentication process, via which they can access the end-user portal to view and control information about their sessions. Users may also choose to have this link emailed to them for later access. More information on the end-user portal can be found in Section 8.4, below.

 

Terms of Use for Privacy

In addition to applying Terms of use documents to a Survey, Encapto enables network owners to apply privacy specific Terms. This enables flexibility where the purposes of data collection from a Survey may differ and where you may desire to draw special attention to data privacy related terms.

Terms of use that are assigned to a Survey will appear in the captive portal as a link to the terms document and a checkbox which must be ticked to complete the authentication process. They will be displayed adjacent to the content to which they are assigned.

Privacy terms are a special case which allow end-users to view information about how personal data will be handled. These do not include a checkbox and should be used in conjunction with a Consent (also created as a terms document – See Section 8.3, below) which explicitly sets out how data will be used and includes a checkbox.

Tip: Network owners should carefully consider whether Terms of Use should be applied at the Hotspot, Auth Method or Survey level, and whether a Privacy Terms is necessary. While we do not provide legal advice, we believe it is sensible to avoid overburdening end-users with multiple terms.

To set a Terms of Use for Privacy on a Survey, click the Change button in the TERMS OF USE FOR PRIVACY panel on the Privacy tab. Then, in the lightbox, select a Terms document, and Save.

 

Configuring a Consent Checkbox

Where data is processed on the basis that an end user has consented to certain uses of the data it is advisable to make that consent clear and transparent. Encapto enables this feature via a special type of terms document, which can be set on a Survey as a Consent. When a Consent is set on an Auth Method it appears as a piece of text with a checkbox which the end user is required to tick to complete the login process.

Tip: Consents are recorded against the data collected via the Survey. They can be used to demonstrate that the end user consented to use of their personal information in a particular way. End Users are also able to withdraw consents using the End User Privacy Portal as described below.

Consent Terms documents are created in exactly the same way as any other terms document (See the Managing Terms of Use Guide) but should be short and to the point for display in line with the Survey.

To set a Consent on a Survey, click the Change button in the CONSENT panel on the Privacy tab. Then, in the lightbox, select a Terms document, and Save.

 

End User Privacy Portal

Whenever a hotspot is tagged with a privacy tag, end users will be presented with a link at logon through which they can view, and where enabled, delete or anonymise their personal information. Where data is processed on the basis of their consent, end users may also withdraw that consent.

The end user can choose to access their information directly from the login page by clicking the link, or they can have the link emailed to themselves for later use.

 

Privacy Portal Login

The End User Privacy Portal operates on either a phone number or email address, which is used as a unique identifier to verify the end user. End users are required to request a onetime login code via that phone or email. The login code is then entered in the portal and all information related to that phone or email for hotspots with the same privacy tag is accessible.

Set Privacy on Collected Data

The PRIVACY TOOLS FOR END USERS panel allows network owners to determine the level of access end-users will have to their own data via the End User Privacy Portal, when the data will expire and what will happen to that data on expiration.

To adjust these settings, click the Change button in the PRIVACY TOOLS FOR END USERS panel and in the lightbox:

  1. Toggle the ability for end users to view information about their sessions via the End User Privacy Portal.

  2. Use the dropdown to select whether users can Anonymise or Delete their data (or leave as Disabled). Note that end users must be able to view sessions before they can manage them, so this option only appears when viewing has been enabled at Step 1.

  3. Toggle the ability for end users to withdraw any consents they have given on personal data use. Again, sessions must be viewable for this option to appear.

  4. Select Anonymise or Delete from the dropdown to automatically remove personal information after a specified period of time or leave disabled to retain data perpetually.

  5. Set a time period after which personal data will be automatically anonymised or deleted (as selected at Step 5).

  6. Save.

Tip: To anonymise data, all personally identifiable information is removed from the record and a one-way hash is performed on the MAC address of the user device. Anonymous session data remains in the system for reporting and analytics. Deleted data is completely removed from the system and will affect reporting and analytics. From an end-user perspective, there is no difference between anonymisation and deletion of data. The end user simply removes the data via the End User Privacy Portal, and it is either anonymised or deleted according to the settings chosen above.

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