Creating and Utilizing Surveys

Creating and Utilizing Surveys

Surveys are a powerful way to gather feedback, collect testimonials, and improve your client relationships. Within ClientBAY, you can automate these requests for three key scenarios: Transactional (post-closing), Open House (visitor feedback), and Showing (agent feedback).

🛠️ Step 1: Creating a New Survey

  1. Select Automated Follow Up from the left hand side menu and then select Surveys. This Survey Dashboard will show you any surveys you have created.
  2. Select the +New button in the upper right hand corner to start.

📝 Step 2: Fill Out the Survey Details

  1. Fill out the Survey Title. People taking this survey will be able to see this title so be sure it is a descriptive and informative title.
  2. Designate an End Date/Time if needed. This will make the survey expire on the noted date and time
  3. Indicate if you want a Max Response. This is for if you are sending it out to a lot of people- it will limit the amount of survey responses you get back.
  4. Select Yes or No on the Multiple Response (from the same PC).  If you are sending the survey to multiple people who might use the same PC (i.e. spouses), do you want to be able to receive all the survey responses.
  5. Select if this survey is active or inactive
  6. Set your First Reminder and Second Reminders if needed. This will send survey reminders out to your recipients on the indicated days after you first send the survey.
  7. Fill out your Completion Message. This is what the recipient will see when they complete the survey. You can even use dynamic fields in the drop down menu above this box.
  8. Press Next when done. 
  9. Verify all of your survey information is correct and press Next. Now your survey is created and you can move on to the third step of your survey.

📝 Step 3: Drafting Survey Questions

  1. Type out the first survey question.
  2. In the Display Type drop down menu you can select what type of response you want your recipient to give:
    1. single line text answer: the recipient can type in a single line answer
    2. multiple choice (one answer): the recipient can choose one answer from a multiple choice list you create
    3. multiple choice (multiple answers): the recipient can choose multiple answers from a multiple choice list you create
    4. a comment box: the recipient will be able to write a longer answer
    5. a testimonial: the recipient will be able to write a testimonial
    6. rating: the recipient will be able to give you a rating
  3. Indicate if the survey question is required or not required
  4. Lastly, select if there is a validation rule (aka a specific format) that you want the answer to have.
  5. Press Next when done.
  6. If you need to add more questions to your survey, select the Add another survey question box and then hit next and repeat the above steps.
  7. Once you are done adding questions, select Do Nothing, I am done and then Press Next.
  8. You will then be on your Survey Layout tab where you will see all of the survey questions you typed in. 
  9. You can edit or delete any question by utilizing the three dot action button associated with the question.
  10. If you decide to add more questions, just hit the Add Question box.
Now your survey is completed and you can now add recipients to it!

👥 Step 4: Adding Recipients

To add Recipients to your survey,
  1. Select Automated Follow Up from your left hand side menu
  2. Select Surveys. 
  3. Select the Survey you would like to add recipients to from your Survey Dashboard.
  4. From the tabs along the top, select Recipients. 
  5. Select the +Add button in the upper right hand corner. This will pop open a window where you can select your Recipients utilizing your Contact Types or selecting Contacts from your CRM. You can select one or multiple contacts to send this survey out to.
  6. Once you have your contacts selected, press Finish. The survey will then send out to those selected Contacts and you will also see them populate on your Recipients tab.
If they haven't responded to your survey, you will see a black x next to their name.
If they have responded to your survey, you will see a green checkmark next to their name and you will see those responses populate over on the Summary tab along the top.
You are also able to utilize the three dot Action button associated with each recipient and either delete them from the survey or resend the survey.


📊 Monitoring Results

You can track engagement in real-time through two different views:

  • The Summary Tab: Provides a bird's-eye view of all responses grouped by question. This is great for seeing overall trends.

  • The Recipients Tab: Shows individual status.

    • Black X: Has not responded yet.

    • Green Checkmark: Survey complete.

    • Individual View: Click the three-dot action button ($...$) next to a name and select View Responses to see exactly what that specific person wrote.



🔗 Sharing Your Survey

You don't always have to email the survey from the system. On the Details tab of your survey, you can:

  • Grab a Web Link: Copy a direct URL to post on social media or include in a personal email.

  • Response Statistics: View a quick breakdown of your "Send vs. Response" ratio.











    • Related Articles

    • Creating An Action Plan

      ? Mastering Action Plans in ClientBAY Action Plans are your secret weapon for staying organized. They allow you to attach a curated series of events, automated emails, and follow-up requests to your Contacts, Leads, and Listings. Think of it as your ...

    • ADMIN: Creating Customized Lead Sources

      One of the most powerful features of ClientBAY is the ability to create, customize, and deploy lead sources directly to your brokerage website. By controlling the lead form, you ensure that the right data is captured and routed to the right team ...

    • Creating and Utilizing Tags (Previously Known As Contact Types)

      ?️ Tags (Contact Types) Tags (previously known as Contact Types) are a great way to keep your contacts and leads organized. By categorizing your clients, you can send targeted eMarketing campaigns and find exactly who you're looking for in seconds. ...

    • Creating Content

      ? Design & Deliver: Creating Marketing Content in ClientBAY Creating high-quality marketing materials is the foundation of your digital strategy. In ClientBAY, you can design everything from property flyers to holiday e-cards. ? Pro Tip: Always ...

    • Admin Session: ClientBAY Marketing and Action Plans

      Back At You Admin Session 2: ClientBAY Marketing and Action Plans Congratulations on completing your Second Manager Session. Here is the checklist of items that we suggest you start on: Marketing Build out any Company Content Build out any Contact ...