Quickly learn who uses a product and why with Viio’s feedback surveys. They take minutes to create and the results are easy to interpret—perfect for licence‑rightsizing projects.
Set up a survey
Getting started
1. Go to Feedback in the left-hand sidebar
2. Click Create Survey in the top-right corner
3. Select the application you want to survey users about
Note: You cannot survey Product Families (Microsoft 365, Google Workspace, Adobe Creative Cloud). Choose individual apps within the family instead — see Known Limitations below.
1 . Select recipients
When a product has a direct API integration, you get three options:
Option | When to use it |
Smart filter | Use Viio’s usage data (API + SSO logs, browser extension, desktop agent) to filter by activity, department, or licence tier. |
User selection | Pick people manually from the Employee directory—handy when you want to include non‑licence holders. |
Paste emails | Paste a comma‑separated list of addresses. There’s no limit to how many you can add. |
Note: For products without a direct integration you can only use Paste emails.
2. Choose channels
Send the survey via Email, Slack, or both. Viio estimates how many recipients are reachable on each channel (e.g. external guests rarely appear in Slack, so they’ll be emailed instead).
If someone responds on one channel, they cannot respond again on another—avoiding duplicates.
First time using Slack? Viio will prompt you to authorise the Viio Slack bot during setup.
3 . Customise the message
Edit the subject and body to suit your audience. For instance:
Highlight the licence price to encourage relinquishment.
Ask users to rate the product or share a comment.
Click Send test to myself to preview the message before launching.
4 . Review & launch
The Summary step shows a recap of recipients, channels, and your custom message. Click Launch survey when you’re ready.
Analyse survey results
Summary dashboard
Recipients vs. responses chart – track response rate in real time.
Answer breakdown – see how many users still need their licence.
Key metric: No, I do not need my licence – use this to identify reclaim opportunities.
You can export the No responses for further processing.
Send reminders
From the completion‑rate dashboard, click Send reminder. Viio messages only the non‑responders. Automated, multi‑step reminders are on the roadmap.
Responses tab
View every recipient, their answer, comments, and the response timestamp. Export the list to CSV for deeper analysis.
Tips & best practices
Segment wisely. Survey one department at a time to keep messaging relevant.
Include cost context. Users are more willing to relinquish a £50/month licence when they know the price.
Act quickly. Reclaim licences soon after users say they don’t need them to realise savings.
Known Limitations
Product Families
You cannot send surveys for Product Families such as:
• Microsoft 365 / Office 365
• Google Workspace
• Adobe Creative Cloud (the bundle, not individual apps)
Why? Product Families contain multiple applications, and the survey system is designed to ask about specific app usage.
Solution: Survey individual applications within the family instead:
Instead of surveying... | Survey these individual apps |
Microsoft 365 | Microsoft Word, Microsoft Excel, Microsoft Teams |
Adobe Creative Cloud | Adobe Photoshop, Adobe Illustrator, Adobe InDesign |
Google Workspace | Google Drive, Google Meet, Google Docs |
Custom Questions
Survey questions are currently preset and cannot be customised. You can:
• Edit the subject line and message body to add context
• Explain the purpose of the survey in your custom message
• Mention the license cost to encourage honest responses
Roadmap: Custom survey questions are a planned feature.
Workaround: Proxy App Survey
If you need to survey users about a Product Family:
Choose an individual app within the family as a "proxy" (e.g., Microsoft Word for O365)
Create a survey for that app
In the custom message field, explain that the question is about the entire suite: "We're reviewing our Microsoft 365 licenses. Even though this survey mentions Word, please respond based on whether you use any Microsoft 365 apps (Word, Excel, Teams, etc.)"
Use the Paste emails option if you have a specific list of O365 users to survey.
This approach lets you gather feedback while working within current system limitations.
Need help? Chat with Viio Support or email [email protected].