Commonplace Migration - Inputting paper forms

This article provides some quick guides for actions you may be used to doing in Commonplace, and how to do them in Zencity.

If you have any further questions, please get in touch with us at support@zencity.io. You can also view other articles relating to the migration here.

How do I request a print-friendly version of my survey?

To request a paper copy of your survey please contact our support team via the in-app chat or by emailing support@zencity.io.

How do I upload offline responses/paper forms?

You can add responses collected offline - such as face-to-face interviews or paper forms - to your Zencity surveys. Unlike in Commonplace there's no separate paper form/interview mode, and surveyors don't need to be invited separately - they enter offline responses through the survey itself, using the same interface your residents use.

There are two approaches you can take, depending on your needs - this article explains both options and how to choose between them.

Option 1: Turn on Kiosk Mode

This is the simplest approach. Surveyors enter offline responses into your live survey, and they're included in your results alongside everything else.

Steps

1. Enter the 'Settings' screen of your survey.

2. Toggle 'Kiosk Mode' on. This makes it so that multiple responses can be added by a single user.
   

3. You may also wish to enable 'Allow Paste in Text Inputs' if your surveyors are going to be copying and pasting text from a document or spreadsheet.

4. Click the 'Save' button at the bottom the settings page and re-publish your survey.

5. Share the link to the survey with your surveyors.

6. Ask them to click 'Log in/Sign up' in the top right hand corner and enter their email address - they'll receive a six-digit code to log in.

7. Your surveyors can then fill out the survey with the answers from the paper form/interview.

8. To start a new response they simply visit the survey URL again.

Keep in Mind

• Kiosk Mode applies to everyone, so members of the public can also respond more than once. This is the same way surveys worked in Commonplace.

• Online and offline responses appear together on the results page, with no filter to separate them.

Option 2: Create a separate surveyor copy

This option requires a little more setup, but keeps offline responses clearly separate and lets you trace each one back to a surveyor or paper form.

The key benefit of having a separate copy of the survey purely for offline responses is that you can make additional changes to the survey - for example, you could add:

• A text field for a reference code - surveyors can write a unique code on the offline response and input the same code into the text field, allowing you to easily tie the online response to a specific offline response.
• Additional, fewer or different demographic questions.
• A document upload question to include a copy of any documents provided alongside the offline response.

Steps

1. Once your survey is finalised, create a copy of it by clicking the three-dot menu and selecting 'Make a Copy'.
   
2. If you make any changes to your survey after this point, remember to make the same changes in the copied version.
3. Turn on Kiosk Mode and, if necessary, 'Allow Paste in Text Inputs' on the copied survey by following the steps under Option 1.
4. Ensure the copied survey isn't 'Publicly Visible' or set to advertise on any page - the copied survey should be shared only with the surveyors.

5. Share the link to the copied survey with your surveyors.

6. Ask them to click 'Log in/Sign up' in the top right hand corner and enter their email address - they'll receive a six-digit code to log in.

7. Your surveyors can then fill out the survey with the answers from the paper form/interview.

8. To start a new response they simply visit the survey URL again.

Keep in mind

• The two surveys store their results separately - to see all responses together, export both and combine them.
• Make sure not to share the copied survey's link publicly.

Identifying responses from specific surveyors

If you'd like to identify which surveyor added a specific response, this can be done using their Resident ID - this is why we ask them to Log In before they start adding survey responses.

Steps

1. Visit the 'Contacts' tab under 'Communicate' - https://app.zencity.io/residents/all-contacts (please note, this screen can only be viewed by Client Admins).
2. Enter the surveyor's email into the search field and find the column containing their Contact ID - copy this ID.
3. Export the survey results as a CSV.
4. Open the CSV in Excel/Sheets and add a filter onto the Resident ID column.
5. Paste your ID in - this will return all responses uploaded by this specific surveyor.