--- title: How to Send a Survey to Activity Participants description: Learn how to send a survey to selected activity participants, email survey invitations, and use individual PINs to connect responses to student records in AfterSchool HQ. --- [Skip to content](https://support.afterschoolhq.com/knowledge/how-to-send-a-survey-to-activity-participants#main-content) English Show submenu for translations ![ASHQ Logo Vert Flat.png\]](https://support.afterschoolhq.com/hs-fs/hubfs/ASHQ%20Logo%20Vert%20Flat.png?height=40&name=ASHQ%20Logo%20Vert%20Flat.png) Open main navigation Close main navigation - English Show submenu for translations - [Go to afterschoolhq.com](https://go.afterschoolhq.com/) [Go to afterschoolhq.com](https://go.afterschoolhq.com/?hsLang=en) Hi! How can we help you? - There are no suggestions because the search field is empty. 1. [AHQ Help Center](https://support.afterschoolhq.com/knowledge?hsLang=en) 2. [Activity Providers](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en) 3. [Forms & Surveys](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#forms-surveys) # How to Send a Survey to Activity Participants ## Learn how to send a survey to selected activity participants, email survey invitations, and use individual PINs to connect responses to student records in AfterSchool HQ. **AfterSchool HQ** allows you to send surveys directly through an activity so you can choose which participants should receive them. Each selected student receives an individual ***PIN***, allowing their submitted survey response to be connected to their student record. You can send the survey invitation to the email address on record or manually share the survey link and the participant’s PIN. 00:05: This article explains how to create and manage surveys in AfterSchool HQ. 00:10: You will learn to distribute surveys to participants and review their responses 00:13: efficiently. 00:06: In this guide, we'll show you how to send a survey to 00:08: activity participants, 00:10: select who should receive it, and share the survey using an email invitation or a 00:14: survey link and individual PIN. 00:17: Start by opening Extracurricular Activities from the Activity Center. 00:22: Select the activity 00:23: you'd like to use to send the survey to participants. 00:27: From the activity, open the Surveys section to view and manage surveys 00:31: sent to its participants. 00:34: To get started, select Send New Survey. 00:37: Select the survey you'd like to send. 00:39: Then, enter a title and add a due date if desired. 00:43: If the survey you need hasn't been created 00:45: yet, select Add New Survey Form to create one. 00:50: Next, choose who should receive the survey. You can send it to all activity 00:54: participants or select specific students 00:58: If you only want to send the survey to certain students, select the individual 01:01: participants who should receive it 01:05: Review your selections and confirm that the correct participants are included before 01:09: continuing. 01:11: To send the survey directly to the email addresses on record, 01:14: select Email Survey Link. 01:16: After the survey begins accepting responses, the invitation will be sent 01:20: automatically. 01:23: Once everything is ready, select Start Accepting Surveys at the bottom of the page 01:27: to begin collecting responses. 01:30: The survey invitation includes a unique PIN for the student. 01:33: The recipient can copy the PIN, select Begin Survey, enter the code, complete the 01:38: questions, and select Confirm to submit their response. 01:43: If you prefer to share the survey manually, locate the survey and select View. 01:49: Select Share to access the survey's sharing options 01:52: Copy the survey link so you can share it directly with the appropriate participants 01:56: or families. 01:59: Each participant has an individual PIN that connects their survey response to their 02:03: record. 02:05: If you need to make changes, open the survey's editing options to update its details 02:09: or participant selections. 02:12: You've now learned how to send a survey to activity participants, select 02:16: recipients, and share access using email invitations or a survey link and individual 02:21: PIN. 02:22: Thanks for watching!   ### **❗Before You Begin** Before sending your survey: - Make sure the survey form you want to use has already been created, or be prepared to create a new survey form during the process. - ***Make sure the survey form is published*.** The survey must be published before it can be sent to activity participants. - Confirm that you’re working from the correct activity. - Decide whether the survey should be sent to ***all participants*** or only ***specific students**.* - If you plan to email the survey directly through AfterSchool HQ, make sure the appropriate email addresses are on record. > 💡 **Tip:** Sending a survey through an activity allows you to select participants and creates an individual PIN for each student so their response can be connected to their record.   ### **1. Access Extracurricular Activities** Start by opening **“Extracurricular Activities”** from the Activity Center. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2Fs43n85YHLLMpqhViqs6Gyj_doc.png?alt=media&token=4263f7e0-8954-45c4-b587-4a1f60d2e0ad&time=1790353185997)   ### **2. Select an Activity** Select the activity you’d like to use to send the survey to participants. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2FiH6dp5e64eHSV34fSrrbx6_doc.png?alt=media&token=f7509dbc-c1ce-4ec1-b1c7-0f213942ced0&time=1790353185999) > 💡 **Tip:** Make sure you select the correct activity, especially if your organization has multiple activities with similar names.   ### **3. Open Surveys** From the activity, open the **“Surveys”** section to view and manage surveys sent to its participants. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2F4VKeUh6WvgbELmMWFj2oT2_doc.png?alt=media&token=7b3dd972-d11b-4b0f-9cd9-79ac5df98985&time=1790353186000)   ### **4. Send a New Survey** Select **“Send New Survey”** to begin setting up a survey for the activity’s participants. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2FuHd93q2gW5QLPLMBb7ew29_doc.png?alt=media&token=e6094fdc-84e3-4150-9fed-b2ecaad1d130&time=1790353186002) ### **5. Select a Survey** Select the survey you’d like to send. Then, enter a title and add a due date if desired. The title can help you and your participants identify the purpose of the survey. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2F1Ekannr2XhXs4wLDUcjwwj_doc.png?alt=media&token=6100f1a1-b140-42fe-931a-58d5eaaa71ab&time=1790353186003) > 💡 **Tip:** A clear survey title can be especially helpful if participants receive multiple surveys throughout the activity.   ### **6. Create a New Survey Form** If the survey you need hasn’t already been created, select **“Add New Survey Form”** to create one. Once your survey form is available, you can use it for the survey you’re preparing to send. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2F11tFvNPMrBzCVJeAqxjZh3_doc.png?alt=media&token=d4c947ba-4df6-4308-b812-6079343c8cce&time=1790353186004)   ### **7. Select Survey Participants** Choose who should receive the survey. You can send the survey to ***all activity participants*** or choose to send it only to ***specific students**.* ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2FrRxzcux934AUh5TNi18qW4_doc.png?alt=media&token=ae4a1e4f-a770-4e1a-9a80-3334814fd108&time=1790353186005) > 💡 **Tip:** Use the individual participant option when the survey only applies to certain students rather than everyone enrolled in the activity.   ### **8. Choose Individual Participants** If you only want to send the survey to certain students, select the individual participants who should receive it. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2FvvMKfT7p9FK2TJdAJXdnyc_doc.png?alt=media&token=e368d015-00b9-41a2-9587-188042b62add&time=1790353186007)   ### **9. Confirm Participant Selection** Review your selections and confirm that the correct participants are included before continuing. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2Fm6ReCpmwPXceAMHrCJ3jaS_doc.png?alt=media&token=6ed6ca27-493f-48fa-a9e1-83ecca3e8db1&time=1790353186008) > 💡 **Tip:** Take a moment to review the participant list before starting the survey. Each selected participant will have an individual PIN associated with their survey access.   ### **10. Email the Survey Link** If you want AfterSchool HQ to send the survey invitation directly to the email addresses on record, select **“Email Survey Link”**. After the survey begins accepting responses, the invitation will be sent automatically. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2FgpVNtJC67DV4FGbpw1hvyt_doc.png?alt=media&token=48de4425-8f64-4ee9-a210-622d75b97250&time=1790353186009) If you prefer to distribute the survey yourself, you can leave this option unselected and manually share the survey link and appropriate student PIN.   ### **11. Start Accepting Surveys** Once everything is ready, select **“Start Accepting Surveys”** at the bottom of the page. The survey will then begin accepting responses from the selected participants. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2FgkKxxLvd6B7UDCwbL8RioK_doc.png?alt=media&token=2cb80347-73d7-4e6f-a6ff-e06f2ea319b9&time=1790353186011) > ###### 💡 **Tip:** Before selecting **“Start Accepting Surveys”**, double-check your survey, participant selection, and email option to make sure everything is set up as intended.   ### **12. Complete the Survey Using the PIN** When the survey is sent by email, the invitation includes the student’s unique PIN. The recipient can: 1. Copy the provided PIN. 2. Select **“Begin Survey”**. 3. Enter the PIN. 4. Answer the survey questions. 5. Select **“Confirm”** to submit the response. The individual PIN allows the response to be associated with the appropriate student. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2FsVdhU1KrMoGdPftkYeHHSZ_doc.png?alt=media&token=b35ff7c4-3013-4d77-bfa5-32011919ba81&time=1790353186012) > 💡 **Important:** PINs are specific to individual participants. When helping a family access a survey, make sure they are using the PIN assigned to the correct student.   ### **13. View the Survey** Locate the survey you want to share and select **“View”**. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2FdJhMdeCS2nGywfs76R3Vxw_doc.png?alt=media&token=2b36a518-1c58-4dbf-914d-da7b12fb301a&time=1790353186013)   ### **14. Open Sharing Options** Select **“Share”** to access the survey’s sharing options. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2F4ueokptzdjHUjxdXB89qBe_doc.png?alt=media&token=d42b56d5-e6fd-47f6-b260-c6223de3552c&time=1790353186014)   ### **15. Copy the Survey Link** Copy the survey link so you can share it directly with the appropriate participants or families. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2FwESAdu4c16Fswv4xYaY7Dj_doc.png?alt=media&token=e2dbf76f-3b6a-49c4-a62d-9847a017be21&time=1790353186015) > 💡 **Important:** The survey link alone is not enough for this participant-specific workflow. The participant will also need their individual student PIN to access and submit the survey under their record.   ### **16. View Participant PINs** Review the participants to locate their individual PINs. Each participant has a unique PIN that connects their survey response to their student record. When manually distributing a survey, provide the family or participant with both the ***survey link*** and the ***correct student PIN**.* ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2F9tG8Q8zg94FdTUat1vvC6s_doc.png?alt=media&token=ae5eb59d-7594-40fd-af9e-da5849629952&time=1790353186016) > 💡 **Tip:** Double-check the student’s name and PIN before manually sharing survey access to ensure you provide the correct information.   ### **17. Edit Survey Details** If you need to make changes, open the survey’s editing options to update its details or participant selections. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2F9xoyKEV1ZLt57AYivRTBkF%2FhfQZ3NRfb7fRutDUFPSNwd_doc.png?alt=media&token=d6288825-c464-45d3-aec8-ab33012762c3&time=1790353186017)   --- #### **Frequently Asked Questions** **Q: Why should I send a survey through an activity?** **A:** Sending a survey through an activity allows you to choose which activity participants should receive it and provides individual student PINs that connect submitted responses to student records. **Q: Can I send the survey to everyone in an activity?** **A:** Yes. When selecting recipients, you can choose to send the survey to all activity participants. **Q: Can I send the survey to only certain students?** **A:** Yes. You can select individual participants if the survey should only be sent to specific students. **Q: Does the survey need to already exist?** **A:** Not necessarily. If the survey you need has already been created, you can select it during setup. If it hasn’t been created yet, select **“Add New Survey Form”** to create one. **Q: Is a due date required?** **A:** No. You can add a due date if desired. **Q: What does Email Survey Link do?** **A:** Selecting **“Email Survey Link”** allows AfterSchool HQ to send the survey invitation to the email addresses on record after the survey begins accepting responses. **Q: Do I have to email the survey through AfterSchool HQ?** **A:** No. You can manually copy and share the survey link instead. When sharing it manually, make sure you also provide the participant with their ***individual student PIN**.* **Q: Why does each student have a PIN?** **A:** The individual PIN identifies the student completing the survey and allows their response to be connected to their student record. **Q: Can multiple students use the same PIN?** **A:** No. Each participant has their own individual PIN. Make sure the correct PIN is provided for each student. **Q: What does the participant do after receiving the email?** **A:** The recipient copies the PIN included in the invitation, selects **“Begin Survey”**, enters the PIN, answers the survey questions, and selects **“Confirm”** to submit the response. **Q: What should I share if I send the survey manually?** **A:** Provide the recipient with both the ***survey link*** and the student’s ***individual PIN**.* **Q: Can I change the survey after setting it up?** **A:** The survey includes editing options that allow you to update its details or participant selections. **Q: What is the difference between sharing a general survey link and sending a survey through an activity?** **A:** Sending a survey through an activity allows you to select activity participants and creates individual PINs so responses can be associated with student records. This is useful when you need participant-specific responses rather than simply distributing a general survey link.   💡If you experience any issues or have further questions with **“How to Send a Survey to Activity Participants”**, don't hesitate to get in touch with our support team at [**support@afterschoolhq.com**](mailto:support@afterschoolhq.com)***.*** - [Welcome to AfterSchool HQ!](https://support.afterschoolhq.com/knowledge/welcome-to-afterschool-hq?hsLang=en#main-content) - [Getting Started](https://support.afterschoolhq.com/knowledge/welcome-to-afterschool-hq?hsLang=en#getting-started) - [Parents & Registrants](https://support.afterschoolhq.com/knowledge/parents-registrants?hsLang=en#main-content) - [Your Account](https://support.afterschoolhq.com/knowledge/parents-registrants?hsLang=en#your-account) - [Registration](https://support.afterschoolhq.com/knowledge/parents-registrants?hsLang=en#registration) - [Check In & Check Out](https://support.afterschoolhq.com/knowledge/parents-registrants?hsLang=en#check-in-check-out) - [Billing & Payments](https://support.afterschoolhq.com/knowledge/parents-registrants?hsLang=en#billing-payments) - [Activity Providers](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#main-content) - [Account & Settings](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#account-settings) - [Creating & Managing Activities](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#creating-managing-activities) - [Activity Billing & Pricing](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#activity-billing-pricing) - [Sharing & Promoting Activities](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#sharing-promoting-activities) - [Registration & Enrollment](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#registration-enrollment) - [Student Roster & Communication](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#student-roster-communication) - [Attendance](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#attendance) - [Check In & Check Out](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#check-in-check-out) - [Forms & Surveys](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#forms-surveys) - [Payments & Accounting](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#payments-accounting) - [Staff & Volunteers](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#staff-volunteers) - [Reports & Data](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#reports-data) - [Integrations](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#integrations) - [Referral Partners](https://support.afterschoolhq.com/knowledge/referral-partners?hsLang=en) - [FAQs](https://support.afterschoolhq.com/knowledge/faqs?hsLang=en) - [Contact Us](https://support.afterschoolhq.com/knowledge/contact-us?hsLang=en) [![Chill listening crop-3](https://support.afterschoolhq.com/hs-fs/hubfs/ahq-flight-logo@0-75x-3.png?width=21&height=24&name=ahq-flight-logo@0-75x-3.png "Chill listening crop-3")](https://go.afterschoolhq.com/?hsLang=en) AfterSchool HQ Help Center Copyright © 2026, AfterSchool HQ