Add a Form to a Simulation

Forms allow you to collect information from participants at different points during a simulation. You add a form as a step on the simulation's Activity steps timeline, either before the simulation (shown before the chat begins) or after the simulation (shown after the chat ends, alongside the feedback report). This guide will show you how to add and configure forms in your Simulations.

Understanding Form Placement

The Activity steps timeline is split by a fixed Simulation marker. Where you put the form decides when participants see it:

Forms Before the Simulation

• When: Steps above the Simulation marker appear before the chat begins
• Use Case: Collect background information, pre-simulation assessments, or participant expectations
• Example: "Before we begin, please tell us about your experience level"

Forms After the Simulation

• When: Steps below the Simulation marker appear after the chat ends, as part of the report flow
• Use Case: Collect feedback, post-simulation reflections, or satisfaction surveys
• Example: "How would you rate your learning experience?"

Prerequisites

You can pick a form you already built, or create a new one from inside the simulation editor:

1. Create Your Form: Go to the Forms page and create a form (see How to Create a Form), or use the New button in the form step (Step 3 below)
2. Save Your Form: Make sure your form is saved and appears in your forms list

Adding a Form to a Simulation

Step 1: Open Activity Steps

1. Open Your Simulation: In the Library, click Edit on the simulation's card
2. Click Activity steps: In the editor's sidebar, under Simulation Display, click Activity steps

Step 2: Add a Form Step

1. Pick the Zone: The timeline has two zones, Before the simulation and After the simulation, and each has its own Add menu
2. Select Form: Click Add in the zone where the form belongs and choose Form
3. New Step Created: A new form step appears in that zone

Step 3: Configure the Form Step

1. Set the Title:
   • Enter a descriptive title in the title field (Section Title before the simulation, Step Title after it), e.g. "Pre-Simulation Survey"
   • The title is required, and it appears above the form when participants see it
2. Select Your Form:
   • Click the Select Form field to see all available forms
   • Search for Forms: Type in the field to find a specific form
   • Select a Form: Click on the form you want to use. Forms shared with you are marked Shared
   • Create New Form: If you need a new form, click New next to the field. This opens the form editor in a dialog

Step 4: Set the Order

1. Drag to Reorder: Drag the step up or down to place it among the other steps
2. Move Between Phases: Dragging a step across the Simulation marker moves it from before the simulation to after it, or back (see Ordering forms & questionnaires)

Step 5: Save and Test

1. Click Save: Save your Simulation to keep the form step
2. Form is Linked: The form is now linked to your Simulation and will appear at that point in the participant's run
3. Test the Form: Run the simulation in a testing space (Testing Space in the editor toolbar) and fill out the form as a participant would, to check that it works and displays properly

Managing Forms in Simulations

Editing a Form Used in a Simulation

If you need to edit a form that's already used in a Simulation:

1. Go to Forms Page: Navigate to the Forms page
2. Find Your Form: Search for or locate the form you want to edit
3. Edit the Form: Click on the form to edit it
4. Make Changes: Update the form as needed
5. Save the Form: Save your changes

Important: Changes to a form will automatically apply to all Simulations that use it. However, responses that were already collected before the changes will remain unchanged (historical data is preserved).

Removing a Form from a Simulation

To remove a form step:

1. Open Your Simulation: Go to your Simulation editor
2. Open Activity steps: Click Activity steps in the sidebar
3. Find the Form Step: Locate the step that contains the form
4. Delete the Step: Click the step's delete button
5. Save Your Simulation: Save your Simulation

Note: Removing a form from a Simulation does not delete the form itself. The form will still exist in your forms list and can be used in other Simulations.

Replacing a Form in a Simulation

To replace a form with a different one:

1. Open Your Simulation: Go to your Simulation editor
2. Open Activity steps: Click Activity steps in the sidebar
3. Find the Form Step: Locate the step that contains the form
4. Change the Form Selection:
   • Click the Select Form field
   • Select a different form from the list
5. Save Your Simulation: Save your Simulation

Best Practices

Choosing the Right Placement

• Put a form before the simulation for: Information you need before the simulation starts (background, expectations, pre-assessment)
• Put a form after the simulation for: Information you want after the simulation (feedback, reflection, satisfaction)

Form Organization

• Keep Forms Focused: Create separate forms for different purposes rather than one long form
• Use Clear Titles: Give your forms and form steps descriptive titles
• Test Before Publishing: Always test forms in the Simulation before making the Simulation available

Form Reusability

• Create Reusable Forms: Design forms that can be used across multiple Simulations
• Use Consistent Naming: Name your forms clearly so they're easy to find when selecting
• Document Your Forms: Add descriptions to your forms explaining their purpose

Troubleshooting

Form Option Is Greyed Out

Adding forms (and quizzes and media) requires organization membership. If the Form option in the Add menu is disabled, your account is not part of an organization.

Form Not Appearing

If a form doesn't appear in the Simulation:

1. Check Form Selection: Make sure you've selected a form in the Select Form field
2. Verify Form Exists: Go to the Forms page and confirm the form still exists
3. Check the Step's Position: Make sure the step is on the side of the Simulation marker where you expect it
4. Save Simulation: Ensure you've saved the Simulation after adding the form

Form Not Loading for Participants

If participants can't see or complete the form:

1. Check Form Status: Verify the form is saved and not deleted
2. Check Simulation Status: Ensure the Simulation is published and active
3. Test the Simulation: Run it in a testing space to test the form yourself
4. Check Permissions: Verify participants have access to the Simulation

Form Changes Not Reflecting

If changes to a form don't appear in the Simulation:

1. Refresh the Simulation: Try refreshing the Simulation editor
2. Clear Cache: Clear your browser cache and reload
3. Verify Changes Saved: Confirm that your form changes were saved
4. Check Simulation Save: Make sure the Simulation itself is saved

Viewing Form Responses

After participants complete forms in your simulation:

1. Open the Results: In your space, click Results on the simulation's card
2. See All Responses: Open the Form Analytics tab for answers across all participants
3. See One Participant's Answers: On the Participants tab, click View Report on a run, then open the Forms tab
4. Export Data: Click Export Data to download form responses along with other simulation data

See How to View Form Results in Simulation Reports for details.

Next Steps

• Create More Forms: Build a library of reusable forms for different purposes
• Analyze Responses: Review form responses to understand participant needs and feedback
• Iterate: Use feedback from form responses to improve your simulations

For information on creating forms, see How to Create a Form.