Evaluating a session: immediate and delayed

⚠️ Required permissions: you need access to capsule statistics to read the answers. See Who sees which statistics.

The hot (immediate) and cold (delayed) questionnaires use the same forms. Only the moment they are sent differs. Both are configured on the capsule: there is no evaluation setting on a session or a track. See Sessions.

When each questionnaire is sent

The hot questionnaire appears on the capsule’s end page. When the capsule is attached to a session, it only appears once the session end date has passed.

The cold questionnaire is sent a number of days after the learner completes the capsule. A learner who opens the capsule without completing it does not receive it.

Enabling the questionnaires

From the capsule editor

In the Evaluation tab, you can configure:

• the hot questionnaire, by turning on Enable hot evaluation questionnaire and then selecting a Hot evaluation form;
• the Make the questionnaire mandatory (learner cannot leave the capsule without submitting it) option;
• the display of the rating (stars) and the public comment at the end of the capsule, with Show rating (stars) and Show public comment;
• the cold questionnaire, by turning on Enable cold evaluation questionnaire and then selecting a Cold evaluation form and a sending delay (Sending delay: number of days between capsule completion and form delivery (minimum 1 day));
• the Also send to the manager (N+1) option and the Test link, which opens the form for this capsule on a device with the app installed.

⚠️ Enabling the hot questionnaire automatically turns off the rating and the public comment. You can turn them back on in the End-of-capsule display section.

From the account settings

Go to Configuration > Customization, then open the questionnaires page to:

• view the lists of hot and cold questionnaires;
• load the default Qualiopi templates;
• set the default sending settings.

Default delays

Setting	Counted from	Value applied
Default cold delay	capsule completion	30 days
First reminder	the initial send	7 days
Second reminder	the initial send	14 days
Questionnaire closing	the initial send	30 days

These dates must follow this chronological order. A delay set directly on a capsule takes precedence over the account default.

Reminders stop as soon as the learner answers: nobody is reminded about a questionnaire they have already submitted. A learner who has declined platform notifications does not receive the cold questionnaire.

⚠️ The questionnaire closing field shows a greyed-out “45”. This is only an example, not the value applied. If you leave the field empty, the questionnaire closes 30 days after the initial send.

The questionnaire

Questions are created in the form editor. To measure satisfaction, you can use the following question types:

• Linear scale (Likert);
• Rating (stars);
• Net Promoter Score (0-10).

Loading the default Qualiopi templates creates one hot questionnaire template and one cold template, available in French and English. If these templates already exist, no new copy is created.

What the learner receives

Hot questionnaire

The form appears at the bottom of the capsule’s end page, with a button to skip it and a button to submit it.

When the questionnaire is mandatory, the skip button is no longer available. The learner must submit their answers before leaving the capsule.

Cold questionnaire

The learner receives:

• a notification in the app;
• an email.

The email button opens the form directly.

🔧 Administrator side. From the users list, an administrator can use the action to send a cold questionnaire manually, outside the usual delay. This action is only available for active learners and only for capsules with a cold questionnaire configured.

Reading the answers

For one capsule

Go to Statistics > Content > Capsules, open the capsule and select the Capsule hot / cold evaluations tab.

ℹ️ Good to know. This tab only appears if at least one questionnaire is enabled.

The table shows one row per learner, with the following columns:

• Learner;
• Email;
• Hot questionnaire;
• Cold questionnaire.

Click a row to open the learner’s answers, question by question.

You can export the data:

• Export as CSV downloads the whole table displayed. This option stays unavailable while the table is empty.
• The Export this form row action exports a single learner’s answers.

You can filter the table by period or by learner group. The column picker also lets you add extra fields, such as department or country, when they are filled in.

For the whole account

Go to Statistics > Content, then open the hot / cold evaluations page.

This page lists the forms and shows, among other things:

• their title;
• their type;
• the number of answers;
• the response rate;
• the average score;
• the last update date.

Click a form to read its answers one by one, with the capsule concerned and the answer date. Select Back to forms to return to the list.

Answers are not anonymous: learners’ names and email addresses appear in the table and in the exports.

Limitations

The Also send to the manager (N+1) option and the option to share cold questionnaire results with the manager are saved but not currently used. Managers do not receive the questionnaires and cannot read the answers.

Closing a questionnaire ends the reminders but does not prevent answers. An answer sent after the closing date is still recorded and counted.

The average score only takes Linear scale (Likert) and Rating (stars) questions into account. NPS questions and free-text fields are not included.

Answers from disabled learners are excluded from the table and from the CSV export. Unlike other statistics pages, this page has no Include disabled users filter to bring them back.

The response rate trap

The response rate does not compare the number of answers with the total number of learners targeted.

It is calculated by dividing the number of submitted questionnaires by the number of submitted or skipped questionnaires. Learners who never open the questionnaire are therefore not counted. As a result, a questionnaire opened and submitted only once can show a 100% response rate.

Going further

• Sessions: set the dates that determine when the hot questionnaire appears.
• Capsule ratings: how the stars and public comment work, and how the hot questionnaire replaces them.
• Notifications: what learners receive and which options they can turn off.
• Exports and reporting: use the answers outside the platform.