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
- Action Planning
To create a survey, begin by navigating to Surveys & Pulses under Administration in the left-hand navigation menu. Then, click Create New Survey in the top-right.
You will then be asked what kind of survey you want to create:
- Single: Useful for gathering important opinions in a one-time survey
- Automated: Useful for recurring surveys like New Hire or Exit Surveys
- Full Engagement: If you want to launch our comprehensive engagement survey
The rest of this guide covers the setup process for Single surveys.
Select Single and click Continue.
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:
Use an Existing Template
Select any of the existing templates displayed to preview the included questions.
Existing templates can be used as a starting point, you will be able to add, remove and edit questions before launching your survey.
Once you find an appropriate template and preview the questions, click Use this template.
Use a Template Created by Your Organization
You can also use templates created by either yourself or someone else in your organization. Like the existing templates created by Quantum Workplace, these templates can also be used as a starting point and customized to suit your survey's needs.
To use a template created by your organization, in the header, click the tab [Your Organization's] Templates. From this tab, click the appropriate template to preview its questions and click Use this template.
Create Your Own Survey
Alternatively, you can create your own survey template from scratch.
If you select this option, you will add questions from our library or add custom questions later in the survey creation process.
When creating your own question-set, it's important to note that adding questions from our library still provides survey question comparisons, trending and benchmarks in your survey analytics.
Creating custom questions will not have benchmarks or comparisons in your survey analytics.
To create your own survey template, click Create Your Own Survey in the top-right.
After selecting a template or clicking Create Your Own Survey, you will see the Survey Details screen.
Under Survey Name, give your survey a title. This will be the name your survey-takers will see in their email notifications and bell alerts. In the About This Survey section, you can enter any instructions or additional context for your survey-takers.
The details page will list the Survey Type, which is determined by the survey template used to create the survey. For surveys not using a template, Survey Type will display, Pulse.
Surveying in Multiple Languages
If your organization uses multiple languages, you can specify which languages to include in your survey by selecting the appropriate language checkboxes.
If you select a language in addition to English, you will be promoted to add translations later in the setup process.
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.
Learn more about Action Planning.
Click Next to advance.
On the Confidentiality screen, specify the confidentiality settings for your survey.
To launch a confidential survey, keep the default option, Confidential, selected.
Under Minimum response count to show results in Analytics, you will set the minimum number of survey responses needed to be able to view results.
For Mixed 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.
For Not Confidential surveys, you can enter the names of any admin user who should receive an email notification anytime someone submits their survey.
This option is most helpful for New Hire and Exit Surveys and other lower volume surveys that occur over an extended period of time.
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 ⋮ icon on the right.
You can also add questions to your survey by clicking Add from Library or Add Custom Question from the Questions 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 and 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.
Learn more about creating survey questions.
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.
On the Participants screen, you will specify who should be invited to take your survey.
Who Will Take This Survey?
In the first panel of this screen, specify whether the survey is for one or a combination of the following options:
- Employees- Your organization's employees
- Manually Invite Participants- Allows for individuals outside of your organization
- Public Link- Allow for any individual with the survey link
If you leave the box next to Employees selected, from the Invite Employees panel you will specify which employees should be invited to take the survey.
Click Select Employees to add specific participants by name or via demographic filters, hire date or active/inactive status.
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
Alternatively, click Add by Email Address or Username to paste or upload the email addresses and usernames of employees who should be invited to take the survey.
How will employees access the survey?
Under the Access survey by heading, select how employees will access their surveys:
- 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.
Manually Invite Participants
If you select the Manually Invite Participants box, you can upload or copy/paste the email addresses of anyone with a Quantum Workplace account who should be invited to take your survey.
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.
Survey Analytics for data from a public link is visible to full administrators and anyone else given granted visibility through access settings. Survey responses submitted via a public link do not include identity- or demographic-related information as public links can not capture that information.
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.
Once you have specified the dates for your survey, edited the invitation and reminder messages as needed, click Next to advance.
If you specified that a survey is offered in another language, besides English, you will see the Languages page following the Schedule page. If your survey is only in English, you will see the Review page instead.
From the Languages page, enter translations for the survey title, description, reminders and each question. Learn how to add translations individually or in bulk.
Test and Review
From the Test and Review page, review all of the key details and dates for your survey. Some of the content under Participants may look different depending on how you specified employees should access their surveys.
From this page, you can also send test invitations and reminders to anyone in your organization before fully launching the survey.
Click Send Test Survey to send a survey preview to anyone in your organization.
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 specified people in your organization.
In the window that appears, type in the name of any colleagues to 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 employees could access their survey using either their employee ID or a unique code generated by our system, click Download Participants to view a spreadsheet with each participant's ID or their unique access code.
Click Download Invitation PDF to view a personalized PDF file. This file includes a URL to access the survey as well as the unique access code or ID required to complete 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.
Launching your survey
To schedule your survey, click Schedule Launch and then confirm that you want to Schedule Launch from the pop-up window that appears.
If you need to make edits to any details, click Back. Otherwise, click Schedule Launch in the modal to finalize your survey launch.
You can still make changes to the survey before it launches by returning to this setup workflow.