The different settings of a survey will help you schedule sending it to the right people at the right time.
Accessing 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 survey you want to modify.
From the left menu, you can navigate through various elements: questionnaire, settings, communication, audience, launch, and more.
Customizing the survey email message
The title and content of the email when sending the survey can be modified according to your needs in the Communication tab. This article contains more instructions specifically for editing the survey email: Email to send the survey
Survey audience
You can select the targeted groups to whom you want to send the survey or exclude individually employees who are not concerned.
Including a waiting period for new employees
We recommend waiting at least 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.
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:
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.
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.
Planned launch
To launch a survey on a planned date and time, follow these steps:
Go to the Surveys tab from the Surveys section in the left menu of the platform.
Click on the survey you wish to launch.
Go to the Launch tab.
In the Survey Launch Date section and enter the desired date and time of launch, and the timezone.
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, simply enter Upon-Request as the frequency. It will not be necessary to indicate the number of questions to ask. The survey will be sent according to the exact scheduled date and time, and by default, all questions will be asked to all 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 highly recommend following the parameters indicated in the tooltip located just to the right of the number of 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.
Automated Reminders
In the Launch section, it's possible to schedule the sending of one or two automated reminders following the survey launch. These reminders will be sent exclusively to employees who haven't yet responded to the survey.
The timing of survey reminders is calculated in calendar days and can be adjusted based on the type and frequency of the survey.
The survey reminders via SMS is 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.
Activate the survey
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.
Check the frequency, timing, and sending methods.
Once all settings have been confirmed, check "I have reviewed these settings, that my survey is ready to be launched and that I have the authorization to send this survey to the employees within the audience." and click the Activate this survey button.
