The different settings of a survey will help you schedule sending it to the right people at the right time.
Settings
Here are the steps to access the settings of a survey:
Go to the Surveys tab and click on the section of your choice.
Click on the title of the survey.
You will then be taken to the Settings tab.
Number of questions and frequency
The number of questions per survey depends on the type of survey to be conducted and its frequency.
For a one-time survey, the number of questions is set by default to 999 and the frequency is on-demand, as the exact date will be scheduled. Although there are not 999 questions in your survey, this number ensures that each question is asked to employees.
For a recurring survey, you can determine the frequency and number of questions. To ensure that all questions in the database are covered within a 6-month period, we recommend the following settings:
Survey every 4 weeks (once a month): 20 questions
Survey every 2 weeks: 10 questions
Survey every week: 5 questions
If you want to ask an open-ended question at the end of each survey (e.g. Do you have any other comments you would like to share?), it is recommended to add 1 extra question to the number of questions asked per survey, as it offers additional information to the other survey elements.
Survey audience
You can select the targeted groups to whom you want to send the survey or exclude employees who are not concerned.
The timing of survey reminders is calculated in calendar days and can be adjusted based on the type and frequency of the survey.
The programming of survey reminders via SMS is done in the same location and sent at the same time as email reminders.
To learn more about sending surveys via SMS, you can refer to the following article: SMS sending method.
Including a waiting period for new employees
We recommend waiting 30 days before sending an engagement survey to new employees so that they have time to get acquainted with their team, manager, and company.
This waiting period is calculated based on the hire date if it is listed in the employee profile. If it is not indicated, the waiting period will be calculated from the moment the added employee becomes active on the platform.
You can modify the number of waiting days according to the duration of your onboarding and integration process.
Customizing the survey email message
The title and content of the email when sending the survey can be modified according to your needs. The text can be edited directly in the content area.
The email is sent in the employee's language. Therefore, you can have a message in English and a message in French. To translate the text into another language, click on the language selector and then select the other language and edit the text.
We recommend testing your email before launching the survey to ensure it meets your expectations.
Don't forget to update the survey in the bottom right corner of the page when you've finished editing the text.
This article contains more instructions specifically for editing the survey email: Email to send the survey
Action Report
You can set up automated action report emails to be sent to your managers.
Here are the conditions to be met for the report to be sent by email:
Activate and set up the sending of action reports from the survey settings
Access to the platform must be granted for the manager role.
When sending, there must be at least 5 respondents reporting to the manager for the report to be generated and sent.
That the automated recommendations module be activated from Administration> Account> Modules> Automated Recommendations to improve mobilization.
Save changes
When the survey is inactive, you can make changes to the settings and email, then save your changes using the save button at the bottom of the page.
Survey launch
To avoid launching the survey by mistake, make sure the survey remains inactive until the launch time.
Scheduling the launch date is the last step in launching. You can send the survey immediately or schedule a later launch date. By following the instructions below, the platform will send the survey to all employees targeted in the survey settings.
Immediate launch
Go to the Miscellaneous and Culture tab from Surveys in the left menu of the platform.
On the right side of the survey you want to launch, click the green arrow.
Click Start the Survey.
Note: le lancement du sondage sera automatique après avoir effectué ces manipulations, il est donc important de bien vérifier tous les paramètres de lancement avant de procéder.
Planned launch
To launch a survey on a planned date and time, follow these steps:
Go to the Culture and Miscellaneous Surveys tab from the Surveys section in the left menu of the platform.
Click on the title of the survey you wish to launch.
Go to the Send Survey tab.
Click on Schedule a Launch Date and enter the desired date and time of launch.
Before activating the survey, make sure to:
Review the entire questionnaire in both French and English.
Set up the survey according to your needs.
Test the sending email.
Update the employee list.