Admin users can launch a survey to any group of employees in their organization via Surveys & Pulses.In this article:
- Getting Started
- Selecting your Template
- Survey Details
- Surveying in Multiple Languages
- Confidentiality Settings
- Action Planning
To create a survey, navigate to Surveys & Pulses under Administration and click New Survey.
From the pop-up that appears, leave the radio button set to Single unless you want to create a recurring survey such as a New Hire or Exit Survey. For a recurring survey, select Automated. Select Full Engagement if you want to launch our comprehensive employee engagement survey.
The rest of this guide covers the setup process for Single surveys.
Selecting your Template (Question Set)
On the next page, you will see our collection of best practice survey templates (question sets) created by our team of Engagement experts. You have the following options:
- To create your own survey questions from the ground up, click Create Your Own Survey in the top-right corner.
- Click any template displayed for a preview of its questions. If you want to use a particular template as a starting point for your survey and add a few of your own questions, click the template and select Use this Template.
- Choose a template that you or a colleague have previously created by clicking the tab with your organization's name and selecting that template. o
Once you have selected a template or clicked Create Your Own Survey, you will see the Survey Details screen:
On this page, you'll enter a title for your survey under Survey Name (your survey takers will see this title listed in all email notifications and bell alerts). In the About This Survey text box, you have the option to enter any context or instructions for your survey-takers to see.
The details page will list the Survey Type, which is determined by the survey template used to create the survey. For surveys created ad hoc, Survey Type will display, Pulse.
For engagement surveys, the details page will note whether or not, the My Engagement Report (ME Report) is enabled.
Surveying in Multiple Languages
If your organization uses multiple languages in Quantum Workplace, you will have the option to specify which languages to offer in this survey under the About This Survey text box.
Check the box next for each language you would like to have added to your survey. Later in the setup process, you will be prompted to add translations for any languages you select.
At the bottom of this screen, you will specify whether the survey should be confidential or attributed. The default option is for the survey to be confidential.
To launch a confidential survey, keep the default option "All responses and comments are confidential" selected. Under Responses Needed to Show Results, you will set the minimum number of survey responses needed to be able to view results.
For attributed surveys only, you will have the option to receive a raw export of your survey data and to view the responses of any individual survey taker within the Excel export.
To launch an attributed survey, you will need to decide whether the survey itself should include a message for survey takers that the survey is attributed and their answers can be tied back to them (option 1) OR whether no such message should appear on the survey (option 2).
For attributed surveys only, you have the option to enter the names of any Admin user who should receive an email notification anytime someone submits their survey using the Send email for new responses to: field.
This option is most helpful for New Hire and Exit Surveys and other lower volume surveys that occur over an extended period of time.
There is also the option to select the Enable Action Planning checkbox to take advantage of the Action Library during the survey-creation process. This helps to better strategize how you improve engagement while creating the survey, not after it launches. Click here to learn more about Action Planning.
Click Next to advance.
On the Questions screen, you will confirm or create the questions that will be used on your survey.
If you selected a template to use for this survey, those questions will appear on this screen. You can edit or delete any of the questions by clicking the arrow on the right.
You can also add questions to your survey by clicking Add Question from the panel on the left.
Note: Underneath the questions, notice the text specifying whether the question is an Outcome Item, Benchmark, Best Places to Work item, etc.
If you selected Create Your Own Survey rather than selecting a template, this screen will allow you to add/create all the questions for your survey.
Click Add from Library to add best practice questions from the Quantum Workplace Question Library to your survey.
Click Add Question to create your own question. You can create scaled, open-ended, single-choice multiple-choice, rank order, and NPS questions. Click here for more detailed instructions on how to create survey questions.
Note: Questions created via the Add Custom Question will not provide benchmark or trending data. To take advantage of Quantum Workplace's data analytics, add survey questions using the Add from Library option.
Once you have finished adding or editing your questions, click Next to advance to the next page.
On the Participants screen, you will specify who should be invited to take your survey.
Who Will Take This Survey?
In the first panel on this screen, you'll specify whether the survey is for your employees, for individuals outside of your organization or open to anyone with a survey link. A combination of the three options is also possible.
If you leave the Employees box selected, you will specify which employees to invite to take the survey. Click Select Employees to add specific users or add users broadly by demographic.
When adding survey participants:
- A: Click the Filter For dropdown to add participants in bulk by various demographics
- B: Click the Options arrow dropdown and click Select all Employees to add all employees to your survey
- C: Add participants via entering employee names or employee titles in the search bar
Or, click Add by Email Address to either upload or paste the email addresses of employees to invite to take the survey:
How will employees access the survey?
Under this heading, select how employees are to access the survey:
- Email with a unique link
- Email with a unique link or an employee ID
- In addition to the unique link, survey-takers can use their employee IDs as a password to access the survey. This will be the employee ID given to them by the employee's organization.
- Email with a unique link or a unique code generated by our system
- In addition to the unique link, survey-takers are given user-specific codes that act as a password for the survey. Click here to learn more.
Note: If you only see the option for employees to receive the unique link in their email and you want employees to be able to take the survey via Employee ID or a unique code, please contact your Customer Success Manager for assistance.
If you select the Manually Invite Participants box, you will be able to upload or copy/paste the email addresses of anyone who should be invited to take your survey.
Please note: Focused Admins will not be able to view survey results for anyone who takes the survey outside of their administration scope, so they will not be able to see responses for non-employee users.
If you select the Public Link box, the system will generate a public link that anyone can use to complete the survey.
You will not be able to see the identities or demographic data for any survey respondent who completes the survey via the public link.
In addition, only Top-Level Admins (Full Admins) will be able to view survey results for anyone who submits the survey using the public link.
Focused Admins will not be able to view survey results for anyone who takes the survey using the public survey link, because our system cannot discern whether that survey taker is an employee within their scope of administration.
Click Next to advance to the next screen.
From the Schedule screen, you will specify when the survey opens and closes, and optionally, when any email reminders should go out.
The amount of email reminder emails and text within the email can be customized here.
Click into any of the Date and Time fields under Open Date, Reminder Date, or Close Date and use the calendar to select the time and date for each field.
Employees who have not taken the survey at the time of a Reminder Date will receive an email reminder prompting them to take the survey. To remove a reminder, click Delete Reminder. For more reminder dates, click Add Reminder.
You can customize the body of each email message by editing the text under Reminder Message.
If you specified that this survey should be offered in any language besides English, you will see a Languages section following the Schedule screen. If your survey is only being conducted in English, you will skip this page and see the Review page instead.
On this page, you will see empty text fields corresponding to your survey name, description and question text. Enter the translations for each field. Click Save after each section to save your progress as you translate the rest of your survey.
Click Next after you have added all translations for both your survey questions and emails.
Test and Review
From the Test and Review page, review all of the key details and dates for your survey.
Using the Send Test Survey function is useful to ensure your survey is launched without preventable errors. The test survey will only be sent to people in your organization that you've specified.
In the window that appears, type in the name of any colleagues whom you would like to send a test survey invitation, with a link to the survey preview.
Your colleagues will be able to click through the survey preview but will not be able to submit their responses (e.g. any responses to the survey preview will not impact your survey data.)
If you would like your colleagues to receive a test reminder email in addition to the invitation email, check the box next to the reminder email(s) that you would like to send. The test reminder emails will also include a link to the survey preview. Then, click the Send Test button to send.
From the bottom of the screen, click View Participants to view a list of everyone invited to take the survey.
If you specified that your employees should be able to take the survey by entering their Employee ID or a unique code generated by our system, you will be able to download a PDF with every survey taker's employee ID or their unique code by clicking Download Invitation PDF.
This PDF will include both the URL (landing page) for the survey that survey takers will need to visit and their employee ID or unique code that they will need to enter on that page in order to take the survey.
Click Copy Participant Link to copy the URL for the landing page that survey takers will need to visit when taking the survey. This link can be shared broadly or posted to an intranet since survey-takers will still need to enter their employee ID or unique code in order to complete the survey.
If you specified that there should be a public link option for this survey, click Copy Public Link to copy the URL that you will share with survey-takers.
If you need to make edits to any details, click Back. To schedule your survey, click Schedule Launch and then confirm that you want to Schedule Launch from the pop-up window that appears.
You can still make changes to the survey before it launches by returning to this setup workflow.