Can I set a quota for a particular question or questionnaire (restrictions on the number of respondents)?

In the 'Edit' - 'Questionnaire' tab, you can specify the quota or limitations on the number of respondents for the whole survey or a particular answer. Quotas can be used if you want to collect answers of only a certain number of specific groups, for example based on gender, age, region, or in case you use the 1KA tool for registrations for events or workshops, where we have certain limitations, for instance, for each workshop a maximum of 40 people can register.

Quotas or restriction of responses can be added in various ways.

Example: 1KA also serves as registration for an event with different workshops, for each one a maximum of 40 participants can register.

A) Determine the quota by clicking on the icon for adding a condition to display categories (IF*)

• For an answer (e.g. Workshop name) you want respondents to see only until the quota is reached (e.g. 40 respondents), click on the right side of the icon to add a condition to display categories (IF*);
• In the window that opens, select ‘Quota’ in the 'Select variable' drop-down.;
• Click on the 'Edit quota' button and a new window will open;
• In the 'Select variable' drop-down menu select the appropriate answer/category (workshop name) and click 'Confirm';
• Change the calculation operator in ‘smaller or equal (<=)’ and enter the quota in the blank field, i.e. the maximum number of respondents who can choose this answer, in this case 40 (we enter one number LESS, than it is the desired quota, so 39). Whith this, we determine that this category will display only until the number of respondents who have chosen this answer is less than or equal to 40. Click 'Confirm';
• When you close the question’s editor, you will see a star symbol and formula for the quota next to the answer (category) for which you set quotas;
• When 40 respondents choose this certain response and the quota is thus met, future respondents will be unable to choose this answer (it will not be displayed).

B) Determine the quota by using the ‘Validation’ function

• Click on the question for which you want to set quotas and on the right side of the question editor select the 'Validation' tab;
• Click 'New validation';
• In the window that opens, select ‘Quota’ in the 'Select variable' drop-down;
• Click on the 'Edit quota' button and a new window will open;
• In the 'Select variable' drop-down select the appropriate answer/category (workshop name) and click 'Confirm';
• Change the calculation operator in ‘greater or equal (>=)’ and enter the quota in the blank field, i.e. the maximum number of respondents who can choose this answer, in this case 40. Whith this, we determine that a warning will appear, when the quota is reached, i.e. when more than 40 respondents have chosen this answer. Click 'Confirm';
• Determine the type of alerts: soft reminder (respondent will be warned that the workshop is busy, but the answer can still be selected); hard reminder (respondent cannot use this answer, the application will not allow the respondent to continue);
• In the ‘Alert text’ field, write the text the respondent will see when the quota is reached, for example: "All places for Workshop 1 are filled. Please select another workshop.";
• When you close the question editor, in the title bar of the question you will see the note 'Validation', which reminds us that we have set a quota or validation for this question;
• When 40 respondents have chosen a certain response and the quota is thus met, future respondents will see the warning message (alert) if they choose this answer (the answer will still be displayed).

Example: We want 100 respondents to complete the survey (valid answers); after that, the survey should finish automatically.

C) Adding quotas depending on the status of the survey

• Quotas can also be set via the left-side menu by clicking on the orange icon with a plus sign (all types of questions will open). Quotas are available under the category ‘Advanced features’. A pop-up window for editing a quota will open;
• In the window that opens, select the appropriate status (Status 1-6, Valid answers, All answers – More >>) in the ‘Select variable' drop-down and click 'Confirm'. In our example, choose 'Valid answers';
• From the left-side menu, insert a condition (IF) and transfer into the condition all questions in the survey which we want to display only to a certain number of respondents (drag the ENDIF tag after the last question in the survey);
• Edit the condition by clicking on it, and choose the predetermined quota, which by default is named ‘QU1’ in the ‘Select variable’ drop-down;
• Change the calculation operator in ‘smaller or equal (<=)’ and enter the quota in the blank field, i.e. the maximum number of respondents who can complete the survey, in this case 100. Whith this, we determine that the survey will be open for respondents only until the number of respondents who have completed the survey is less than or equal to 100. Click 'Confirm'.

When editing quotas you can also use the following advanced features:

• You can change the order of quotas by clicking the icon in the form of a vertical two-directional arrow on the right side of the variables, and then dragging it into the desired location. By clicking on the icon in the form of a basket, you can remove an individual variable from the quota;
• On the left and on the right side of each variable you can use brackets by clicking the blue icons in the form of the characters '+' and '-'. With brackets you can make sure that the order of conditions in the formula is correct, especially in the case of complex quotas;
• In the lower left corner ('Variable name') you can rename the quota.