Frequently Asked Questions (FAQ)

Coordara is a platform for easily creating and managing questionnaires and surveys. It's particularly suitable for events where participants and volunteers need to be coordinated, feedback collected, or donations organized.

With Coordara, you can:

• Create questionnaires with various question types
• Collect and evaluate participant responses
• Organize donations and items
• Send automatic confirmations to participants
• Generate QR codes for your questionnaires
• Export responses as Excel files

Coordara is designed for:

• Clubs and non-profit organizations
• Schools and educational institutions
• Event managers and planners
• Individuals organizing events
• Companies planning events

Coordara is particularly well-suited for recurring events where feedback needs to be regularly collected or participants coordinated.

Using Coordara is simple:

1. Registration: Create an account with your email address.
2. Create questionnaire: Use the designer to create a questionnaire with various question types.
3. Share: Share the link to your questionnaire or use the QR code so participants can access it.
4. Collect responses: Responses are automatically saved in your dashboard.
5. Evaluate: View responses in the dashboard or export them for detailed analysis.

Coordara offers various pricing plans. Details on current prices can be found on the pricing page or in your dashboard under "Subscription & Account Management".

Coordara supports various question types for different use cases:

• Text: For open questions with free text answers.
• Email: Specifically for capturing email addresses with validation.
• Checkbox: For Yes/No questions or simple confirmations.
• Checkbox with additional field: A checkbox with an additional input field that is activated when the checkbox is checked.
• Multiple choice: Allows participants to select multiple options from a list.
• Single choice: Allows participants to select exactly one option from a list.
• Yes/No: For simple yes/no decisions.
• Donation: Special question type for organizing donations or items with quantity specifications.

The donation question type is a special feature developed for organizing items or donations. With this question type, you can:

• Create a list of needed items or food
• Specify how many units are needed for each item
• Participants choose what and how much they want to bring
• The system automatically tracks how much has been pledged and how much is still needed

Example: For a school festival, you might need 10 cakes, 35 pretzels, and 8 packs of napkins. Participants can then see what's still needed and commit accordingly.

An email field is important if you want participants to receive confirmation of their responses. When your questionnaire includes an email field, the system automatically sends a confirmation email with a summary of the responses to the provided address.

This is particularly useful for:

• Confirmation of event registration
• Reminder of pledged donations
• Documentation of provided responses for the participant

Yes, you can mark any question as a required field. Required fields must be filled out by participants before the form can be submitted.

In the designer, you can enable or disable the "Required" option for each question. By default, all questions are marked as required fields.

To create a new questionnaire:

1. Log into your Coordara account.
2. Click "Create New Questionnaire" in the dashboard.
3. Fill in event details like name, date, time, and location.
4. Add questions by clicking the "+" buttons next to the desired question types.
5. Edit each question with an appropriate title and description.
6. Organize questions by using the up/down arrows to change their order.
7. Click "Save" to create the questionnaire.

To edit an existing questionnaire:

1. Go to your dashboard.
2. Find the questionnaire in the list and click "Edit Questionnaire".
3. Make your changes in the designer.
4. Click "Save" to apply your changes.

Note: Already received responses will not be affected by your changes.

Yes, you can change the order of questions at any time. In the designer, use the up and down arrows located in each question to adjust the position.

This feature allows you to logically structure your questionnaire and reorganize as needed.

Yes, in premium plans you can upload custom background images for your questionnaires. This feature gives your questionnaires a professional look and allows customization to match your brand or event theme.

To add a background image:

1. Open the questionnaire in the designer.
2. Find the "Background Image" section in the event details.
3. Click "Choose File" and select an image from your device.
4. The image will be automatically uploaded and displayed as the background for your questionnaire.

Note: This feature is only available in premium plans.

To view responses to your questionnaire:

1. Go to your dashboard.
2. Find the relevant questionnaire in the list.
3. Click "View Responses".
4. Here you'll see an overview of all received responses.

You can view individual responses in detail or see all responses as an overview.

Coordara offers the ability to export all responses as an Excel file:

1. Go to your dashboard and click "View Responses" for the desired questionnaire.
2. Click the "Export as Excel" button.
3. The Excel file will be automatically downloaded and contains all responses in a structured format.

This function is particularly useful for further data analysis or archiving.

Yes, if your questionnaire contains an email field, participants automatically receive a confirmation email after submitting their responses. This email contains:

• A summary of the provided responses
• Event details (name, date, location)
• For donation questions: A reminder of what was pledged

Automatic email confirmations help avoid misunderstandings and serve as proof of registration or commitment for participants.

Important: If your questionnaire doesn't contain an email field, no confirmations will be sent.

There are several ways to share your questionnaire with potential participants:

1. Share link: Click "Copy Link" in the dashboard and share the generated link via email, messenger, or social media.
2. QR Code: Click "QR Code" and display or download the QR code. The QR code can be used in print materials, presentations, or posters.
3. Open questionnaire: Click "Open Questionnaire" to display the questionnaire in a new tab. From there you can copy the URL or share the questionnaire directly with someone.

The QR code generator is a convenient feature to provide participants with easy access to your questionnaire:

1. Click the "QR Code" button next to the desired questionnaire in the dashboard.
2. A window opens with the generated QR code and event information.
3. You have the following options:
   • Print: Print the QR code directly.
   • Download as PDF: Save the QR code as a PDF file.
   • Download as image: Save only the QR code as an image file.

The QR code contains all necessary information to access the questionnaire directly. It can be placed in invitations, on posters, in presentations, or other visible locations.

Each questionnaire has a unique link and can be filled out by anyone who knows this link. There is no built-in access restriction for completing questionnaires.

This has the advantage that no registration is required for participants, which facilitates participation. However, if you want to restrict access, you can:

• Send the link only to selected people
• Share the link with password protection in a document or email
• Keep the questionnaire active only for a limited time

Note: Access to the dashboard and editing questionnaires is protected by your account and requires login.

Billing at Coordara works by invoice. Here are the key points:

• Pricing: Pricing for different plans can be found on the pricing page or in your dashboard under "Subscription & Account Management".
• Payment method: Payment is made by invoice, which will be sent to you by email.
• Invoicing: Invoices are created at the end of each billing period and contain all necessary information for your accounting.
• Cancellation: You can cancel your subscription at any time. The subscription remains active until the end of the paid period.

You can adjust your plan at any time:

1. Log into your account.
2. Click "Subscription & Account Management" in the dashboard.
3. Select "Change Plan".
4. Choose your desired new plan.
5. Follow the instructions to confirm the change.

For an upgrade: Additional features are immediately available. Costs are calculated proportionally for the rest of the billing period.

For a downgrade: The new plan takes effect at the end of the current billing period.

Each plan has a set limit for the number of questionnaires you can create:

• When you reach your limit, the "Create New Questionnaire" button will be disabled.
• You can continue to work with your existing questionnaires and collect responses.
• To create more questionnaires, you have the following options:
  1. Upgrade to a higher plan with more questionnaires.
  2. Delete questionnaires that are no longer needed to make room for new ones.

Note: Deleted questionnaires still appear in your dashboard but are marked as "deleted" and no longer count toward the limit.

We plan to offer the free version long-term, but reserve the right to change or discontinue it if necessary. Should anything change, we will notify you in advance by email.

Each plan has a monthly limit for the number of participants or responses:

• When the limit is reached, no further responses can be submitted.
• Participants will see a message that the limit has been reached and cannot submit the form.
• You as organizer can still access all previously collected responses.
• To collect more responses, you have the following options:
  1. Upgrade to a higher plan with a larger participant limit.
  2. Wait until the beginning of the next month when the limit is reset.

The participant limit is automatically reset on the first day of each month, allowing you to collect new responses.

Yes, invoices are created for all plans. The invoices are:

• Sent to your registered email address

The invoices contain all necessary information for your accounting, including your customer data, service description, and VAT.

If you have special requirements for your invoices, please contact our customer service.

Protecting your data and your participants' responses is our highest priority:

• All data is transmitted encrypted (SSL/TLS).
• Storage is on secure servers within the EU.
• Only you as the account holder have access to the responses.
• We use modern security measures to protect against unauthorized access.

More information can be found in our privacy policy.

Responses to your questionnaires are stored as long as your account exists. You always have the option to:

• Delete all responses to a questionnaire
• Export your data as an Excel file and save it locally

If you delete your account, all your data, including questionnaires and responses, will be irrevocably deleted after a transition period of 30 days.

Coordara works with all modern browsers, including:

• Google Chrome (recommended)
• Mozilla Firefox
• Microsoft Edge
• Apple Safari

For the best experience, we recommend using the most recent browser version.

Yes, Coordara is fully responsive and optimized for mobile devices. Both the dashboard and the created questionnaires automatically adapt to the screen size and can be used seamlessly on smartphones and tablets.

This allows participants to fill out questionnaires on the go and enables you to manage your dashboard from anywhere.

If your question wasn't answered here, you can contact us in various ways:

• Email: info@coordara.com
• Contact form: On our contact page

We strive to answer all inquiries within one business day.