How to grant access to your survey to a user to ULB ?

Best practices Introduction to LimeSurvey
2025-08-21 13:10:31
Admin

Objective

  • Share a LimeSurvey survey with external users outside ULB.
  • Identify the person's profile and appropriate procedure.
  • Complete the necessary formalities to grant access to your questionnaire.

1. Internal ULB user with LimeSurvey account

If the person already has a ULB ID and a LimeSurvey account, the procedure is the simplest:

  1. Request creation of a user group : send a request to limesurvey@ulb.be or use the contact form available on the website.
  2. Once the group is created by LimeSurvey administrators, request to include the person concerned.
  3. The person will then have access to your survey according to the rights you grant them.

Note: In this case, no other formality is necessary as the person already has full access.

2. Internal ULB user without LimeSurvey account

If the person has a ULB ID but does not yet have a LimeSurvey account, follow this procedure:

  1. Step 1: The person must request creation of their LimeSurvey ULB account. This is done via the appropriate form available on the home page: https://limesurvey.helper.ulb.be/index.php.
  2. Step 2: After request validation, the account will be created by administrators.
  3. Step 3: You can then request creation of a user group and include this person in it to grant them access to your survey.

Note: This case is common for ULB members who have never used LimeSurvey before.

3. External user without ULB ID

If the person does not have a ULB ID and does not have a ULB LimeSurvey account, the procedure involves several steps:

  1. Step 1: The person must first obtain an external ULB ID. A specific procedure exists for this and is done via ULB IT support (support@ulb.be).
  2. Step 2: Once the ULB ID is assigned, LimeSurvey authorization must be requested for this user.
  3. Step 3: After validation, an account will be created and the user can be added to a user group in LimeSurvey.

Note: All detailed steps for creating an external ULB ID and authorization are explained on the official ULB support site: https://support.ulb.be

4. User group creation procedure

Once all users have a LimeSurvey account, you must create a group to manage them together:

  1. Complete the survey sharing form
  2. Administrators will create the group and notify you.
  3. You can then assign access permissions to users in this group on your survey.

5. Assign permissions to the group

Once the group is created, you can assign permissions:

  1. Open your survey.
  2. Go to "Settings > Survey permissions".
  3. Select the user group created.
  4. Define rights according to roles: read-only, modification, participant management, etc.
  5. Save.

6. Sharing checklist

  • Verify the person's profile : ULB ID + LimeSurvey account, or ULB ID without account, or completely external.
  • Follow the appropriate procedure : account creation if necessary.
  • Request a user group if multiple people need access.
  • Assign appropriate permissions to the group or user.
  • Communicate access details to the person.

7. Summary of three scenarios

ULB member with LimeSurvey account → create a group and add the person.

ULB member without LimeSurvey account → request an account via the form, then add to the group.

External without ULB ID → request a ULB ID + LimeSurvey authorization via support, then add to the group.

Need help?

For any difficulty, contact the LimeSurvey team via: Cellule.Web@ulb.be or ULB IT support via support@ulb.be

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