Audit

Team Tool Survey Template

This survey template helps you understand how your team actually uses SaaS tools. Discover shadow IT, identify tools that need replacing, and make data-driven decisions about your software stack.

What's Included

1. Tool Usage Questions

  • Which tools do you use daily?
  • Which tools do you use weekly or less?
  • Which approved tools do you never use?
  • Are you using any tools not on the approved list?
  • Which tools overlap in functionality?

2. Satisfaction Rating

  • Rate each tool from 1-5 on usefulness
  • Rate each tool from 1-5 on ease of use
  • Which tool causes the most frustration?
  • Which tool would you miss most if removed?
  • Rate overall satisfaction with current tool stack

3. Needs Assessment

  • What tasks take too long with current tools?
  • What features are missing from your main tools?
  • Have you evaluated any new tools recently?
  • What would improve your daily workflow most?
  • Which integrations between tools are missing?

4. Training & Support

  • Do you feel adequately trained on your tools?
  • Which tools need better documentation?
  • How do you learn new tool features?
  • Would you attend tool training sessions?
  • Do you know who to contact for tool support?

How to Use This Template

Customize the questions for your organization, send to all team members, and analyze responses by department. Look for patterns: tools with low satisfaction, high redundancy, or frequent shadow IT usage.

Why You Need This

IT and procurement teams often have blind spots about how tools are actually used. This survey reveals the ground truth: which tools people love, which they avoid, and what unapproved tools they have adopted.

Team Tool Survey Template FAQ

Survey annually as part of budget planning. Run shorter pulse surveys quarterly for tools under evaluation. Survey immediately when considering major tool changes or consolidations.
Keep the survey under 10 minutes, explain why responses matter (budget decisions), share results afterward, and get manager endorsement. Incentives like coffee gift cards can boost participation.
Do not penalize users. Instead, evaluate whether the shadow IT tool solves a real gap. If yes, consider approving it officially. If no, provide an approved alternative and explain the security risks.

StackTidy catches every subscription the moment you're charged — and flags the ones your team stops using.

See what StackTidy can find

Automate Your SaaS Management

Templates are a great start. StackTidy takes it further by automatically detecting every subscription and alerting you before renewals.

Start detecting subscriptions