User Instructions

Comprehensive guides to using the Dynamic FP Feedback System

System Overview

Getting Started

The Dynamic FP Feedback System is designed to streamline collecting and managing client feedback. It provides:

A secure admin interface for managing feedback forms
Client data management with CSV import functionality
Customizable feedback forms with various question types
Email integration for sending feedback requests
Response tracking and analysis tools

Access & Security

The system is designed with security in mind:

Secure admin authentication with password protection
Role-based access control for administrative functions
Encrypted client data storage
Unique, secure links for client feedback submissions
SSL/TLS encryption for all data transmission

Default admin credentials are provided separately. Please change your password upon first login.

Pro Tip: Use the interactive tour feature to get familiar with the system interface. Click the help button in the bottom right of any page to start the tour anytime.

System Workflow

The typical workflow for using the feedback system:

1. Import Clients

Upload client data via CSV

2. Create Forms

Design feedback questionnaires

3. Send Emails

Dispatch form links to clients

4. Monitor Responses

Track and analyze feedback

Admin Guide

Important: Admin accounts have full access to all system functions. Ensure admin credentials are kept secure and not shared.

Logging In

To access the admin dashboard:

Click the "Admin Login" button in the site header
Enter your username and password
Click "Login" to access the admin dashboard

If you've forgotten your password, use the "Forgot Password" link on the login page to reset it.

Dashboard Overview

The admin dashboard provides a comprehensive overview of the system:

Sidebar Navigation: Access all admin functions
Stats Overview: Quick summary of clients, forms, and submissions
Recent Activity: Latest actions in the system
Quick Actions: Shortcuts to common tasks

Primary Admin Functions

Client Management
Import, edit, and organize client data
Form Management
Create and modify feedback forms
Email Campaigns
Send feedback requests to clients
Submission Analysis
View and analyze feedback responses

Account Management

Manage your admin account settings:

Click your username in the top-right of the admin dashboard
Select "Account Settings" from the dropdown menu
Update your profile information, email, or password
Click "Save Changes" to apply your updates

It's recommended to change your password periodically for security purposes.

Form Management

Creating Forms

To create a new feedback form:

Navigate to "Forms" in the admin sidebar
Click the "Create New Form" button
Enter a title and description for your form
Choose whether to create a single-page or multi-step form
Add questions to your form using the form builder
Click "Save Form" when complete

Question Types

The system supports various question types:

Type	Description
Rating	Numerical scale (e.g., 1-5 stars)
Radio	Single selection from multiple options
Checkbox	Multiple selections from options
Textarea	Free-form text responses
Text	Single-line text input
Select	Dropdown menu selection

Editing Forms

To edit an existing form:

Navigate to "Forms" in the admin sidebar
Find the form you want to edit in the list
Click the "Edit" button (pencil icon) for that form
Make your desired changes to the form structure or questions
Click "Save Changes" to update the form

Note: Editing a form will not affect any responses that have already been submitted. However, be cautious when making significant changes to forms that are currently active.

Previewing Forms

Before sending a form to clients, you can preview how it will appear:

Navigate to "Forms" in the admin sidebar
Find the form you want to preview
Click the "Preview" button (eye icon)
This will open the form as clients will see it
You can test form functionality by filling it out

Deleting Forms

To delete a form you no longer need:

Navigate to "Forms" in the admin sidebar
Find the form you want to delete
Click the "Delete" button (trash icon)
Confirm your decision in the prompt

Warning: Deleting a form is permanent and will also remove access to any submissions for that form. Consider archiving forms instead of deleting if you need to retain historical data.

Client Management

Importing Clients

To bulk import clients from a CSV file:

Navigate to "Clients" in the admin sidebar
Click the "Import Clients" button
Download the template CSV file if needed
Prepare your CSV file with client data
Upload your CSV file using the file selector
Review the preview of data to be imported
Click "Confirm Import" to add the clients to the system

CSV files should include at minimum: Name and Email columns. Additional data fields will be stored as extra information.

Adding Individual Clients

To add clients one at a time:

Navigate to "Clients" in the admin sidebar
Click the "Add Client" button
Fill in the client's information (name, email, etc.)
Add any additional data fields as needed
Click "Save Client" to add them to the system

Email addresses must be unique in the system. Attempting to add a client with an existing email will result in an error.

Managing Client Data

The clients list provides several tools for managing client data:

Function	Description	How to Access
Search	Find clients by name, email, or other fields	Use the search box at the top of the clients list
Filter	View clients by specific criteria	Click "Filter" button and select filter options
Edit	Modify client information	Click the "Edit" (pencil) icon for any client
Delete	Remove a client from the system	Click the "Delete" (trash) icon for any client
Activity	View a client's submission history	Click the "Activity" icon for any client
Email	Send a feedback request to specific client	Click the "Email" icon for any client

Exporting Client Data

To export your client list:

Navigate to "Clients" in the admin sidebar
Apply any filters to select the clients you want to export
Click the "Export" button
Select your preferred format (CSV or Excel)
The file will be downloaded to your computer

Data Protection Note: Exported client data should be handled securely in compliance with data protection regulations. Ensure the data is only accessed by authorized personnel and stored securely.

Email System

Sending Feedback Requests

To send feedback form invitations to clients:

Navigate to "Emails" in the admin sidebar
Click "New Email Campaign"
Select the feedback form to send
Choose recipient clients (filter or select individually)
Customize the email subject and message
Preview the email (optional)
Click "Send Emails" to dispatch invitations

Each email contains a unique link for the client to access their personalized feedback form.

Email Templates

The system provides customizable email templates:

Available template variables:

Variable	Description
`{{client_name}}`	Client's full name
`{{form_title}}`	Title of the feedback form
`{{form_link}}`	Unique link to the feedback form
`{{company_name}}`	Your company name (Dynamic FP)
`{{expiry_date}}`	Date the form link expires (if set)

Email Tracking

The email logs provide detailed information about sent emails:

Delivered Status: Confirms if the email reached the recipient's server
Open Tracking: Shows if and when the email was opened
Click Tracking: Records when recipients click the form link
Submission Status: Indicates whether the form has been completed

To view email logs:

Navigate to "Emails" > "Email Logs" in the admin sidebar
Use filters to find specific emails by status, date, or client
Click on any email to view detailed tracking information

Note: Email tracking requires the recipient's email client to load images. Some clients block images by default, which can affect tracking accuracy.

Sending Reminders

To send reminders to clients who haven't completed their feedback form:

Navigate to "Emails" > "Email Logs" in the admin sidebar
Filter for emails with "Not Submitted" status
Select the clients to remind (individually or all)
Click "Send Reminder"
Customize the reminder message (if desired)
Click "Send" to dispatch the reminders