Automate Attendee Survey for WordCamp

[devinmaeztri]

The current WordCamp Attendee Survey is not automated, and it is not mandatory for the organizing team to send it to attendees. As the Community Team works to improve the WordPress Community Events Program, we want to track attendee satisfaction data.

At the moment, the attendee survey is automated only for WordPress Events for which we can find the date on the WordCamp dashboard. Therefore, we need your help to automate the attendee survey for WordCamp, so that we can track attendee satisfaction across all events.

[devinmaeztri]

Here is the updated email.

Hi [NAME],

[WORDPRESS EVENT NAME] is over, thank you to everyone who joined us!

As a community-led event, feedback is important to us. It helps us improve our events and to keep providing high-quality content.

Please take a moment to answer our and help us to do amazing WordPress events! (If you can't open the link, copy and paste the following URL) [LINK TO THE SURVEY].

Please complete the survey by [DATE].

Please also note that all responses will be kept confidential, and we will not share your personal information with any third parties.

Thank you in advance, we appreciate your time!

Best regards, Organizing Team, [WORDPRESS EVENT NAME]

[ciudadanoB]

Hi @devinmaeztri, are these emails and the survey content translatable? If so, it's important that mentors know how so we can maximize the amount of answers to the survey (I know many Spanish people won't fill it if everything is in English). Also, is it possible to add extra questions that apply to a specific event? (maybe questions about Contributor Day, about preferred talks or formats or catering…)

[dorsvenabili]

Answering your questions, @ciudadanoB:

are these emails and the survey content translatable? If so, it's important that mentors know-how so we can maximize the amount of answers to the survey (I know many Spanish people won't fill it if everything is in English)

We want to make these surveys translatable in a mid future, but as that project will take longer, I think it's good to move forward with sending automatically after-event surveys in English better than nothing.

Some context:

• Right now, we ask organizers to send manually an email to all attendees to answer an after-event survey, but as this process is manual, many organizers end up not sending the email.
• Letting organizers edit the survey makes it very difficult to analyze attendees' satisfaction across all WP Events and WordCamps because all questions are different, we need to keep a standardized survey for all events as in other industries to be able to analyze our trends, pain points, things to improve, etc.

@devinmaeztri do we have a Github issue to review and improve the current questions of the survey? If so, could you share it here, please? That way, anyone can share their feedback to improve the questions for ALL types of WP Events/WordCamps.

Thank you both!

[ciudadanoB]

Thanks for the context @dorsvenabili!

I think it should follow the same logic as the Camptix ticket form. There are some questions that are mandatory and organizers can't edit/delete them (first time attending? allergies? accessibility needs? code of conduct?) but we can translate them through GlotPress via Meta > WordCamp.org project. Those would be the ones we want to gather as a global project to monitor the health of the events.

But also (as in the tickets), organizers can add their own questions so they get the info that will help them to craft better events in the future. If we lose that (or if we make attendees answer two different surveys) they won't like it, for sure.

Probably it's not that 'easy' because it's a different kind of form / data structure / whatever, but let's hope we can get a solution in the future. Thanks!

[devinmaeztri]

Thanks, @ciudadanoB and @dorsvenabili! No, we don't have a ticket for it. I can create it now.

[dorsvenabili]

I think it should follow the same logic as the Camptix ticket form. There are some questions that are mandatory and organizers can't edit/delete them (first time attending? allergies? accessibility needs? code of conduct?) but we can translate them through GlotPress via Meta > WordCamp.org project. Those would be the ones we want to gather as a global project to monitor the health of the events.

But also (as in the tickets), organizers can add their own questions so they get the info that will help them to craft better events in the future. If we lose that (or if we make attendees answer two different surveys) they won't like it, for sure.

Please leave this feedback in the correspondent Github issue for future reference, your input is very important for doing this improvement as better as possible. Thanks @ciudadanoB! :)

Thanks @devinmaeztri for creating the Github issue to review the survey questions!

[malgrauk]

Just a quick thought, I like the idea of automating this to increase responses, however as we've sent one recently to 2.7k WCEU attendees which had specific questions about the event (e.g. food, talks, logistics etc) - I'm worried if this was automated we would duplicate surveys/emails (and then reduce people filling these in) but also miss out on some of the detail we try and capture locally for the event to improve in future years.

If automated, the additional surveys we sent specifically to Attendees, Sponsors, Organisers, etc - 'I've already completed a survey' might be the response as they're duplicating replies (?)

Also: is there a way for the organisers of events to access the responses if the automated survey was sent (i.e. a dashboard of responses or csv export to analyse)?

[dorsvenabili]

Very good points, @malgrauk! The idea is that we can create a standard survey for all types of events to just sent one to attendees. Could you share your input on this ticket, please? It'd be very useful as well if you could add a link to the current WCEU survey to check them and see which ones we could include in our standard one: https://github.com/WordPress/wordcamp.org/issues/1345

Thank you! :)

[malgrauk]

Totally understand the idea behind this - just worried that if they go to /feedback in wp-admin, there's no way to analyse these easily as Jetpack forms don't currently allow for this, especially on the multisite system.

We've 555 responses so far to our survey for WCEU (approx. 21% response rate) and as this is within CrowdSignal, we can quickly analyse the responses, which if they are individual email messages we wouldn't be able to do this on the same scale. Also, we'll receive an email from each submission which will fill our mailbox(!)

For WCEU, this year we have had separate surveys for:

• Attendees (all ticket holders)
• Organisers (to gain their feedback)
• Sponsors (again, feedback gathering on their sponsor experience with our team and event)
• Volunteers (due to be sent shortly)

Everyone gets the attendee one, and then specifically may get one of the others depending on their situation. In some cases, one community member that I know is a volunteer, sponsor and attendee so will already have 3 emails in their mailbox from our team (although with different questions about different items) but a generic survey would be another email and clash with our main attendee survey - therefore I'd be worried about implementing this for flagships and would be better if they can be opted out of these at this current stage.

When the survey closes this month, we'll be providing a post to discuss the responses and how we're looking at improving next year, and therefore happy to share the anonymous data for the main survey points if this helps.

Also +1 for the translation. Organiser is the correct British English spelling 😆

[dorsvenabili]

Thanks for the feedback, @malgrauk! I've continued the conversation about the content of the survey here: https://github.com/WordPress/wordcamp.org/issues/1345