Using Google Quizzes with Online Student Employee Training


Training student staff to work in a recreation facility is an important step to ensure that customer service, risk management, and job skills are all communicated effectively to the employees. Though much of the training we require is more effective when conducted in person, there are some parts that can be conducted just as effectively through an online venue. Sometimes, combining online information with in person training is even better! If students can receive the information first through an online venue, more time can be spent in person on the practical application of the information.

If we decide to provide training information online to our student staff, it is important that they understand the training before continuing on to the practical application. After students complete an online training session, we can test understanding using a Google quiz. The following provides step-by-step instructions for creating and using Google quizzes.

First, create a Google form using quiz questions you have written that are based on the training you provided. If you have never created a Google form before, you can find step-by-step instructions here. Most types of questions will work as long as there is an exact answer expected. For example, multiple choice questions work well, but an essay answer using a paragraph box may not be appropriate, since correct answers may differ slightly from the answer key. It would also be a good idea to select “Required” for each question so that students don’t inadvertently skip a question.



Once you have created your Google form, you can convert it to a quiz. In the upper right-hand corner of the form you will see a “gear” icon, which will take you to the “Settings” menu. Select “QUIZZES” from the menu.


You will then have the option to make the form a quiz by sliding the first button to the right. If you want your students to have immediate feedback on their quiz results, select “Immediately after each submission” under the Release Grade option. You can also select which options you would like your students to see. If students will need to retake the training if they don’t meet the minimum score, you may want to show which answers they missed, but not the correct answers. These options are up to you to either check or uncheck.


Next, you will need to create an answer key so that student submissions will be automatically scored. Click on the first question in the quiz. You will now see a link at the bottom called “ANSWER KEY.” Click on that link.


You will then be able to choose the correct answer, and set the point value for that question.


Continue to select the correct answer and choose the point value for all subsequent questions. Once you complete this step, you will want to set up a confirmation message so that students can see their score after they submit their answers. Click the “Settings” icon at the top of the page, and select “PRESENTATION.” Then type in a “confirmation message” that directs students on how to find their score, and instructs them on what to do if they did not earn the minimum score to pass the quiz. Once you have typed the confirmation message, select “SAVE.”


When students complete the quiz and submit their answers, they will receive a confirmation screen containing a link they can select to view their score. Below is an example based upon the confirmation message that was set in the above image.


You will now want to choose how to collect quiz responses. Select the “RESPONSES” menu item at the top of your quiz.


A screen will appear that contains a spreadsheet icon. Click on the icon.


You will be prompted to select a response destination. I would recommend selecting the “Create a new spreadsheet” option.


The new spreadsheet that will collect all of your quiz responses will open on the screen. The spreadsheet will show the name of the student who submitted the response, the day and time the response was submitted, their score, and the answers they selected for each question.


If you have determined the minimum score necessary for students to pass the quiz, you can easily see if a student has failed by using “conditional formatting.” Conditional formatting allows you to create a rule where if a certain condition exists, then the formatting in that cell will be different from all the other cells. On the top menu, select “Format,” then “Conditional formatting…”.


A box will pop up on the right side of the spreadsheet that you will use to create rules for formatting your spreadsheet. First, select the range of cells for the formatting. In this case, you want to format the column that contains the quiz scores.


Next, choose the condition for formatting the cells. The default selection is “Cell is not empty.” You can change this condition by clicking on the arrows beside this option.


A drop down list appears with choices for formatting. Since you want to be alerted if a student fails the quiz, select “Less than.”


Once “Less than” is selected, you can insert the minimum value needed for a passing grade. In this case, students must score at least 80% in order to pass the quiz. After you determine the formatting condition, you can choose the style you want to use. The default formatting style is to make the cell green. If you would rather use a different color, then select the arrow beside “Default” to bring up other formatting choices.


I would like failed scores to show up as red, so I have selected “Custom format.” I then have the ability to fill the cell with a red color if the score is below 80%. Select “Done” when finished.


Now let’s say that Joe Schmoe and Famous Amos have both taken the quiz. They submit their quiz answers and receive a confirmation message with the link they can choose to view their results. Below are samples of what each will see. Joe has scored 100/100, or 100% and Famous Amos has scored 60/100, or 60%. Famous Amos will need to retake the training and quiz.




The spreadsheet contains both students’ results, including when they took the quiz, their score, and which answers they missed. As you can see, since Famous Amos scored less than 80%, the cell containing his score is red.


Using Google quizzes and spreadsheets with conditional formatting can help you to complete training processes, especially when you have a large student employee staff, limited time for in person training, or when you need to hire new students in the middle of a semester. You can then follow up the training with practical applications.

Disclaimer: As of October 28, 2016, the steps listed above are, to the best of my knowledge, the ones needed to create and use a quiz in Google forms and to set conditional formatting in the responses spreadsheet. Google occasionally updates their Google Drive, Sheets, Forms, etc., and sometimes when this happens, old documents don’t work the same way with the new updates.





Use “Add Reminder” to Track Certification Expiration Dates


Campus Recreation Departments must do their best to maintain a safe environment for their facility users. One step in this process is to monitor required staff safety certifications and keep them up-to-date. Employees may be required to have CPR/AED and First Aid certifications (good for 2 years), bloodborne pathogens certs (good for 1 year), personal training and group fitness certs (expirations vary), and possibly other certifications with random expiration dates. Keeping up with certifications can be a daunting task, depending on the size of your staff, and the types of certifications required. Fortunately, Google sheets has a free add-on, called “Add Reminders,” that will email you a reminder when a certification is getting ready to expire.

Add Reminders can track dates in a spreadsheet column, and send you an email days, months, or even years before a certification will expire. You can set up multiple reminders for the same spreadsheet so you can keep track of different certifications. Here’s how to use the Add Reminders add-on:

  1. Set up a Google spreadsheet that contains the certifications you need to track. Make sure that you have separate columns containing each expiration date that you want to track. All column headers must be in the first row of the spreadsheet. Below is a sample of how your spreadsheet could look.


  1. On the top menu bar, click “Add-ons”, and select “Get Add-ons.”


  1. A pop-up screen will appear with a search box in the upper right-hand corner. Type “Add Reminders” in the box and hit the “return” key on your keyboard.


  1. Add Reminders should appear at the top of the search return list. Select “Free” to access the add-on.


  1. A box will pop up asking for you to allow the app to access your Google account. You will need to grant access in order to use the add-on.


  1. You will now see the Add Reminders add-on when you select the “Add-ons” menu item. Go ahead and select “Add Reminders,” then “Set up/ edit reminders.”


  1. A window will open on the right side of your spreadsheet. Select “Add Reminders.” If your spreadsheet contains more than one sheet, select the sheet where the reminder should be added.


  1. You can only add one reminder at a time. Select one column that contains the expiration dates that you would like to track. In this case, I am tracking CPR/AED expiration dates. I want to be notified one month before expiration, and I also want the student to be notified that their certification is getting ready to expire.

*Note: when setting up column headers, be more descriptive than just naming a column “expires.” Include the certification name as well, so you will be able to select the correct column when you get to this step.


Once you set up one Add Reminder, select “Done.” You can then add additional reminders for every certification you want to track by selecting “Add reminders” again.

  1. I have added three reminders to this spreadsheet: one for CPR/AED, one for First Aid, and one for Bloodborne Pathogens. You can see them all listed in the “Add Reminders” box.


  1. The “Add Reminders” add-on will track each date in the column(s) specified, and when the date is one month before the certification expires, an email is sent to the email associated with the Google account, as well as to the email associated with the date in the specified row. Once the reminder email is generated, a note is placed on the date indicating that a reminder was sent. The note is indicted by a black triangle in the corner of the cell.


  1. The Google sheet owner, and the employee associated with the expiration date, will both receive an email indicating which certification is one month away from expiring.
  2. NOTE: Once you update the certification that was getting ready to expire, you will need to delete the comment, noted by the black triangle in the cell (see number 10. above). This resets the cell so that Add Reminder can continue to track it.

Add Reminders will track and send emails, regardless of whether you have your Google sheets account open.

Disclaimer: As of March 10, 2016, the steps listed above are, to the best of my knowledge, the ones needed to set the reminders on your spreadsheet. Google occasionally updates their Google Drive, Sheets, Forms, etc., and sometimes when this happens, old add-ons don’t work the same way with the new products. Hopefully, if that happens, the Add-ons will also be updated.

I would be interested in hearing about how other Google Add-ons, or additional free technology tools, are being used in day-to-day campus recreation operations. Just make a comment below!

Technology Nuts for Blind Squirrels: Create a Self-Grading Quiz

As technology becomes more infused into every profession, some of us who have been in the recreation field for “a while” find ourselves having to explore the wonders of technology on our own. The problem is that we don’t know what we don’t know. This post is part of a series about technology tools I have stumbled upon that have proven to be the most useful in my job.


I was intrigued with the idea of a self-grading quiz when I saw a link to Flubaroo, a Script App that was developed to be used with Google Forms spreadsheets. However, when using Flubaroo, you first had to receive all of the responses before you could grade the quiz. I wanted to be able to automatically grade a response as soon as it was submitted. Here’s how I did it:

1. Create a quiz using Google Forms and set the response location as a new spreadsheet.

2. Open the responses spreadsheet. Select the “+” at the bottom to add two more sheets. Click the arrow next to the sheet name to rename the sheets. In this example I used “Form Responses,” “Answers,” and “Grades.”


3. Select the “Answers” sheet tab to open it. Click on the first cell in the spreadsheet (A1). Type the “=” (equals) sign. Then click on the “Form Responses” sheet.


4. Click on the column header labeled “A”. Then click on the “Answers” sheet.


quiz45.  Select “Enter” on your keyboard. The formula in each cell of column A will now read “=‘Form Responses’!A:A”


6. Select cell B1. Type the “=” sign. Click on the “Form Responses” sheet and click on the column header labeled “B”. Click the “Answers” sheet and select “Enter” on your keyboard. The formula in each cell of column B will now read “=‘Form Responses’!B:B”

7. Repeat this process on the “Answers” sheet until each column in the “Answers” sheet matches each column in the “Form Responses” sheet. To make your spreadsheet easier to read, select the “Text wrap” icon below the spreadsheet menu.


NOTE: This process seems redundant, but it is necessary, since responses will be continually added to the “Form Responses” sheet. Trust me on this.

8. The last sheet will be your grades, so I have surprisingly labeled that sheet “Grades.”  Select the first cell (A1) again and repeat the steps to copy column A from the “Answers” sheet onto column A in the “Grades” sheet. Repeat for each column that DOES NOT contain an actual quiz question.


9. When you get to the cell in row 1 on the “Grades” sheet that contains the first quiz question, select the cell, type the “=” sign, and click on the “Answers” sheet. Do not select the entire column. Click on the corresponding cell only.


10. Click on the “Grades” sheet and select “Enter” on your keyboard. Repeat this process for each question on the quiz.

11. After you have finished this process for all questions on the quiz, select the next cell in Row 1 on the “Grades” sheet and type “Grade (Percent)”

12. Now you will want to set the criteria for grading. On the “Grades” sheet, select the cell in Row 2 that is directly under the first question in Row 1. You will want this cell to refer to the cells on the “Answer” sheet, so the formula will contain the following notation:


And the formula will look similar to this:

=if(‘Answer’!D2=“b. Occupational Exposure”,100,0)


For your own quiz, replace everything inside the quotation marks (in this case replace b. Occupational Exposure) with your own quiz answer. When entering this formula, the answer you expect should EXACTLY match the answer on the Google Form. This formula is case sensitive and if there is a space or special character on the form itself, then it needs to be typed the same way in this formula. Note in this example, there is a space between “b.” and “Occupational Exposure”. Select “Enter” on your keyboard. You should see a “0” in the cell.

13. Copy the formula down the column through as many cells as expected responses. Since I have 70 students, I copied down 90 rows, just in case some needed to retake the quiz.


14. Continue entering the answer formula for each question on the “Grades” sheet. Be sure to copy the formula down in each column.

15. Under the “Grade (Percent)” cell, enter a formula to calculate the average of all questions on the quiz. In my example, the first question started in column D and the last question was in column Q. The formula I entered is “=average(d2:q2)”.


16. Copy this formula down the column through as many cells as expected responses.

17. Select the column containing the Grade (Percent). On the top menu, select “Format→Conditional formatting…


18. Click in the blue box and select “is between”. In the first box enter “1” and in the second box, enter the minimum percentage required to pass the quiz. In my example, I required my students to score at least 75% on the quiz. Check the “background” box, and select the color you want the cell to be if students score below the minimum percentage. If you have a lot of students who will be responding, this is an easy way to see at a glance if anyone has failed the quiz.


20. To reduce the number of decimal places in the grade, choose “123” located just below the top menu, and select “Rounded.”


That’s it! Now you can send the live form link to your staff and start gathering responses and calculating grades. Add the AutoCrat Script App to your spreadsheet if you want to let your students know immediately how they scored on the quiz. You might want to set your Google Forms Notification Rule to notify you when a form is submitted, but you will no longer have to spend any time grading the quiz.

Here is the link to a copy of the quiz that I used as my example. It is a “view only” version, but if you open the link and select File→Make a copy… then you will be able to edit the copy you created. You can then experiment with the responses to see how a form submission looks in the response spreadsheets.

If you have other variations of self-grading quizzes, feel free to share them in the comments section.

Technology Nuts for Blind Squirrels: Google Script Apps

As technology becomes more infused into every profession, some of us who have been in the recreation field for “a while” find ourselves having to explore the wonders of technology on our own. The problem is that we don’t know what we don’t know. This post is part of a series about technology tools I have stumbled upon that have proven to be the most useful in my job.


Google Forms are extremely useful, but sometimes I find myself wanting them to have more functionality than what is available on the basic response spreadsheet menu. I started experimenting with Google Script Apps and have found several that have been quite helpful.

Google Script Apps are developed using the JavaScript platform, and add functionality to spreadsheets similar to the way a macro works. Google provides information on how to develop Google Script Apps yourself, but honestly, thinking about trying to develop my own Script App makes my eyeballs roll up in my head. Luckily, I have found what I needed from the Scripts Gallery, which contains Script Apps that have been developed and shared by third party users.

To access the Script Gallery, open the form’s responses spreadsheet. Then click Tools→Script Gallery… The Script Apps are organized into categories. It might take some hunting on your part, along with internet searches on specific script apps to get more information and tips, but the results could prove to be real time-savers. Below are descriptions of two Script Apps that I have used.

UPDATE 4/29/14: Google Script Apps still work with Forms, but they are not available for the new Google Sheets. Google has added the new “Add On” Store for sheets, which adds great functionality to spreadsheets, but some of the older Google Script Apps are no longer available. If you want to create a Google Sheet and use a Google Script App with it, you will need to use the old version of Google Spreadsheets. Just click on this link to create an old version of Google Sheets.

1. Add Reminder: Never Miss a Deadline

There is a link to our Equipment Reservation Form on our website that allows patrons to reserve volleyball sets, footballs, flag sets, etc., in advance of when they want to pick up the equipment. That way we can collect the equipment they want and have it ready when they come to pick it up. However, if the request was made several days or weeks in advance, I was afraid that I would forget to fill the order on time. I found a Google Script App called “Add Reminder” that was designed to look at a date in a certain cell and send me an email reminder on a specified day. I selected the cell in my response spreadsheet that contained the date of equipment pick-up, and chose to receive a reminder the day before that date, so that I can have the order ready for pick-up the next day.

2. AutoCrat: Email a Personalized Document to Respondents of a Google Form

On occasion, I conduct online training for my staff of 70+ student employees. The training usually includes a Google Form quiz that my staff must complete and submit. This has worked fairly well, but can be time-consuming to grade and report on that many quizzes. After some searching and experimentation, I added sheets to a Google Form response spreadsheet that automatically graded the quiz. Using the AutoCrat Script App, students are then automatically sent a pdf document with their score, including directions on how to retake the quiz if they didn’t make the minimum score.

What Google Scripts Apps have you developed or used that you find helpful?

Technology Nuts for Blind Squirrels: Google Docs

As technology becomes more infused into every profession, some of us who have been in the recreation field for “a while” find ourselves having to explore the wonders of technology on our own. The problem is that we don’t know what we don’t know. This post is part of a series about technology tools I have stumbled upon that have proven to be the most useful in my job.


Every story has a beginning. Mine starts with Google Docs (also called Google Drive). I have been using Google Docs now for over two years, and it’s almost inconceivable to me that there might be someone who hasn’t used Google Docs for something. However, it seems that every day I hear about more and more recreation centers that are just starting to use tablets, and who want to know the same information that I had to discover on my own. So I feel that I would be remiss if I didn’t include basic information about Google Docs in this series.

Google Docs has been hands-down my most important technology “discovery.” Performing and documenting facility checks in our recreation center is crucial to reduce risk and maintain a safe environment. Before I began using Google Docs, the paper that was generated by hourly, daily, and weekly checklists was becoming unmanageable. Then, a chance encounter changed my life.

The Miracle

Two years ago, our division’s IT guy poked his head into my office and saw me entering information into my computer from a pile of checklists that had accumulated over the past several weeks. He seemed dismayed over the quantity of paper, and mentioned that I might be able to keep the same records, yet go “paperless” using an iPad and forms I could create in Google Docs. I had never heard of it, so he explained that Google Docs is a free data storage service offered by Google that allows you to upload, create, and edit documents in “the cloud.” I was intrigued, so after he left I started experimenting with Google Docs to see if I could record the same information I was collecting on my checklists, but without using paper.

My first experiment was to recreate my facility’s opening checklist form on Google Docs. The process was easy and fast. When I finished creating the form, I filled it in with some fake information, and clicked the “submit” button.

Then a miracle occurred.

The information reappeared in an online spreadsheet, organized neatly into rows and columns, and included a time stamp from when I had clicked the “submit” button. I knew I was onto something. I started collaborating with my graduate assistants to come up with a plan to use Google Docs to replace our paper forms. In order to go paperless, we also incorporated the use of an iPad in conjunction with our facility’s wireless internet. Now, two years later, we are using Google Docs for facility checklists, CPR and First Aid skills checks, job skills checks, and communication with supervisors. And we’ve expanded our use of Google Drive to online training and working time entry, which I will visit in another post.

The Transformation

We started out by creating three Google Docs forms to replace the corresponding paper forms we used every day. As we began to use Google Docs, we discovered a number of advantages. Some advantages were anticipated, and some came as complete surprises.

1. No more paper!
The first advantage was the immediate reduction of paper use. By completing checklists online, we no longer needed a paper form. We still keep a few paper forms on file ready to use in case our internet is down, but in the two years since we started using the iPad we have never had to use any paper forms.

2. No more data entry!
The second advantage is the way the information is collected into a spreadsheet. I don’t have to transfer hand-written information into a spreadsheet on my computer, since the information is already there! The spreadsheet can also be shared with others in my department so they can access it at their leisure. Additionally, any spreadsheet can be made public, so that anyone can access it, whether or not they have a google account. That way statistical information can easily be shared with colleagues.

3. Access your data anywhere!
Another advantage of using Google Docs is that forms can be completed, and documents can be viewed, on multiple devices. That means that I can keep track of my information using desktop, laptop, or tablet computers, and most smart phones. Since I usually have my cell phone with me, I can check on what’s happening at any time, any place, as long as I have a data connection.

4. Better student employee engagement!
But my favorite and most surprising benefit of using Google Docs has been how thoroughly my student supervisors have embraced using the iPad and the forms. They love it. They are true millennials who are fascinated with technology, and good at using it. They love walking through the facility with an iPad strapped to their hand, using a cool online form to complete their checks. Plus, my communication with them has increased significantly with the implementation of a comments form. When supervisors have a suggestion, a concern, an employee problem, or they just want to let me know what a good job the staff is doing, they can send the information to me on a form.

Helpful Tips

1. If you want to use Google Docs for checklists, creating a form, rather than a spreadsheet, seems to work best. If you use a form, the information that is submitted still populates a spreadsheet, and the form can be shared with anyone without giving them access to the spreadsheet.

2. You can choose to be notified whenever a form is submitted, or whenever certain answers on the form are submitted. In the “Responses” spreadsheet associated with the form, choose Tools→Notification Rules→[select rules and how you want to be notified]

3. Create a Google Docs spreadsheet if you want to record employee skills checks. That way you can see who has or has not been tested. Change the “Share” option from “Private” to “Anyone with the link” so that no sign-in is required to access the spreadsheet.

4. Documents and presentations can also be created, and then shared with a group for collaboration.

5. Search YouTube for step-by-step instructions on creating forms. Be sure that the video was created sometime during 2013. Here is one good video.

Sample Forms and Spreadsheets

Here is a link to some sample forms and spreadsheets that I use on a daily basis. In order to see both the form and the associated spreadsheet, you must be signed in to your Google Docs account. These forms are “view only” but you can go to File→Make a Copy and use the newly created copy to edit for your own use.

Do you have a Google Docs form or spreadsheet that you find helpful in your work? If so, please share it with us! Provide a link in the “comments” section below, or make a copy and upload it to the “Copies” folder in the above link.

Technology Nuts for Blind Squirrels: Using iPads with Google Docs

As technology becomes more infused into every profession, some of us who have been in the recreation field for “a while” find ourselves having to explore the wonders of technology on our own. The problem is that we don’t know what we don’t know. This post is part of a series about technology tools I have stumbled upon that have proven to be the most useful in my job.

cc licensed (BY-NC-ND 2.0) flickr photo shared by ace r

Occasionally I hear about a university that uses Google Docs for recreation facility management, but tablets are not incorporated into their daily plan. I highly recommend incorporating tablet usage to get the most out of using Google Docs. Google Forms and Google Spreadsheets are my most often-used Google Docs.

The Freak-Out
When we started using Google Forms for our facility checklists, we knew that we wanted to use a wi-fi-enabled tablet in order to be more productive and efficient, but we were hesitant about purchasing a tablet. Recreation facilities that are contemplating tablet usage probably have the same questions that we did. The thought of using an iPad made us nervous for several reasons.

1. What if we drop it?
Our first concern was for the durability of the iPad. We investigated ways to protect the iPad from being accidentally damaged and came up ipad latchwith two products that we felt could protect our investment. One product we purchased was an Otterbox Defender cover for the iPad. The cover fits completely around the iPad, and reduces the damage that can occur if the iPad is dropped or banged against a hard surface.

We also purchased the Otterbox latch, which attaches to the iPad to give you options on how the iPad can be carried. You can slide your hand into the padded hand strap, which is the method all of my supervisors prefer, or you can attach the iPad with a lanyard around your neck, which is the method I prefer. We felt like the Otterbox cover, combined with the latch, greatly reduced the chance that the iPad would be damaged while being used.

2. What if we lose it?
Another concern was that the iPad would be stolen or misplaced. The Otterbox latch helped reduce the likelihood that a supervisor would set the iPad down on their round and then walk off without it. When supervisors weren’t on a round, they could put the iPad on a cabinet out of reach of our patrons. When we closed in the evenings, we locked the iPad in a safe that had pre-drilled holes for a charger access so that it could be charge overnight.

3. What if it’s too distracting?
One last concern we had was the potential for inappropriate use of the iPad. We did not want to come in one day and find that our staff had angrybirdsspent their shift downloading music or apps, or viewing inappropriate internet sites. We researched for solutions and found that the iTunes store could be turned off and locked. However, we could not pick and choose which internet sites to censor. The internet was either on, or it was off, and we had to trust our employees to follow our policies concerning proper use of the iPad. And I can honestly say, other than a few photos of giant cockroaches and lost-and-found underwear, I don’t feel that the iPad has been used inappropriately.

Once we moved forward with our iPad purchase, we saw that our fears were unrealized. The iPad was the perfect addition to our facility management plan. Now we use Google Forms and Google Spreadsheets on a daily basis. Below are descriptions and usage tips for each. Please note that instructions pertain to an iPad and may not apply to other tablet brands.

Uploading Google Forms to your iPad
By uploading live Google Forms onto your iPad, staff can record facility conditions in real time. These forms can be easily accessed by creating a shortcut on the iPad home page. There are several ways to do this:

1. E-mail the “live form” link to an account that can be opened on the iPad, open the live form in Safari, and save it to the iPad’s home screen (see directions below for placing a shortcut on the home screen).

2. Using the Safari browser, log in to your private Google Drive account. Open the live form and save it to the iPad’s home screen (see directions below for placing a shortcut on the home screen). Be sure to log out when you’re finished!
NOTE: This option only works with forms that were created in 2013 or later that require you to choose a response destination. You will not be able to access the live form on your iPad if the form was created before this version of Google forms.

Placing a Google Form Shortcut onto the iPad Home Screen
Once you have opened a “live” Google Form on your iPad, you can create a shortcut to the form that you can save to the iPad’s home screen. The form is then easily accessible whenever you want to use it. Here are the steps to create a shortcut:

1. After opening a live form, select the box with the arrow, located next to the website location.


2. Select “Add to Home Screen.”shortcut2

3. Choose a name for your shortcut (be sure to keep it short!) and select “Add.”shortcut3

4. Your shortcut will appear on your home screen. You will now have access to the live form at your fingertips!shortcut4

Creating a Folder for Your Forms
If you find that you use a lot of forms, you might want to put the shortcuts into a folder on your iPad so that they can easily be found. Here are the steps for putting your forms into a folder:

1. Touch and hold a shortcut icon until all icons start to “jiggle” on your home screen. Then touch and drag one form shortcut until it is on top of another form shortcut. Remove your finger and both icons will now be in a folder.


2. Rename the folder by clicking the “x” next to the name (the default folder name is “Bookmarks”).


3. Once you have renamed the folder, click “done” on the iPad keyboard.


4. The folder that contains the shortcuts will now be on your home screen. You can then drag other form shortcuts into this folder. Press the iPad’s Home button when you are finished.


Using Google Spreadsheets on the iPad
We conduct monthly CPR skill checks, as well as other job-related skills checks, and we record the results of these checks on a Google spreadsheet. With a staff of 70 student employees, we have found that it’s easier to use a spreadsheet, rather than a form, so that supervisors can quickly see who still needs to be tested. Follow these steps to create and upload a spreadsheet to your iPad:

1. Create the spreadsheet in Google Drive just as you would create an Excel spreadsheet. Once the spreadsheet is created, you will want to change the “Share” option, so that after you upload the spreadsheet to the iPad, multiple people will be able to record results of the skills checks.


2. After selecting “Share,” you will want to select “change” next to the “Shared privately” option.


3. Select “Anyone with the link,” and change access to “Can edit.” Then select “Save.”


4. You will see that now your spreadsheet can be edited by anyone with the link. Select “Done” and your spreadsheet is ready to be uploaded to your iPad. Upload the spreadsheet and create a shortcut using the same steps as you did with your Google Forms.