Assign any instrument from your account's library to a client. You choose who answers (the client, a related contact, or a user on the care team), how they receive it, and when it's due.

Level 3+

How to assign a survey to a client

  1. Open the client and go to the Surveys tab.
  2. Click the + button in the toolbar. The Assign Survey modal opens.
  3. Survey — pick the instrument from your library (PHQ-9, GAD-7, etc.).
  4. Program — pick one of the client's active program enrollments. If the client is enrolled in only one program, it's selected and locked.
  5. Completed by — pick who will answer. The dropdown is a flat list containing the client, any related contacts (parent, spouse, caregiver, …), and the users on the care team. Not every instrument allows every respondent type — the options are filtered by the instrument's rules.
  6. Administer by — pick a delivery method. The available options depend on who's answering. Email-based methods send the survey link to the respondent's email; other options cover kiosk check-in and staff-administered entry. A method that needs an email address doesn't appear if there's no email on file. For an email method, a Send link switch appears so you can send the invitation immediately.
  7. Set the Due Date (when the respondent should complete by) and the Expires date (after which the instance auto-expires). Both are required.
  8. Click Assign.

Automated assignments. If your account uses survey series, most assignments happen automatically at the right point in each client's episode — you won't typically need to assign these ad hoc.

How to trigger an on-demand series survey

Some accounts configure series rules with the On-demand frequency — these don't auto-generate. Instead, the client's Surveys tab gets an additional On-Demand view in the view switcher. From there, level 3+ users can fire one of those instances on the spot, without going through the full Assign Survey flow.

  1. Open the client and go to the Surveys tab.
  2. Switch to the On-Demand view. (If you don't see it, no on-demand series are configured for this client's program — talk to your administrator about setting one up.)
  3. Click the + button.
  4. Pick the on-demand series from the dropdown. The instance is created immediately and appears in the list with a sequential label like A5-1 (first on-demand survey on day 5 of the admit phase).

What happens after you assign a survey

  • The respondent gets the invitation according to the method you chose (or picks it up at a kiosk, or is handed paper).
  • The instance shows up in the client's Active Surveys view.
  • Once submitted, it moves to Completed Surveys, scores are calculated, and any applicable alerts fire.
  • If the expire date passes with no completion, the instance moves to expired.
  • If the survey was due but never administered, record why by marking it skipped — it still counts as assigned-but-not-completed, and the reason is reportable.
  • To change the due/expire dates or delivery method, or to mark the instance skipped or dismissed, see Managing a survey instance.

Assign survey tips & troubleshooting

  • Instrument not in the dropdown? Check the Library — it may not be enabled on the account.
  • Email bounced? Verify the address on the Detail tab and ask the respondent to check spam. Sender info is controlled at the account level.
  • + button missing? Assigning a survey requires level 3 access or higher.

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