Introduction
Course-level surveys enable catalog admins and course admins to collect feedback directly within individual courses.
Admins can configure when learners receive surveys, choose whether responses are anonymous, and make surveys available for use in other courses or catalogs.
Course-level surveys use the same rich-text editor and many of the same question types as Learn365 quizzes.
This article explains how to create, configure, share, and manage course-level surveys.
Course-level surveys and global surveys
Learn365 supports two types of survey:
- Course-level surveys: created in the Content section of the course configuration panel. Each survey is tied to a specific course context and can optionally be shared to other courses or catalogs.
- Global surveys: created by LMS admins in the Learn365 Admin Center > All catalogs > Learning configuration > Surveys. When the Enable global surveys toggle is turned on in a course's settings, all published global surveys are linked to that course.
Course-level surveys aren't shown in the global surveys area, and global surveys aren't shown in the course-level survey builder or assignment panel.
Access and permissions
Catalog admins can create, edit, manage, report on, and delete all course-level surveys they have access to. Course admins can create, edit, and manage surveys on courses where they have admin access, including surveys that were created in another course and assigned to their course. Learners can complete surveys based on the trigger configured by the admin.
To access course-level surveys as a catalog or course admin, open a course in the Learn365 Admin Center and go to the Content section. From here, you can create a new survey or assign an existing shared survey to the course.
To manage all course-level surveys across the catalog from a single view, go to the Learn365 Admin Center > select a catalog > Content > Course-level surveys.
Manage course-level surveys
Required role: Catalog admin.
The Course-level surveys page provides a consolidated view of the surveys you can access. To open it, go to the Learn365 Admin Center > select a catalog > Content > Course-level surveys.
- Title. The name of the survey.
- Trigger. When the survey becomes available to learners.
- Collect learner identity. Whether learner's identity is recorded during survey completion.
- Originating course. The original course where the survey was created.
- Assignment count. The number of courses where the survey is assigned.
- Response count. The total number of collected responses from the survey.
You can:
- Search for surveys by name.
- Sort the survey list by selecting any column.
- Edit surveys.
- Delete surveys permanently.
NOTE
Global surveys are not shown in the Course-level surveys section. They remain in Global Settings > Surveys.
Create a course-level survey
To create a course-level survey:
1. Open the Content page of a course:
- To create a survey while creating a new course, go to the Learn365 Admin Center > select a catalog > Training Management > Create training > Content.
- To add a survey to an existing course, go to the Content section of the course configuration panel.
2. On the top navigation bar, select + Add survey. The Surveys panel opens on the Surveys tab.
3. Select Create Survey. The survey builder opens on the Questions tab.
4. Add questions on the Questions tab.
5. Configure the survey settings on the Settings tab.
6. Select Create to save and continue editing, Create and close to save and return, or Discard to cancel.
Once a survey is created, it's displayed in the course content list with the type Survey.
Add questions
On the Questions tab, you can create questions using the same rich-text editor as the quiz builder. Unlike quizzes, surveys collect feedback rather than assess knowledge, so they don't support correct answers or grading.
Course-level surveys support the following question types:
- Rating scale. Learners rate their opinion on a numeric scale.
- Free text answer. Learners provide a response using free text.
- Short answer. Learners provide a short text response.
- True or false. Learners select either True or False.
- Multiple choice. Learners select one answer from the available options.
- Multiple answers. Learners can select more than one answer from the available options.
- Ordering. Learners arrange the available answers in the required order.
Each question has a Required toggle. By default, this is On. When a question is set to optional, learners can skip it without blocking survey submission. Mandatory questions are clearly marked for learners.
Question settings
All question types support the following settings.
| Setting | Description |
|---|---|
| Title | The question displayed to learners. |
| Description | Additional information or instructions displayed with the question. |
| Required | Determines whether learners must answer the question before submitting the survey. |
Rating scale question type
Rating scale questions allow learners to respond using a predefined numeric scale. An example question could be: "Rate the instructor's ability to explain concepts clearly."
1. On the Questions tab, select Rating scale as the question type.
2. Enter the Title and the question in the Question text field.
3. From the Select template drop-down, choose the required scale template to see its Preview. The following preset templates are available.
| Scale template | Points | Labels | Best for |
|---|---|---|---|
| Agreement | 5 | Strongly disagree · Disagree · Neutral · Agree · Strongly agree | Evaluating statements ("The course met my expectations") |
| Satisfaction | 5 | Very dissatisfied · Dissatisfied · Neutral · Satisfied · Very satisfied | Overall experience, training quality |
| Quality | 5 | Poor · Fair · Good · Very good · Excellent | Rating content, instructor, materials |
| Likelihood | 5 | Very unlikely · Unlikely · Neutral · Likely · Very likely | Recommendation, future behavior |
| Frequency | 5 | Never · Rarely · Sometimes · Often · Always | Behavioral questions ("How often do you apply what you learned?") |
| Numeric (1-5) | 5 | 1 · 2 · 3 · 4 · 5 | Simple numeric rating without verbal labels |
| Numeric (1–10) | 10 | 1 through 10 | Finer-grained numeric rating without verbal labels |
4. Set the Required toggle to On or Off. When a question is set to optional, learners can skip it without blocking survey submission. Mandatory questions are clearly marked for learners.
5. Select Save. The question is shown on the Questions tab with a visual indicator (a yellow star icon) showing the selected template.
Configure survey settings
On the Settings tab, configure the survey properties.
Name
The survey name displayed to learners and administrators.
Description
Optional information displayed to learners.
Trigger
Select when learners receive the survey.
The following triggers are available:
- On completion. This is the default setting.
- Before course start.
- Days after completion.
If you select Before course start, you can make the survey mandatory by setting the Mandatory survey toggle to On. When the toggle is set to On, learners must complete the survey before they can access the course content.
IMPORTANT
The Before course start and On completion triggers control when a survey becomes available to learners, but they don't determine where the survey appears in the course in the Learn365 player, the course home page, and the course details panel.
A survey is displayed according to its position on the course's Content page. To ensure that learners encounter a survey at a specific point in the course, place the survey in the appropriate position in the content list.
If you select Days after completion, use the Send after setting to choose whether the survey is sent 30, 90, or 180 days after course completion.
The trigger is required and can't be changed after the survey has been assigned to a course.
Allow sharing
This setting enabled the survey to be reused in other courses or catalogs.
For more information, see Share a survey with other courses.
Collect learner identity
Use this toggle to choose whether the survey is anonymous.
The toggle is set to Off by default. In this state, survey responses are anonymous. Anonymous responses can't be linked back to individual learners after submission, including via any survey reports.
When the toggle is set to On:
- The learner’s name and email address are stored with their responses.
- Learners are informed that their identity will be recorded before they complete the survey, both in the Learn365 player and on the email survey response page.
IMPORTANT
The trigger and Trigger and Collect learner identity settings can't be changed after the survey has been assigned to a course.
To use different settings, create another survey.
Share a survey with other courses
Use the Allow sharing toggle to control whether the survey can be used in other courses or catalogs.
By default, Allow sharing is set to Off, and the survey is available only in the course where it was created.
When Allow sharing is set to On, the Shared to setting becomes available. Use this setting to define where the survey can be reused.
| Option | Description |
|---|---|
| Not shared | Available only on the course where it was created. |
| Shared to Courses | Available on selected courses. |
| Shared to Course catalog | Available on all courses in the current catalog. |
| Shared to All | Available on all courses across all catalogs on the tenant. |
If you restrict the sharing scope on a survey already assigned to multiple courses, the survey is automatically removed from courses that fall outside the new scope. Historical responses from those courses remain available in reports.
Copy a course with surveys
When a course is copied within the same catalog or copied across catalogs, any course-level surveys assigned to the original course are also assigned to the new course.
The copied course uses the same survey as the original course. Survey questions and settings, such as the Trigger, Collect learner identity and sharing settings, are retained.
This behavior is the same whether the course is copied within the same catalog or to a different catalog.
If a survey isn't available in the destination catalog because of its sharing settings, the survey isn't copied.
Add an existing survey to a course
Required role: Catalog admin or course admin. Course admins can edit surveys that were created in or assigned to courses they administer.
If a course-level survey has been shared with a course, you can add it instead of creating a new survey.
To add an existing survey to a course:
1. Go to the Learn365 Admin Center > select a catalog > Training Management > select a course > Manage course content.
2. Select Add surveys. The Surveys panel opens.
- All the published course-level surveys available to the course according to their Shared to settings are displayed. Each survey displays its name, question count, creator, and trigger.
Surveys already assigned to the course are identified.
Global surveys aren’t shown. Removing an assigned survey from one course doesn’t affect the other courses where it is used.
3. Select the survey you want to assign.
4. Select Save.
The assigned survey retains its existing:
- Questions
- Trigger
- Collect learner identity setting
- Mandatory setting.
Edit a survey
Required role: Catalog admin or course admin. Course admins can edit surveys that were created in or assigned to courses they administer.
You can edit a survey from the course Content tab of the course configuration panel or, if you're a catalog admin, from the Learn365 Admin Center > select a catalog > Content > Course-level surveys.
1. Select the survey you want to edit. The Actions panel opens.
2. Select Edit survey. The survey builder opens with the Questions and Settings tabs.
If the survey is assigned to one or more courses, the Used in courses tab is also displayed, showing the number of courses where the survey is assigned. You can sort courses by title, navigate to a course home page by selecting its title, and contact listed contacts by selecting their names if they have a registered email address.
When the survey is used across multiple catalogs, the tab also indicates how many assignments exist in other catalogs.
3. Make your changes in the survey builder.
In the Questions tab, you can:
- Add questions to the survey by selecting the question types from the left navigation bar;
- Reorder the questions by dragging them to the required position on the list;
- Edit the questions by selecting the Edit (pencil) icon; and
- Delete the questions permanently by selecting the Delete (bin) icon next to the question.
NOTE
The question Type can't be changed after the question has been created. To use a different question type, delete the existing question and create a new one.
In the Settings tab, you can edit the survey settings.
- If you restrict the sharing scope, Learn365 displays a confirmation before removing the survey from courses outside the new scope.
- The Trigger and Collect learner identity settings can't be changed after a survey has been assigned to a course. To use different settings, create a new survey.
4. Select Save.
If a survey is assigned to multiple courses, changes are applied everywhere the survey is used.
Remove a course-level survey from a course
Required role: Catalog admin or course admin. Course admins can edit surveys that were created in or assigned to courses they administer.
Removing a survey from a course doesn't delete the survey. The survey remains available in Learn365 Admin Center > select a catalog > Content > Course-level surveys and can continue to be used by other courses. Existing responses are retained for reporting purposes, but learners can no longer submit responses through the course from which the survey was removed. To permanently remove a survey from Learn365, catalog admins can delete the survey instead.
To remove a survey from a course, follow these steps:
1. Open the course and go to the Content tab, then select the survey you want to edit. The Actions panel opens.
2. Select Remove survey from course.
3. On the confirmation dialog, select Remove.
Survey versions and response history
When you add, edit, or remove survey questions, a new survey version is created. Changes to other survey settings, such as the title, description, or mandatory setting, don't create a new version.
Existing responses aren't updated when a survey changes. Each response remains associated with the version of the survey that the learner originally completed. Any changes you make apply only to future responses.
If a question already contains responses, it can be removed from future survey submissions. Existing responses to the question are preserved and remain available in reports.
Delete a course-level survey
Required role: Catalog admin.
Deleting a survey is permanent and can’t be undone.
Before deleting a survey, the confirmation dialog indicates:
- Whether the survey is assigned to courses.
- Whether the survey is used in other catalogs.
- Whether responses have already been collected.
When you delete a survey that has collected responses:
- Historical responses remain available in reports.
- Learners can’t submit new responses.
To delete a survey:
You can edit a survey from two places: from the Content tab of the course configuration panel, and from Learn365 Admin Center > select a catalog > Content > Course-level surveys.
1. Go to Learn365 Admin Center > select a catalog > Content > Course-level surveys.
2. Select the survey you want to edit. The Action panel opens.
3. Select Delete survey.
4. On the confirmation dialog, select Delete. Select Cancel to return to the Actions panel.