Starting in September 2025, UT will replace its current survey tools with Crowdtech. The entire university will work with this survey tool. This is the outcome of a recent tender. At BMS, we therefore aim to stop using our current survey tool Qualtrics by November 2026 at the latest. UT-wide communication about the new survey tool will follow soon, but because we as BMS faculty make extensive use of such tools and have our own Qualtrics license, we want to inform you via this message now about the changes, what they mean for you as a researcher, what we expect from you and how we support you.
What exactly is going to change, and why?
Several survey tools are in use at UT, such as Qualtrics and Evasys. From education (evaluations), researchers (outside BMS), support services and students, the request has come to replace these. UT's financial situation is also a factor: we are actively trying to reduce the number of licenses we pay for. Therefore, a tender has been launched. In March 2025, the choice fell on Crowdtech as the new survey tool provider for the entire UT.
How was BMS involved in this choice?
Several BMS researchers with extensive experience working with Qualtrics were involved in October 2024 to shape the program of requirements as fully as possible from the perspective of application in BMS research. Subsequently, BMS committed to the outcome of the tender, provided it could meet the criteria we included for research in the program of requirements. Crowdtech meets these stated requirements.
How does the transition work?
The kick-off of Crowdtech took place on April 8. Now the implementation period begins, to make Crowdtech available to the entire UT by September 2025.
BMS's Qualtrics license runs until November 2026. Given UT's financial situation and the fact that this is a very expensive license, we are striving not to renew it. Thus, the transition must be completed by November 2026. This means that we must start the phase-out of Qualtrics on time. During the transition period, BMS researchers should be optimally supported in entering their survey from Qualtrics into Crowdtech. If we need a longer transition period to Crowdtech, we will discuss with Qualtrics how to shape that.
What is expected of you?
We encourage you, as a BMS researcher or student, to sign up to start exploring and testing Crowdtech's functionalities for survey design in your research context as soon as possible. The timely identification of any gaps in functionalities between Qualtrics and Crowdtech will guide the continued development of the Crowdtech survey tool for academic research.
How will you be supported in the transition?
There is experience at Crowdtech in the transition from Qualtrics surveys to Crowdtech, they offer specific support in the transition. You can read via a dedicated service portal page, how to sign up for this. (Contact survey-support@utwente.nl before July 11 to be included in the first round of support)
It is also worth mentioning that a Crowdtech live demonstration, including lunch, will be organized on June 3 (12-13u location Langezijds LA 2101-2105). Registration via serviceportal.
There are also teachers instructing students on how to set up a questionnaire correctly using Qualtrics when learning research skills in the course or data collection in the thesis. We are in discussions with e-learning specialists on how to support our faculty in the transition from Qualtrics to Crowdtech with this.
As an experienced Qualtrics user, what can I do to make the transition better?
The steering and project groups are still looking for a representative from BMS Research. We are thankful to several BMS researchers who have already been actively involved leading up to the Crowdtech procurement, and the faculty board feels it is important that we continue to be represented in these groups. So, are you a very experienced Qualtrics user and want to help make the transition go smoothly? Then reach out to Lyan Kamphuis-Blikman for participation in the Steering Committee (Strategic Representative: time commitment of about 12 hours until October) or the Project Group (Practical Implementation: time commitment of at least 2 hours per week).
During 4-20 June, you can sign up for temporary access to the demo environment of Crowdtech. So do you have experience doing surveys, and want to get acquainted with Crowdtech and provide us with your opinion about the system? Then sign up for temporary access to the demo environment.
In conclusion
We are aware that the transition from the Qualtrics license to Crowdtech is quite challenging and that it may make researchers with long-term studies in Qualtrics, in particular, uncertain. Therefore, we would like to use the period ahead of us to carefully examine what Crowdtech offers and how we can best support this transition.
We would also like to remind you that with the TIMM app (BMS Lab) we also have a good alternative for intervention, longitudinal, Experience Sampling Method studies, and surveys for Qualtrics. Since it was developed by the BMS Lab and does not require a license, it remains available. So you can also explore whether you can build or continue your studies in it.
Do you have any questions in response to this post? If so, please report to BMS Research Support. Check FAQ below first.
Kind regards,
Faculty board BMS, BMS Research Support, BMS Lab
