The Exit survey and ready-to-launch Easy Launch Exit Survey are designed according to Quantum Workplace's best practices to streamline the process of collecting valuable insight into your organization's culture and turnover.
In this article:
Overview
Exit surveys are ongoing surveys that can be configured to automatically invite exiting employees to capture their experience during and prior to their leaving, as well as to understand the factors that lead to their decision to leave the organization. Additional surveys such as an annual Engagement survey, periodic pulses, and New Hire surveys can help provide a macro-view of an employee’s engagement during their tenure.
This article is a step-by-step guide through the survey launch and answers any questions you might have throughout the process. Learn more about admin abilities and best practices with Exit surveys.
Employees invited to complete an Exit survey who are inactive in Quantum Workplace are sent email invitations to the employee's primary and secondary email, as configured in the Account Settings, learn more.
Requirements
- Available to admin and survey-admin users
- The Easy Launch Exit Survey is available to Quantum Workplace customers with a start date of January 11, 2024, or later
- All other interested customers- contact your CIM/CSM for more information
Easy Launch Exit Survey Template
Quantum Workplace has developed a ready-to-launch Exit survey pre-configured with recommended settings to empower you and your organization to start collecting valuable exit data right away. As you navigate through the survey creator, you can still make any necessary adjustments to fit your organization’s needs.
The Easy Launch Exit Survey is designed according to Quantum Workplace's best practices and streamlines the survey setup process to ensure you collect meaningful and actionable insights into your organization's culture and turnover.
Launch an Exit Survey
Getting Started
There are two ways to launch an Exit survey- use the Easy Launch Exit Survey to launch a survey pre-configured with Quantum Workplace’s best practices, or create an Exit survey from the beginning.
Easy Launch Exit Survey (Recommended)
To launch an Easy Launch Exit Survey (Recommended):
- Click and expand Administration in the left-hand navigation menu
- Click Surveys & Pulses
- Click Exit Survey [Easy Launch] to navigate to the survey's final Test & Review step and launch an in-app walkthrough
- Click and navigate to the Details step in the survey creator to change the survey name
- Optionally, continue through the survey creator to review the information on each step
- Navigate to the final step, Test and Review, and click Schedule Survey to launch and activate the Exit survey
Exit Survey
To launch an Exit survey:
- Click and expand Administration in the left-hand navigation menu
- Click Survey & Pulses
- Click New Survey in the top right
- Select the Exits template from Quantum Workplace's Best Practices, your organization's templates, or click Create Your Own Survey in the top-right to create your own questions
- Look over the included questions- questions can be removed or added later in the setup
- To confirm your template, click Use this template
The rest of this article reviews each step of the survey creator, refer to each step to learn about Quantum Workplace’s best practice settings for Exit surveys.
Survey Details
On the Survey Details page, review the survey name, survey type, the context for the survey, determine what other languages to offer the survey in, and whether to disable Action Planning.
Review the Survey Details step:
- A. Survey Name: Review and edit the survey name as it appears on the survey and subsequent communications
- The use of special characters in the survey title can affect survey exports, learn more about which characters are compatible with successful exports
- B. Survey Type: Click and expand the drop-down menu to select the survey type, learn more about survey types
- C. About This Survey: Optionally, review and edit the survey description that appears to Exit survey participants
- D. Languages: Review and confirm the languages available to survey participants in addition to English
- If you require a survey language not shown as an option, reach out to your CIM/CSM for assistance
- E. Action Planning: Enabled by default, Action Planning allows users and teams to create Action Plans and act on the survey analytics
Confidentiality
Quantum Workplace's research has shown that nonconfidential lifecycle surveys have higher response rates on average.
Admins meeting with employees for their exit interviews can use the Survey Notes feature to record notes and additional insights as they view the employee's survey responses. Learn more about Survey Notes.
Review the Confidentiality step:
- A. Confidentiality Options: The Not Confidential option is recommended for Exit surveys to provide your organization with the necessary context to act on survey responses
- B. Notified Admins: Optionally, specify the admin who should receive a notification when the survey is completed by an exiting employee
Questions
The Questions page displays all of the survey's questions.
The Easy Launch Exit survey includes Quantum Workplace's best practice exit questions. It's recommended that these questions be kept in the Exit survey to enable trending data with other Quantum Workplace best practice surveys.
Review the Questions step:
- A. Questions, Logic, and Styling: Add/manage questions included in your Exit survey based on your organization's strategic priorities
- Refer to this resource for a list of additional Exit survey questions
- Refer to this resource to learn how to create survey questions
- Optionally, configure logic to ask the right questions to the right people, learn more about Survey Logic
- Optionally, customize the color scheme and branding of the survey, learn more about Survey Styling
- B. Preview Survey: View or share a preview of the survey as it currently exists via a distributable link
- C. Survey Questions: A list view of every question currently included in the survey
- Click the ⋮ icon for each question to edit or rearrange the order of questions
Participants
On the Participants step, specify how exiting employees are invited to complete the Exit survey. Use one or a combination of the following options to configure how exiting employees are invited.
Contact your CIM/CSM if you have questions about the best approach for distributing your survey.
Review the Participants step:
- A. Invitation Method: Select how survey participants are identified and invited to complete the survey
- Invite Manually: Admins can manually invite users to complete the survey
- Invite Automatically: Use an HRIS integration to automatically invite employees based on their exit date data; filter your audience further with demographics to include or exclude (Quantum Workplace Best Practice)
- Invite with a Shareable Link: Organizations may opt for this option when they wish to embed the link in an internal email with instructions regarding the exit process; however, it's important to note that surveys completed via shareable links do not include automated email reminders, as set up in the Schedule step
- B. Access Survey By: Specify how invited participants can access the survey
- Unique Link: Enabled by default for the Easy Launch Exit survey, allows participants to access the survey via the link in their survey invite email
- Employee ID/ Unique Access Code: Use either of these options if your organization has a significant desk-less population
- Employee ID: Participant enter their Employee ID to access the survey
- Unique Access Code: Participants enter a unique code to access the survey, e.g. [Last Name] + {Birthday Month/Day - mmdd]
- C. Invitations: Click View to see a list of all survey participants currently queued to receive a survey invitation
Click Next to save any changes and continue to the next step.
Invite Manually
By default, the Easy Launch Exit Survey is set up for admin(s) to manually add participants to the survey on an ongoing basis.
To manually add a survey participant to the survey:
- Navigate to the Participants step
- Click the ☐ icon corresponding to the Invite Manually card to expand additional options
- Click Select Employees
- Identify the participant(s) in the Add Participants and click the ☐ icon corresponding to the invitee(s)
- Click Add Selected
- Optionally, continue editing the rest of the fields on the page
- Click Next to finalize any changes
Invite Automatically
If your organization has set up an HRIS integration, consider automating survey invitations based on an employee's exit date. Automated surveys can also be targeted to employees who match specific demographics, such as voluntary exits only.
Additionally, if your organization does not have a functioning HRIS integration in place, you can still launch your survey and automate the survey invitation process at a later date. To do so, return to the survey admin page, click on the survey's associated ⋮ icon, and click Automate this Survey.
To set up automated invitations:
- Navigate to the Participants step
- Click the ☐ icon corresponding to the Invite Manually card to expand additional options
- Under Triggered By, select the Employee Exit Date option (Figure A)
- Under Targeting, specify if automated invites should be sent to all exiting employees or limited to those who match certain demographics (Figure B)
- Send to all employees: All exiting employees are sent an invite based on their exit date
- Limit who is invited based on demographics: Exiting employees according to the included/excluded demographics are sent an invite based on their exit date (learn more). The recommendation is to only invite those who are voluntarily leaving the organization.
- Click Next to finalize any changes
Invite with a Shareable Link
Consider inviting survey participants with a shareable link if you would like to include the survey link in an internal email sent to employees with instructions regarding your organization's exit process.
Note: Surveys distributed with a shareable link do not include automated email reminders, as set up in the Schedule step, and may lack demographic data.
To set up a shareable link:
- Navigate to the Participants step
- Click the ☐ icon corresponding to the Invite with a Shareable Link card to expand additional options
- Specify if participants must log in or enter their employee ID to complete the survey via the shareable link
- Click Next to finalize any changes
Schedule
The Easy Launch Exit Survey is set up as an ongoing survey with no survey close date, allowing you to observe and trend the survey data over time.
Another best practice configured in the survey is a 28-day window to complete the survey once the exiting employee receives a survey invite. This gives exiting employees the time and space to feel more comfortable in giving honest feedback, even after their departure date.
For employees who have not completed the survey, two reminders are scheduled three and six days after the initial invitation.
Review the Schedule step:
- A. Time Zone: Click Change Time Zone to update the time zone reflected in the survey setup
- B. Invitations: Customize when invitations are sent out according to the trigger
- Optionally, customize the text in the Email Subject Line and/or Invitation Message to add context or instructions for participants
- C. Survey Deadline: Specify how long participants have to complete the survey following the initial invite
- D. Invite/Reminder Preview: Expand the window to view a preview of the email notifications
- E. Reminders: Optionally, configure when reminders are sent to participants and their messaging
- Optionally, customize the text in the Reminder Subject Line and/or Reminder Message field to add context or instructions for participants
- Click + Add Reminder to create an additional reminder
Click Next to save any changes and continue to the next step.
Languages (Optional)
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 Test and 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 & Review
From the Test & Review page, review the critical details of the survey and send test surveys to ensure the survey's accuracy before finally launching the survey.
Once the survey is launched and active, you will start collecting the insights needed to obtain a fuller picture of employee engagement and turnover within your organization.
Review the Test and Review step:
- A. Test Mode: Optionally, click Send Test Survey to send a survey sample to select users as well as which message to be included
- B. Survey Details: Confirm the survey name, confidentiality settings, and preview the survey
- Navigate to the Details, Confidentiality, and Questions timeline nodes to make any edits
- C. Survey Timeline: Confirm the survey's timeline and milestone schedule
- Navigate to the Schedule timeline node to make any edits
- D. Survey Participants: Confirm the employees currently queued to receive the survey invitation
- Navigate to the Participants timeline node to make any edits
- E. Survey Distribution: Confirm how survey participants are added
- Navigate to the Participants timeline node to make any edits
Click Launch Survey to launch and activate the Exit survey.