Surveys let you ask your employees directly about the applications they use — whether they still need a license, how they use an app, or how satisfied they are with it. You build the questions, choose who receives the survey, and watch responses come in in real time.
Find Surveys in the left-hand sidebar under Optimize. You can also start a survey from the Surveys tab on any application, vendor, or product family page.
Create a survey
1. Go to Surveys in the sidebar and click New survey
2. Pick a target — the app or product family the survey is about. Product families such as Microsoft 365, Google Workspace, and Adobe Creative Cloud are fully supported.
3. Choose a template, or start from a blank survey:
Blank — start from scratch with a custom survey
Rightsizing (3 questions) — understand which users need their licenses
Discovery (4 questions) — get clarity on why and how discovered apps are used
Sentiment (3 questions) — track how users are feeling about an application
4. Click Continue to enter the four-step wizard: Content → Recipients → Channels → Confirm. Give the survey a title at the top — recipients won't see it, but it's how you'll find the survey later.
Step 1: Content
The introduction. Every survey opens with an introduction message — the first thing recipients read. Personalize it with the First Name and Application Name merge tokens, which are filled in automatically for each recipient. A default message is pre-written for you; edit it freely (up to 2,500 characters).
Tip: mentioning why you're asking — and, for rightsizing surveys, what a license costs — noticeably improves response quality.
The questions. Add up to 20 questions using five question types:
Rating — satisfaction and scoring on a star scale of 2–10
Yes/No — clear-cut decisions like "Do you still need your license?" (labels are customizable)
Select — multiple choice with up to 30 options, plus an optional "Other" free-text choice
Short Text — brief open answers (up to 1,000 characters)
Long Text — detailed open feedback (up to 3,000 characters)
Each question can have an optional description and be marked Required — recipients can skip any question that isn't. Drag questions to reorder them, or use the question menu to duplicate or delete them.
Step 2: Recipients
Choose who receives the survey. The two methods can be combined, and Viio de-duplicates automatically — the live counter shows how many unique recipients are selected.
Choose users — pick from All app users (everyone using the target app, with usage data like last-used date, plan, and department, plus filters) or All employees (your directory, including people without a license).
Paste emails — paste a comma-separated list of email addresses.
Step 3: Channels
Select how the survey is delivered. Each channel shows how many of your selected recipients it can reach, and you can enable both — every recipient still gets exactly one personal survey, so nobody can answer twice.
Email — works out of the box.
Slack — recipients get the survey as a Slack message from the Viio bot. The first time, click Configure to authorize the Viio Slack integration; user matching takes about three minutes.
Microsoft Teams — coming soon.
Send a test first
Use Send test (available on the Content and Confirm steps) to send the survey to yourself — pick your workspace user or type any email address, and choose the channel. Test responses aren't recorded, so you can safely click through the whole survey.
Step 4: Confirm and publish
The Confirm step summarizes the target app, recipients, channels, introduction message, and questions. Use the edit icons to jump back and adjust anything.
When everything looks right, click Publish. Publishing sends the survey immediately — there is no separate draft or scheduling step, so send yourself a test first if you're unsure. The survey's status moves from Created to In progress to Sent as delivery completes.
What recipients see
Each recipient gets a personal survey link. It opens a clean, mobile-friendly page showing your company logo and the app the survey is about — no Viio account or login needed. After your introduction, questions are presented one at a time; recipients can go back, edit earlier answers, and skip optional questions. Answers are saved as they go.
Track results
Summary tab — recipients, response count, and completion rate at the top, followed by a per-question breakdown: average score for rating questions, totals for yes/no, option counts for select questions, and every individual answer for text questions.
Responses tab — every recipient with their completion date and their full set of answers. Filter by how people answered — for example, everyone who answered "No" to a rightsizing question — to build your follow-up list.
Reminders
Click Send reminders to nudge everyone who hasn't responded yet — only non-responders are contacted, and the dialog shows a history of previous reminders.
Export
Choose Export responses from the survey's actions menu to download a CSV with each recipient's name, email, completion date, and answers — one column per question.
FAQ
Are responses anonymous?
No. Responses are tied to the recipient, and recipients can see they're answering as themselves. You'll see who answered what in the Responses tab and in exports — which is what makes follow-up actions like license reclaims possible.
Can I edit a survey after publishing?
No — publishing sends the survey. Review the Confirm step and use Send test before you publish.
Can I schedule a survey for later?
Not currently; surveys send when you publish them.
How many questions and options can I add?
Up to 20 questions per survey and up to 30 options per select question.
Who can respond?
Only people you selected as recipients — each gets a personal link. If someone is reachable on both Email and Slack, they can respond only once.
Need help? Chat with Viio Support or email [email protected].