Instructions for Admin users on how to launch an automated survey (New Hire or Exit Survey) using the new Survey Creation workflow.
Overview of Automated Surveys
Selecting your Template
What Triggers a New Survey to Launch?
How to Manually Add Respondents
Overview of Automated Surveys
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.
This process for creating an automated survey is in BETA. Contact your Customer Success Manager to gain BETA access. Click here for instructions on how to launch a single (one time) survey.
Getting Started: Launching an Automated Survey
To create an automated survey, navigate to Surveys & Pulses in Administration and click New Survey.
From the pop-up window that appears, select the radio button next to Automated. 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 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.
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.
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 type of automated survey this is. For New Hire Surveys, leave the option Employee Hire Date selected. For Exit Surveys, select Employee Exit Date. To create a recurring survey on any other topic, click Recurring Date Interval.
At the bottom of this screen, you'll determine whether this survey is confidential or attributed. We recommend setting new hire and exit surveys to be attributed so that you can see how individual survey takers responded and follow up with their specific questions or comments as needed.
If you select the option All responses and comments are attributed, your survey takers will see a message at the top of their survey informing them that their responses are not anonymous and can be tied back to them. If you do not want this message to appear at the top of the survey, select the option All response and comments are attributed, but do not display a confidentiality statement on the survey.
If you create a confidential survey, you'll need to specify the minimum response threshold in order for responses to be revealed.
Click Next at the bottom of this screen 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 next to each question.
To add additional questions to your survey, click Add Question from the panel at the left.
If you selected Create Your Own Survey rather than selecting a template, this screen will prompt you to add all of the questions from your survey. Click Add Question to add your own question, or click Add from Library to browse our best practice questions to add to your survey. Click here for detailed instructions on how to create survey questions.
From the Participants screen you'll determine which employees should be invited to the survey.
New Hire Surveys
For New Hire Surveys, the default option is to invite all new hires included in Quantum Workplace to take the survey (you'll get to specify on when, based on their hire date, they will be invited to take the survey in the Schedule section.) If you only want a certain subset of employees to be invited to take this survey, select the option Limit who is invited based on demographics and enter the specific demographics (e.g. departments or locations) of employees who should be invited to take this survey.)
How will employees access the survey?
Directly below this, you will specify whether employees should take the survey via email only (the default option), or whether employees should have the ability to enter an Employee ID or Unique code to take the survey in addition to email.
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.
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.) If you only want the survey to go out to specific employees (e.g., employees who voluntarily terminate), you will select Limit who is invited based on demographics to specify which employees should be invited to the survey.
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.
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 in 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.
Click Next to advance.
On the Schedule screen, you'll determine when employees should be invited to take this survey and provide the text for Invitation and Reminder emails that your survey takers will receive.
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:
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.
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.
If you're creating a recurring survey, you will specify the time frame on which this survey should re-occur from the Schedule screen. From the drop down menu at the top of the Schedule screen, select the time frame by which this survey should launch.
In the Open Date field, enter the date and time that this survey should launch for the first time. Going forward, the survey will launch based on the date you provide here and the time frame (quarterly, monthly, biweekly, etc.) that you have specified above.
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 add and delete reminder emails as needed and customize the date of each email. Once you have entered the open date for your first survey, the time frame, the reminder dates, and the date that the survey should close relative to the launch date, click Next to continue.
On the final screen, you will have the option to review all key details of your survey, including to the questions on your survey, the people who should be invited to take the survey, and all dates and times associated with the survey.
- Click Preview to review the questions on your survey.
- 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 the copy icon next to your Public Link to copy the link.
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.
If you are adding respondents 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.