How to Launch an Ongoing Survey

In this article:

Overview

From automated new hire & exit surveys, quick Pulse surveys, annual Full Engagement surveys, and everything in between, Ongoing Surveys are a powerful way to measure employee engagement and coordinate meaningful initiatives. 

Getting Started

To launch an ongoing survey:

  1. Click and expand Administration in the left-hand navigation menu
  2. Click Survey & Pulses from the drop-down menu
  3. Click New Survey in the top right

Selecting Your Template

The first step of the survey-creation process is to select the template for the survey.

  1. You can select from Quantum Workplace's Best Practice templates or create your own template
  2. Look over the included questions- questions can be removed or added later in the setup
  3. To confirm your template, click Use this template

Survey Details

On the Survey Details page, enter the survey name, the context for the survey, determine what other languages to offer the survey in, and whether to disable Action Planning.

  1. Under Survey Name, provide the survey name as it should appear on the survey, invitations, and reminders
  2. Optionally, provide a brief description or add context for your survey participants
  3. Specify whether any additional languages should be included in the survey
    1. Additional languages require translations that will be submitted in a later step
  4. Action Planning is enabled by default, click the box to disable Action Planning for the survey. Learn more about Action Planning

Click Next to continue.

Confidentiality

On the Confidentiality page, specify the confidentiality settings appropriate for the survey.

  1. Select the confidentiality setting for the survey
  2. Each confidentiality setting has a different follow-up action:
    1. Not Confidential: Enter the user(s) who should be notified each time the survey is completed
    2. Mixed: Specify the number of responses required to show survey results in Analytics, and enter an email address for survey participants to contact should they have any confidentiality-related questions
    3. Confidential: Specify the number of responses required to show survey results in Analytics
    4. Anonymous: Specify the number of responses required to show survey results in Analytics

Learn more about survey confidentiality and best practices.

Click Next to continue. 

Questions

From the Questions page, you can add, rearrange, and edit your questions.

If you selected a template at the beginning of the survey creation process, those questions will be listed on this page. If you selected Create Your Own Survey, this is where you will add questions for your survey. 

  1. Under the menu to the left of the question list, you have several options to modify your survey's questions:
    1. Add from Library: Add a question from Quantum Workplace's Best Practice library or from past surveys
    2. Add Custom Question: Create a custom question
    3. Add Section: Create a section to visually organize survey questions
    4. Survey Question Export: Export your current list of questions in detail 
    5. Logic: Configure questions to ask follow-up questions based on responses or limit who can see a question, learn more about Survey Logic
    6. Preview Survey: Click View to preview a finalized version of the survey, and click Share to copy the URL of the preview to your web browser's clipboard 
  2. View and edit the questions currently included in the survey
    1.  Click and drag the ⋮⋮ icon to move and rearrange the question to the desired order
    2. Click the icon for a question to edit or delete the question

Click Next to continue. 

Participants

On the Participants page, customize how survey participants are chosen and invited. You are not restricted to one invitation method, you can select any combination of the three methods.

As you add survey participants, click View to see who is currently set to receive a survey invitation.

Invite Manually 

Manually add the individuals or upload a CSV file with employee information for all who should be invited. 

You have two options for selecting your survey participants:

A. Select Employees: 

Use the Add Participants modal to search and select survey participants. You can focus your search by using the Filter, Hire Date, and Active Employees drop-down menus to categorically search through your organization. 

Select the ☐ icon for the corresponding employee to add them as a survey participant. Click Add Selected to add the selected employees and exit the modal. 

B. Add by Email Address or Username:

Alternatively, use the Add by Email Address or Username modal to search and select survey participants. 

On the Copy & Paste tab, select employees by entering their email address or Quantum Workplace username. Enter multiple employees by separating each entry with a comma or semicolon. You can also enter the separate each entry by using the Return/Enter key so each entry has its own line. 

On the Upload File tab, upload a CSV file with participant information to add to the survey. If you already have participants added, click Current Respondents to download a CSV file of the current participants. 

Click Import to add the selected participants.

 

Note: After creating a survey, you can add additional participants from the Surveys list page.

  1. Click the icon for the survey to view the options menu
  2. Click Add Participants
  3. Add the new survey participant(s) and click Add Selected

Select another method or click Next to continue creating your survey. 

Invite Automatically 

Specify the requirements to determine what event triggers the invitation and whether this invite is sent to all employees or has an additional filter via employee demographics. 

Under Triggered By, select the event to trigger an automatic survey invitation

  • Employee Hire Date: Useful for New Hire surveys,  
  • Employee Exit Date: Useful for Exit Surveys 
  • New Manager Event: Support and prepare newly promoted managers
  • Recurring Date Interval: Useful for collecting consistent data on a regular basis

Under Targeting, determine who is sent survey invites after the selected trigger occurs:

  • Send to all employees will invite all employees who qualify for the trigger
  • Limit who is invited based on demographics allows you to control what demographics are included and excluded as an additional rule for survey invitations.

    For example, if a New Manager Event 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

Select another method or click Next to continue creating your survey. 

Invite Anyone with a Public Link

Restrict survey access to only those with a link to the survey. The link will be available on the final Test and Review page of the survey creator. 

Note: Demographic data is not captured for survey responses taken via a public link or by non-employee users. 

 

If you only selected, Invite Anyone with a Public Link, click Next to continue to the Schedule page.

If you selected, Invite Anyone with a Public Link, in addition to another option, specify how participants will access their surveys. 

Survey Access Method

If you selected either Invite Manually or Invite Automatically as the invitation method for your survey, specify how your survey participants will securely access the survey.

Select one of the following options:

  • Unique Link
  • Employee ID or Unique Link
  • Unique Access Code or Unique Link

Click Next to continue. 

Schedule

On the Schedule page, determine when invitations are delivered, how long surveys are open for, and when reminders, if any, are sent to participants. 

Depending on the invitation method(s) selected in the previous step, the options displayed on the Schedule step will vary.

Use the following links to see what the Schedule page looks like based on the invitation method(s) selected: 

Invite Manually

  1. Invitations: Determine if invitations should be sent immediately after launch or on a specific date, the Invitation Message can also be edited
  2. Survey Deadline: 
    1. Remain Open: The survey itself does not close and will continually capture information as surveys are submitted, however, invited participants will have the specified amount of days to complete their survey before they're no longer able to submit their responses
    2. Close on a Specific Date: The survey has a close date, at which point surveys can not be submitted
  3. Reminders (Optional): Customize when reminders, if any, are sent to participants as well as the Reminder Message's text
    1. Click Add Reminder to add additional reminders
    2. Click Delete Reminder to remove reminders

Click Next to continue. 

Invite Automatically

  1. Invitations: Customize when invitations are sent out according to the trigger, the Invitation Message can also be edited 
  2. Survey Deadline: Determine how many days survey participants have to complete their survey
  3. Reminders (Optionally): Customize when reminders, if any, are sent to participants as well as the Reminder Message's text
    1. Click Add Reminder to add additional reminders
    2. Click Delete Reminder to remove reminders

Click Next to continue. 

Anyone with a Public Link

Select whether the survey should remain open and capture responses as they're submitted, or if the survey should have a close date, at which point surveys can no longer be submitted.

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 Test and Review page instead.

On 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

On the Test and Review page, review key details and dates for your survey before finalizing and launching the survey. 

The information displayed on this page should reflect and confirm your survey design decisions. 

  1. Test Mode: Optionally, click Send Test Survey to send a survey sample to select users as well as which message to be included
  2. Survey Details: This card details the survey name, confidentiality, and the specified survey timeline
  3. Participants: See the number of participants currently qued to be invited to participate, click View the participants in detail
  4. Survey Distribution: This section reflects your selections on the Participants page and allows you to perform any follow-up actions, i.e. adding users manually or copying the public link, as you could on the Participants page

Click Schedule Launch to complete the survey. If you scheduled the survey to launch at a future date, it will automatically launch at the specified time.