Creating Questionnaires

A questionnaire is a form you build once and send to any couple. They fill it in online, and the answers come back against their wedding.

The Questionnaires page

Open Questionnaires from the sidebar. Four stat cards sit at the top — Total Questionnaires, Active Questionnaires, Draft Questionnaires and Avg Questions — with a search box and a status filter beneath.

Two ways to start: Quick Start, or New Questionnaire for a blank one. With nothing built yet you get No Questionnaires Yet and a choice of Quick Start or Create From Scratch.

Quick Start is worth a look first. It offers a library of ready-made questions grouped into templates — pick the ones that suit and it builds the questionnaire for you, fully editable afterwards.

Note on the status filter: it lists Draft, Active and Archived, but a questionnaire is only ever Draft or Published. Filtering by Active or Archived returns nothing, and the Active Questionnaires card always reads zero. Use the Draft filter, or All Statuses.

Building one

The builder has four tabs.

Details

The name, an optional description shown to the couple, and the status. Published questionnaires can be sent to clients — a draft cannot.

Questions

Where the form gets built. Add Question creates one; each is a card you can drag by its handle to reorder.

Per question you set the label, the type (fourteen of them — see Question Types & Options), whether it's required, and any type-specific settings.

Preview

Exactly what the couple will see, including a disabled submit button so you can't post a test response by accident.

Automation

Rules that send this questionnaire on their own. Covered below.

Publishing

Save Draft keeps it unfinished. To send it to anyone, set the status to Published.

This matters in two places: the send button on a wedding stays disabled until at least one questionnaire is published, and automation rules won't run against a draft.

Automating sends

The Automation tab holds Automation Rules for this questionnaire. Create Rule needs the questionnaire saved and published first.

Trigger Type

Four, as a set of cards:

Trigger	When it fires
When wedding is created	Immediately, as a new wedding is booked
Days before wedding	A set number of days ahead of the date
Days after wedding	A set number of days afterward
When proposal is accepted	As the client accepts a proposal

The two day-based triggers ask how many days; the default is 90.

Scheduling

Send Immediately fires as soon as the trigger does. Switch it off and Send At Time holds the email until a set time of day — usually better, since a rule that fires at 04:00 sends at 04:00.

The email

Email Subject and Email Body, plus the button text (defaulting to "Complete Questionnaire") and a sender name that falls back to your venue.

Two variables are substituted when it sends: {{couple_name}} and {{venue_name}}. These genuinely work here — unlike saved email templates, which have no merge fields at all.

Reminders

Send Reminders is off by default. On, it chases anyone who hasn't responded: Days After Initial Send sets the intervals (3, 7 and 14 by default) and Maximum Reminders caps how many go out.

The Email Queue

Below the rules, Email Queue shows what is scheduled and what has happened, with Total, Pending and Sent counts and a Refresh button.

The table lists Recipient, Wedding, Questionnaire, Type — either Initial or a numbered Reminder — Scheduled, and Status. Statuses are Pending, Processing, Sent, Failed, Cancelled and Skipped. You can cancel something pending, or retry something that failed.

This queue runs on its own: a scheduled job drains it every few minutes, and a daily job works out which weddings have hit a day-based milestone. You don't need the app open for any of it to happen.

Tip: A welcome questionnaire on When wedding is created is the highest-value rule to set up. The details you most need — dietary requirements, ceremony preferences, key contacts — are easiest to collect while the couple is still excited about having booked.