About ionMy
For almost 2 decades, ionMy has been steadfastly aiding the care sector by providing specialised solutions tailored to Governance, Risk, Compliance, and Quality.
We have firsthand experience in witnessing the profound impact that arises when care providers can effortlessly showcase their compliance, minimize risks, enhance quality, and possess a well-defined roadmap to guarantee the delivery of the finest service possible.
Today, there are more than 260,000 people under the care of ionMy. Through the years, we just reinforced our belief that technology is a fundamental tool to bring people together, to improve work and relationships and to deliver better care.
The use of ionMy can both speed up and improve decision-making processes. It allows providers to work more efficiently, reduce the administrative load and increase the time available for care. As a result, consumers have improved outcomes, and care-providing organisations can operate more efficiently.
At the core of our values lies a deep commitment to community, which is why we have chosen to actively participate in the fields of aged care, community care, and disability services. The ionMy team comprises passionate individuals who are dedicated to both their work and the way they carry it out. You play a pivotal role within our community, and we are honoured to be a supportive presence within yours.
TABLE OF CONTENTS
Learning Objectives |
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LEARNING OBJECTIVES
After this course, learners will be able to:
Identify Surveys / Audits tools and their capability
Explain capabilities to others
Configure and administer Surveys / Audits
PREREQUISITES
Before starting this training/workbook, learners need to:
Be able to access and navigate ionMy
Understand the basic concept of configuration in ionMy
Understand your organisation’s survey/audit configuration requirements and the end result they are trying to achieve.
HOW TO USE THIS GUIDE
This guide intends to walk you through Survey / Audit features and how to configure them. Throughout the workbook, there may be callouts with instructions to watch a video on the ionMy Mastery channel.
Videos are optional; however, they are recommended if you are completing this guide outside of training.
CALLOUTS
Throughout this workbook, you may see callouts. It is important to consider all of these to enhance your learning experience and practice your knowledge.
 | Tip - <hot tip item> Tips will appear throughouot the document to highlight key information |
Tips are used to highlight important points |
 | Discussion – <discussion item> Prompts to discuss a certain topic during training. | Discussion points can be used to discuss during training or read if completed self directed |
 | Watch a Video - <video name> Navigate to: https://www.youtube.com/@ionMyMastery or | Refers to a video on the ionMy Mastery channel. These are optional, however, recommended when completing self-paced. |
INTRODUCTION
The Surveys / Audits module is an essential component designed to streamline the process of data collection, analysis, and reporting. This module is not just about accumulating data; it’s about transforming raw data into actionable insights that drive continuous improvement and strategic growth. It allows for the creation of customised surveys and audit templates tailored to the specific needs of your organisation.
With advanced features such as automated data collection, real-time analytics, and collaboration, this module empowers organisations to maintain high standards of quality, compliance, and performance.
Please note: this training will not cover processing of Surveys / Audits
BENEFITS
Reporting Surveys / Audits through ionMy offers several key benefits:
Surveys / Audits allow organisations to track performance against set benchmarks and goals. This ongoing evaluation helps in identifying strengths and weaknesses, enabling continuous performance improvements.
Organisations can base their strategies on solid evidence rather than assumptions, leading to more effective outcomes.
Access to comprehensive and accurate data enables better strategic planning and forecasting.
Insights gained from regular Surveys / Audits foster a culture of continuous improvement.
Real-time data analytics tools provide immediate access to survey and audit results.
The module automates the creation, distribution, and collection of Surveys / Audits forms, significantly reducing the time and effort required. Automated reminders ensure higher response rates and more comprehensive data sets.
GETTING STARTED
CREATING SURVEYS / AUDITS
SURVEYS / AUDITS MODULE
This training will take you through configuring Surveys, Audits and Assessments and is accessible via the icon below
CREATING LIKERT SCALES
Before you start creating your Surveys/Audits, you will need to setup your Likert scale options first.
Note: This step only applies if you have Likert scales type questions in your Surveys / Audits
 | Discussion – What is a Likert Scale A Likert scale is a type of rating scale commonly used in surveys and questionnaires to measure respondents' attitudes, opinions, or perceptions. It consists of a statement or question, followed by a set of response options that typically range from strongly agree to strongly disagree, or on a scale of, for example, 1 to 5. |
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Navigate to your ionMy homescreen dashboard
Hover your mouse over the Settings icon
Submenu options will appear on the right side of the main module
Click on Drop Down Fields from the submenu options
This will lead you to a list of all modules available in the system.
Scroll down to the Surveys / Audits setup option which is located to the bottom of the list.
Click the + icon to see all of the available drop down fields available within Survey / Audits Setup
To add the Likert Scale options, you first need to create a group to link the Likert Scale Values. To do this,
click on Scale Grid Group.
You will see the list of Likert scale groups that have already been created within your system.
Note: it may be worth reviewing existing Groups, as what you require may already have been configured.
Click on the Add New button, located in the top, right hand corner of your screen.
A small pop-up box will appear to enter the group name.
Enter the Scale Grid Group Name
Example: If your likert scale table consists of Yes/No/NA and a Comment field, you can set that as the group name. This makes it is easier to identify the type of likert scale answer table configured.
Click on the Save Changes button after entering the group name
Repeat steps 10 - 13 if you require more than one style of Likert scale table.
SETTING LIKERT SCALE VALUES
Click on the Drop Down tab at the top of the navigation bar to return to the Drop Down List page.
Again, scroll down to the Surveys / Audits setup option
Click the + icon to expand the Survey / Audit Setup section
Click on Survey Grid Value
The page will load and take you to the Scale Grid Value page. Click within the ddl
Please Select ddl field to see a list of existing Groups.
Scroll through the list and select the group you created earlier. This will take you to the table view of this group, to allow you to start entering the Likert scale options.
Click on the Add New button located at the top, right hand corner of your screen.
Enter the Likert scale column name in the Name field. Using our earlier example of Yes/No/NA and a Comment field, we would type Yes as the first column in our table.
Enter the Sort Order, based on where you want it to appear in the table.
 | Tip – Sort Order Where possible, when performing any ddl configuration, we recommend setting your Sort Orders in increments of 5’s or 10’s, eg. 5, 10, 15, 20 or 10, 20, 30, 40. This allows for easier manipulation should there be additional values to be added or values to be relocated in the future. |
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Select the Answer Type from the list of options available.
Definition of each answer type:
a) Radiobutton: If your Likert scale table has multiple columns, each set to the Answer Type of Radiobutton, users will only be able to select one option within each row, ensuring a single answer per question. Eg. If Yes, No and Maybe columns are all set to Radiobutton, users will only be able to select one response in that row.
b) Radiobutton (multiple answers)- Allows the users to choose only one option from a predefined set of options. Eg. If you have options predefined for Yes, No and Maybe, users will only be able to select one of these options within that field.
c) Checkbox- If your Likert scale table has multiple columns, each set to the Answer Type of Checkbox, users will be able to tick as many checkboxes as required within each row. Eg. If you have a column presented for each day of the week and all are set to Checkbox, users will be able to tick multiple days of the week within that row.
d) Checkbox (multiple answers)- Allows users to select multiple options from a predefined set of options. Eg. If you have options predefined for each day of the week, users will be able to select multiple days within that field.
Following is an image that depicts each of these 4 answer types.
 | Tip – Selecting the Multiple Answers option If setting the answer type as Radiobutton (multiple answers) or Checkbox (multiple answers) you will then need to define the options to be presented. After saving the Scale Grid Value, navigate back to the list page by clicking on Back to list button at the top of the page and reselect the scale grid value from the list. Once reselected, you will notice the Answer table displayed. Here, you can input the desired answers and click on the "+" icon to save each individual line item. These options will appear on your Likert scale table.  |
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The remaining answer types are default options and not able to be modified.
e) True / False - If the question requires a True or False answer, setting this Answer Type will allow the person completing the survey/audit to select one option.
f) Yes / No - If the survey question requires a Yes or No answer, setting this Answer Type will allow the person completing the survey/audit to select one option.
g) Text input (single line) - Allows users to enter a brief, single-line response to a question. This input type is typically used for short answers like names, email addresses, or other concise information. The maximum character limit is 50 characters, including spaces.
h) Text input (multiline line) - Allows users to enter longer responses that span multiple lines. This input type is typically used for detailed feedback, comments, or descriptions. The maximum character limit is 15000 characters, including spaces.
i) Date - Allows users to select a specific date from a calendar date picker or type it in the format of dd/mm/yyyy.
j) Time - Allows users to select the specific time using ddl fields for the hours and minutes. You have the option to set the Time Format as being either 12 hours or 24 hours.
11) To display a Total Score for a specific column in your Survey/Audit results table, tick
the Show Total checkbox.
When viewing results in Answer Details:
A total count will appear under each column.
For radiobutton or checkbox answers this count indicates how many times each option was selected.
For number answers, the Total Score is the sum of all responses in that column.
12) There are 2 ways the Is Number checkbox is used.
a) If your question is a text field and you want answers to be entered as numeric only, tick the Is Number checkbox. When assignees are completing the form, they will receive the following message should they try to submit an alpha response.
b) If the question is a numeric Likert Scale, for example on a Scale of 1 to 10, and you have also ticked the Show Total checkbox (see image above), the system will look at each response in the table and provide an overall sum for each column.
UPDATING THE CATEGORY TREE
Follow steps 1-7 from Setting Likert Scales section above.
To add Category tree click on “Surveys / Audits Category”
The page will refresh and display a list of categories that have been added to your system
Note: The system holds some default Categories that can not be deleted, however, you can always edit the names if needed.
If a new type is required, click on Add New button located at the top right corner of your browser screen.
The page will refresh and a Category Details page will appear.
Enter the new category name in the Name field
Type in the desired Sort Order, specifying where you want the category to appear on the category tree.
If you want to link your category to another category (resulting in a Parent/Child category relationship), select the ‘parent’ category from the Parent box.
Note: if you need to select multiple parent categories hold Ctrl on your keyboard and make your selection.
To set a category as a default (meaning when adding a new survey/audit that category will be selected by default) then click on the Is default option?(tick for yes) checkbox.
If you want to hide a particular category tree that is no longer used, tick the Is hidden?(tick for yes) checkbox
If you’re creating an assessment, used specifically for Resident/Client Assessments completed using the ionMy Client Assessment Hub, then click on Is Assessment Type?(tick for yes) checkbox.
Note: Please refer to the Client Assessment Hub Training Manual for further details on this ionMy feature.
If this a performance type survey, such as a Probation or Performance Review, then tick the Is Performance Type?(tick for yes) checkbox.
You have the option to assign staff to receive alerts should a user submit an audit/survey that is this category type. For example, your HR Manager might need to be alerted should a Performance Review be completed.
Select the applicable radio button from the available options. You will then be presented with additional selection fields to select your alert recipients (Staff name vs. Position based selection criteria).
Once done click on the Save button at the top right corner if your browser screen.
CREATING PREDEFINED SURVEY GROUPS
Survey Groups allow you to collate a group of staff or positions for easier assignment to a particular survey/audit. See the Assigning Surveys / Audits section for further information.
Follow steps 1-7 in the Setting Likert Scales section
Click on Survey Group
The page will refresh and will take you to Survey Group List table, where you will be able to see the groups that have previously been created in your system.
Click on the Add New button located at the top right corner of your browser window
A pop-up box will appear
Enter a Group Name that will be easily identifable by your users when wanting to assign the group to a survey/audit.
Select one of the radiobuttons options listed in the Assignee To field.
Note: We recommend using Selected Position(s) or Unit/Position(s) to avoid additional work with staff movements.
Make your selection within the msb ddl(s) presented
You also have the option to filter on inactive TPP and Staff by selecting the relevant checkbox and clicking on the Filter button. Generally this will be Active.
Once done click on the Save Changes button
If you have multiple groups to create, repeat steps 1-10 for each group.
CREATING A SURVEY / AUDIT
SURVEY DETAILS
Navigate to your ionMy homescreen dashboard by clicking on the logo or directly go into the menu by clicking through the navigation panel (depicted by 9 dots
)Hover your mouse over the Surveys /Audits button
Select Surveys / Audits Setup
This will take you to Surveys / Audits list page, where you will see the list of surveys, audits and assessments that have previously been configured in your system.
Click on Add New button located at the top right of your browser screen
This will navigate you to Surveys / Audits details tab.
Type the Surveys / Audits name that you are creating in the Survey Name text field.
Select the category
Note: You can only select one category per survey/audit
The page will refresh and two checkboxes will be presented.
Show Unit Fields in Survey Form - If this is ticked, users will be able to select Service/Sites while completing the survey. The service/site ddl is directly linked to your org structure hierachy that has been setup in your system.
Is this a Collaborative Survey?(Tick for Yes) - Collaborative surveys are a survey designed to be completed by multiple participants, allowing them to contribute their input and insights. Refer to the Completing Surveys/Audits Training Manual for more details on this.
If this audit is completed regularly, you can set a Recurrence Pattern. Pick a Start and End date from the calendar date picker. If this is an ongoing event, do not select an End Date.
Select the appropriate recurrence pattern that this audit is to be completed.
There are four options:
a. Does not repeat - If you want your Surveys / Audits to be completed once and no recurrence pattern needed, you can select this option
b. Daily - A daily recurrence pattern results in an alert being sent to the assignee(s) every day
c. Weekly - A weekly recurrence pattern for Surveys / Audits involves scheduling them to occur on specific day of the week and allows you to determine if it is Every eg. 1, 2, 3 or 4 weeks
Note: if you do not select a day, the system will automatically save to current day .eg if you’re creating this survey on Thursday, the system will automatically check Thursday.
d) Monthly - A monthly recurrence pattern for Surveys / Audits involves scheduling to occur on a specific day of the month. Again you can decide if it is Every eg. 1, 2, 3 or 6
If you want your survey to show in your Calendar of Activity planner (under the Governance module), then simply tick the Auto generate in Calendar of Activity checkbox
You can enter an email address to receive notifications when this Survey / Audit is submitted. Alternatively, you can provide a generic group email address that will send that email.
If you want this Survey / Audit to be available publicly, tick the Do you want this survey to be available publicly? (Tick for Yes) checkbox. If this is for internal use only, and will be assigned to staff, there is no need to tick this checkbox.
If you ticked the above checkbox, another checkbox option will appear of Show Person Completing and Email Fields in the public survey, which will be selected by default.
There is a checkbox to make your Survey / Audit active and inactive.
If you want the survey to be submitted multiple times although the recurrence pattern is not set or one person is completing the surveys for multiple sites, then simply select the Allow user to submit multiple answers checkbox
Once done, scroll up to the top of the form and click on the Save button
After saving, the public survey link will appear. This is the link you would provide to anyone that is completing this survey/audit that are not in the Assignee list.
BUILDING THE SURVEY
It is now time to start configuring the survey / audit headers and questions.
Go to the Survey Question tab
Select the survey you are working on from the Please choose a survey to see specific questions for that survey, else choose "All surveys": ddl
The page will load ready for you to start building your form.
Note: If you are editing an existing survey / audit, the list of existing headers and questions will appear, allowing you to select and edit as needed.
Click on the Add New button located at the top right corner of your browser screen
The page will load and will navigate you to the Survey Question Details tab.
You will see Survey name field greyed out, which helps confirm that you have selected the right survey/audit at step 2 (above).
Note: If you did not choose the survey from the survey question tab, the survey dropdown list will not be greyed out, allowing you to select a name from that dropdown list as well
There are two options available under “Is this a Question or Heading? (headings introduce a group of questions):” ddl field;
a) Heading
b) Question
ADDING HEADINGS
If you will select Heading, the page will refresh and additional fields will appear for you to complete.
Note: It is recommended not to modify the "Place this record" section. This section is only used if you have missed a question or need to place a question at the beginning or insert it between other questions. To do this, use the "before selection" option and choose the question from the ddl that you want your question to appear before.
Select your desired heading Font from the ddl
10) Enter the Font Size if required
If you want your heading to have a colour other than the default of black, you can change it by clicking on the Font Color text box. A pop-up window with a colour palette will appear. Please ensure you do not have popups blocked on your browser.
12) Hover your mouse over the pallete and once your colour is found, click the colour square.
Example:
Type the heading within the long text field
If you have an image, such as a logo, to insert in your survey/audit, click the Select File button which will open your File Directory.
Once your first header is configured, scroll up to the top of your screen and click the Save button
Once saved you will see a message in green “ Record(s) successfully updated. You may continue editing below.
ADDING QUESTIONS
You can add questions in the same manner as adding headers. Click on the Add new button
You will get a confirmation dialogue box that says “ This will clear the form, allowing you to create a new record. Are you sure you want to continue?” Click OK to continue
This will clear the form and again you will see the Survey name field and “Is this a Question or Heading? (headings introduce a group of questions):” ddl field
Select the survey/audit you are working on from the ddl
Select Question from the “Is this a Question or Heading? (headings introduce a group of questions):” ddl field
Tick the Mandatory Field checkbox if this question must be respond to during submission
Next is a Show Upload Table checkbox. If you want to enable people to upload supporting documentation against this question during submission, tick the checkbox
Example when completing a survey/audit if this option is
Type in the question in the Question long text field
Select the type of response this question needs from the Answer Type ddl
Definition of each answer type:
a) True / False - If the question requires a True or False answer, setting this Answer Type will allow the person completing the survey/audit to select one option.
b) Yes / No - If the survey question requires a Yes or No answer, setting this Answer Type will allow the person completing the survey/audit to select one option.
c) Text input (single line) - Allows users to enter a brief, single-line response to a question. This input type is typically used for short answers like names, email addresses, or other concise information. The maximum character limit is 50 characters, including spaces.
d) Text input (multiline line) - Allows users to enter longer responses that span multiple lines. This input type is typically used for detailed feedback, comments, or descriptions. The maximum character limit is 15000 characters, including spaces.
e) Options (User can select one answer) - Allows the user to choose a single answer from multiple options from radiobutton
Example:
f) Options (User can select more than one answer) - Allows the user to choose multiple answers from the available options.
Example:
 | Tip – Adding Options When selecting answer type of either Options (User can select one answer), Options (User can select more than one answer) you will need to save the question first. Upon saving, scroll down and enter the answer choices on the Answers to this question table.  |
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g) Likert Scale - Allows users to rate their agreement or feelings on a scale. Please refer to the Setting Likert Scale Values section of this manual for further details.
 | Discussion – Adding Likert Table Questions There is currently a minor bug with this question type. Please follow the below steps to selecting your required Likert ScaleGroup and adding your Likert Scale Questions.
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h) Date - Allows users to select a specific date from a calendar date picker or type it in the format of
dd/mm/yyyy.
i) Time - Allows users to select the specific time using ddl fields for the hours and minutes. You have the option to set the Time Format as being either 12 hours or 24 hours.
Repeat steps 1-25 in this section for all other headers and questions needing to be configured in this survey/audit.
ASSIGNING SURVEY / AUDITS
From your Survey/Audit List screen, navigate to the Assign Surveys tab
Click the edit pencil icon to select the Survey / Audit you wish to Assign team members too.
The page will refresh and take you to the Assign Surveys Detail tab
There are five options available for assigning;
a) None – If you do not want to assign the survey / audit to anyone you can select None. This will be selected by default.
b) All Staff Members - Assigning a survey to all staff members involves distributing an email to your entire workforce, containing a hyperlink to complete a particular Survey / Audit to gather their opinions and feedback.
c) Predefined Survey Group(s) - Assigning a survey to predefined survey group(s) involves distributing a questionnaire to specific segments of the workforce rather than the entire staff. These predefined groups could be based on site/service, position, or individual staff names. Please refer to the ‘Creating Predefined Survey Groups’ section of this manual for further details.
d) Selected Staff Member(s) - Assigning a survey to selected staff members allows you to gather targeted feedback from those most knowledgeable or impacted by the survey/audit topic. This ensures that you get the most relevant and useful information to inform your decision-making.
e) Selected TPP- Assigning Survey to selected TPP involves external partners or vendors that your organisation collaborates with
Note: You can select only one option from the radiobutton
After making your selections, click the Save button
Note: After clicking save an email alert will automatically be triggered to send to the members that are assigned to this Survey / Audit.
DUPLICATING SURVEYS / AUDITS
Organisations often need to complete the same audit (e.g., an annual safety audit) across multiple sites, with different team members assigned to each location. To accommodate this, ionMy allows you to create individual audits for each site. However, to save you time manually recreating the same audit multiple times, you can use our Duplicate function. This feature lets you create one audit and then easily copy it for each additional site, ensuring consistency and saving valuable time.
Navigate to the Surveys / Audits List page
Click on the edit pencil beside the audit that you want to duplicate
The page will load and take you to the Surveys Details tab
Click on the Duplicate icon located in the top right corner of your browser screen
A confirmation dialogue popup box will be presented
Click OK to duplicate this audit
You will get a message asking Do you want to copy the assignee(s) too?
Select the option that fits
If selecting Yes you will receive a successful message in green “Successfully duplicated. You can select the duplicated record from the list.”
10. Go back to the Surveys / Audits List page by clicking the Back to List button
11. Select the duplicated Survey / Audit. The duplicated record will have “Copy” in front of
12) Follow steps from both the ‘Creating Surveys / Audits’ section and ‘Assigning Surveys / Audits’ to modify the headers, questions and assignees of this copied version, if needed.
Note: All duplicated Surveys / Audits will be automatically saved as inactive
DUPLICATING QUESTIONS
You can also duplicate individual questions within a survey/audit, rather than the entire document. This is useful if you have similar questions within the same audit. ionMy offers the same Duplicate function as described above, allowing you to quickly replicate a question and its settings.
Navigate to the Survey Question tab
Select the Survey / Audit, that you wish to copy a question from, from the “Please choose a survey to see specific questions for that survey, else choose "All surveys": ddl
The page will load and the list of questions related to the selected Survey / Audit will appear. If you failed to select a survey/audit – ALL questions in your system will be listed.
Click on edit pencil icon beside the question you want to duplicate
The page will refresh and take you to the Survey Question Details page
Click on the Duplicate button located at the top right corner of your screen
A confirmation dialogue popup box will be presented
Click OK to duplicate this question
Once clicking OK you will see a successful message in green “Successfully duplicated. You can select the duplicated record from the list.”
Click on the Back to List button
Select the question you have duplicated
Note: The duplicated question will have “Copy” in front of the question
Follow steps from the “Adding Questions” section to modify your copied Survey / Audit question.
VIEWING YOUR CONFIGURED SURVEY / AUDIT
You can view your Survey / Audit at any time, whether it be once you’ve completed configuration or as you are building it, to ensure that you are creating it as required.
Navigate to the Survey / Audit List tab
Click on the edit pencil icon to select the Survey / Audit you wish to view
The page will refresh and take you to Survey / Audit Details Page
There are two blue hyperlink url’s showing at the top of the view. Click on the second url under “ If you have selected this survey to be available publicly, it will be available at this address:”
This will take you to a new tab on your browser, where you will be able to see the form you have created.
 | Tip – Refreshing Public Survey Page You can continuously refresh the public survey page to see the updated results while still building your survey/audit. This allows you to monitor how the form is being created in real-time. |
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APPENDIX A – Glossary
Term or Acronym | Meaning |
ddl | Drop Down List |
msb | Multi select Box |
Org | Organisation |
TPP | Third Party Person |
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