How to Launch an Automated Survey

Automated surveys allow organizations to launch New Hire and Exit surveys as well as surveys that reoccur automatically

In this article: 

Overview

Automated Surveys refer to surveys that launch automatically based on an employee's hire or exit date (e.g. new hire or exit surveys) or surveys that automatically reoccur on a set time frame (e.g., a survey that launches quarterly.)

For new hire surveys, you will specify the number of days into an employee's tenure that they should be invited to take the survey so that survey invitations are automatically sent to new hires at the appropriate time.  For exit surveys, you will have the option to send the survey to employees a certain number of days before their exit date. You can also send the survey to termed employees after their exit date by including a secondary email address in Quantum Workplace. 

For recurring surveys, you'll be able to specify whether the entire organization or a subset of the population should be invited to take the survey and the specific time frame on which the survey should reoccur.

With all automated surveys, you will be able to manually add additional employees to take the survey at any time.

Click here for step-by-step instructions on how to launch an automated Exit Survey. 

Getting Started: Launching an Automated Survey

To create an automated survey, navigate to Surveys & Pulses in Administration and click New Survey
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From the pop-up window that appears, select the radio button next to Automated Survey. 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: 

1. If you want to create your own survey questions "from scratch", click Create Your Own Survey in the top right corner. 

2. You can click on any template displayed here to use it as a starting point for your survey. There are best-practice templates available for both new hire and exit surveys. For new hire surveys, there is a template available for a "one-time" new hire survey and a set of survey templates that are intended to be launched at certain intervals in a new hire's onboarding. 


3. You can choose a template that you or a colleague have previously created by clicking the
tab with your organization's name and selecting that template. 

Survey Details

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. Below that, in the About This Survey text box, you have the option to enter any context or instructions for your survey-takers to see when they take the survey.

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Note: If your organization uses multiple languages in Quantum Workplace, you will see the option to specify which languages this survey should be offered in below the About This Survey field. Check the box next to any language you want to add to your survey. You will be prompted to provide translations for all survey questions and communications about the survey later in the setup process.

What triggers a new survey to launch? 

Under this header, you'll specify what events trigger the automated survey.

  • Employee Hire Date: For New Hire Surveys
  • Employee Exit Date: For Exit Surveys
  • New Manager EventUseful for first-time managers
  • Recurring Date Interval: Useful for automatically recurring surveys on a regular basis

Action Planning

Selecting the Enable Action Planning checkbox allows you to proactively take advantage of Quantum Workplace's Action Planning. This feature helps organizations improve their engagement using low-ranking items in existing surveys as their target.

Click Next at the bottom of this screen to advance. 

Confidentiality

On the Confidentiality screen, specify the confidentiality settings for your survey. 

We recommend setting new hire and exit surveys to be Not Confidential so that you can see how individual survey takers responded, and follow up with their specific questions or comments as needed. 

For Mixed and Confidential surveys- 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. 

 

Questions

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 vertical ellipses on the right. 

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Note: Underneath the questions, notice the text specifying whether the question is an Outcome Item, Benchmark,  Best Places to Work item, etc. 

You can also add questions to your survey by clicking Add Question from the panel on the left.

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.

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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. 

Participants

From the Participants screen, you'll determine which employees should be invited to the survey.

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New Hire Surveys

For New Hire Surveys, the default option is to invite all new hires included in Quantum Workplace to take the survey.   

For other automated surveys meant for specific subsets of your employees, click the Limit who is invited based on demographics option. This allows you to use Include and Exclude fields to specify the rules of who is invited to participate in your surveys.

For example, if an automated survey is meant for offices in Boston and San Diego but shouldn't include HR employees in either office, the fields can look like this: 

Include: Location: Boston, Location: San Diego
Exclude: Department: HR

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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.

In the field below, you'll have the option to add employees to take the survey manually; this is a good option for instances in which you want to invite new hires who have already passed the date for taking the survey that you intend to set in the Schedule section. That is, if you're creating a 30-day new hire survey but you want current employees who are already 30+ days into their tenure to be able to take this survey, you should add them here.

You can click Select Employees to select specific employees to take the survey or click Add by Email Address to upload a list of emails for employees who should be invited to the survey.

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When adding survey participants:

  • Filter: narrow available survey participants by the appropriate demographic
  • Hire Date: narrow available survey participants by employees who were hired before or after a hire date of your choosing
  • Active Employees: narrow available survey participants by active/inactive status

After narrowing your list of survey participants, click the  drop-down arrow and click Select all Employees to include all listed employees in your survey.

You can also use the search function to specify participants via email addresses, usernames and employee IDs. Search for multiple individuals by separating each term with a comma.

 

Note: Please contact your Customer Success Manager if you only see the option for employees to take the survey via email and you want employees to be able to take the survey via Employee ID or a unique code. 


Exit Surveys

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Exit Surveys operate similarly to New Hire Surveys. The default option is to send the survey to all employees who terminate based on their exit date (you will specify when employees should be invited to take the Exit Survey, based on their exit date, in the next section.)

For other automated surveys meant for specific subsets of your employees, click the Limit who is invited based on demographics option. This allows you to use Include and Exclude fields to specify the rules of who is invited to participate in your surveys.

For example, if an automated survey is meant for offices in Boston and San Diego but shouldn't include HR employees in either office, the fields can look like this: 

Include: Location: Boston, Location: San Diego
Exclude: Department: HR

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Just like with New Hire Surveys, you'll have the option to add survey takers manually if they fall outside the termination dates you intend to set up going forward. You can manually add survey takers by clicking Select Employees or by uploading email addresses for employees who should be invited manually (via Add by Email Address).

Recurring Surveys

By default, recurring surveys will be sent to all employees in your organization. To limit your recurring survey to a subset of your population, select the Limit who is invited based on demographics option and enter the specific demographics that should be invited to take this survey. 

Note: For any survey, you have the option to invite survey-takers to take the survey via a public link. You will not be able to tie the identity of the survey taker back to their responses or slice/ filter by demographic data for anyone who takes the survey via the public link.  For that reason, we do not recommend using a public survey for New Hire or Exit Surveys, or for any survey for which you want to view demographic trends.  

Click Next to advance.

Schedule 

On the Schedule screen, you can customize when survey invitations are sent out and what they say, as well as when surveys should close. 

Survey open dates and reminder dates will have preset times by default but can be customized to better suit your survey. This also applies to the time invitations and reminders are sent out. The default time is 2 p.m. in your timezone but can be customized to your needs. 

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New Hire Surveys

For New Hire Surveys, you will specify the number of days after an employee's hire date that they should be invited to take the survey.  You can also update the number of days after the survey launches that employees should receive reminder emails if they have not completed the survey and the number of days after the survey launches to each employee that it should close:

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Exit Surveys

For Exit Surveys, you will specify the number of days before an employee's termination date that they should be invited to take the survey. This option only works if Quantum Workplace is updated to include exit dates for employees prior to their final day. 

If you are not able to update Quantum Workplace to include the termination date for an employee prior to their last day, the survey will be sent to employees as soon as you update Quantum Workplace to include their termination date; in order for these employees to take the survey, you will need to make sure that they have a secondary (personal) email address listed in Quantum Workplace. 

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Any terminating employees who have a secondary (personal) email address on file in Quantum Workplace will also be able to receive invitations or reminders to take the survey even after their last day. You can update when reminder emails should be sent to employees by adjusting the number of days after the survey launches that each reminder email sends. As with any other survey, you can edit the body of the Invitation or Reminder emails by editing the text boxes under Invitation Message and Reminder Message. 


Recurring Surveys

For recurring surveys, click the How often does this survey launch? drop-down to specify when the survey will continue to launch. 

Click the Open Date field in the First Survey Opens section to open a date-picker and specify when the survey should launch for the first time. Future launches will launch on the specified date based on your time frame, i.e. quarterly, monthly, biweekly, etc.

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As with any other survey, you can update the text of the invitation and reminder emails by editing the text boxes associated with each email. You can also choose to schedule an End Date, a date after which no future instance of this survey will launch.

Please note, automated recurring surveys are created seven days before the launch date. Any changes to the survey made after the creation date (seven days prior to launch) will not affect the survey. These updates will be reflected in the following recurring surveys.

 

For all surveys, you can add and delete reminders as needed as well as customize the time and date of each notification.

Click Next to continue. 

Languages

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.

Review

On the final screen, you will have the option to review all key details of your survey, including the questions on your survey,  the people who should be invited to take the survey, and all dates and times associated with the survey. 

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You can click Preview to preview the questions on your survey. To share a preview of the survey questions with a colleague, click Copy Preview Link. 


  • Click View Participants to review a list of everyone who will be invited to take the survey.

  • If you would like to use a public link to solicit responses to this survey, click Copy Public Link. Anyone with the link will be able to complete the survey, regardless of whether they are your employee. You will not be able to see any demographic information for any survey-takers who respond to the survey via the public link, which is why we do not recommend using the public link for new hire or exit surveys.

How to Manually Add Survey Respondents

You can manually add any employees to take any automated survey both before and after your survey has launched via the Participants screen. Click Select Employees or Add by Email Address to add employees to the survey.

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If you are adding participants (survey-takers) after your survey has launched, you will need to locate this survey within Surveys & Pulses Administration and click Edit to return to the Survey Setup. 

Edit Exit Surveys