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      How to Create a Feedback Template and Cycle

      As an admin, you can set up a Feedback cycle to send feedback requests on behalf of your employees.

      In this article:

       

      Overview

      As an admin, you can set up a Feedback cycle to send feedback requests on behalf of your employees, this can be for any subset of your population or the entire organization.

      There are two essential steps to launching Feedback.

      First, create a Feedback Template to specify the questions for feedback providers. If you are setting up 360 Feedback, you will also designate the reporting relationships to provide feedback along with the questions involved.

      Then, once a Feedback template is created, launch a Feedback Cycle and configure the cycle details, i.e. when Feedback should be sent, who should have visibility, confidentiality settings, etc. 

      Create a Feedback Template

      To create a Feedback template:

      1. Click and expand Administration in the left-hand navigation menu 
      2. Click Feedback 
      3. Click the Templates card
      4. From the Feedback Templates page, click New Template in the top-right 
      5. In the New Feedback Template modal, enter a name for the new Feedback template, before clicking Save and Continue

      This navigates you to the Feedback Template creator:

      • A. Preview & Finalize: 
        • Click Preview to view your template as it appears to Feedback to respondents
        • Click Finalize & Activate to launch the template
      • B. Template Options: Configure template options
        • Template Name: The name of the template
        • Can be used by: Specify who can use the Feedback template,- by role, user, or specific demographics
        • Can be launched by: Specify who can launch Feedback with this template- available to all users or admins only
        • Language: What additional languages should be supported
      • C. Feedback Groups: For 360 Feedback, utilize up to three Feedback groups to organize and focus Feedback providers, learn more about Feedback Groups
        • When configuring Feedback Goups, specify whether to invite feedback providers automatically based on the reporting relationships in Quantum Workplace, if not, uncheck the auto-invite option

      Create a New Question

      The following is a more detailed guide to creating new questions: 

      •  A. Question Type: Click on the drop-down to select the question type
      • B. Toggle Require: Enable/disable whether a response is necessary to submit the Feedback 
      • C. Question Text: Enter the question text as it will appear to Feedback providers
        • Add from Library: Click to take advantage of Quantum Workplace's Best Practice questions
        • [x]: Use this drop-down if the employee's name, e.g. Full, First, Last, should appear dynamically in the question

      Click Add to include the question in the template. Repeat and add as many questions as necessary.

      Once all of the desired questions are included and configured, click Finalize & Activate to launch the template and make it available for use. 

        Feedback Groups

        To enable and configure the settings for Feedback Groups: 

        1. Under Template Options, select up to three Feedback Groups, i.e. Self, Manager, Peers, Direct Reports, etc. 
        2. When selecting the Manager, Peers, and Direct Report groups, specify how users in the group are selected: 
          • Suggested: Quantum Workplace-recommended users based on org tree relationships, can be edited
          • Auto-Invited: Automatically invites users based on org tree relationships 
          • Manually: The user selects each Feedback provider 
        3. Optionally, click Add New Feedback Group to create custom groups
          • Custom Feedback Groups must manually select users
        4. Click Save Feedback Groups

        For 360 Feedback with Feedback Groups, if a question should only be presented to a specific group, make the specification here:

        Launch a Feedback Cycle

        To launch a Feedback cycle with a custom Feedback template: 

        1. Click and expand Administration in the left-hand navigation menu 
        2. Click Feedback 
        3. Click either Single Cycles or Automated Cycles 
        4. Click New Cycle or New Automation, respectively 
        5. Click Select for Open Feedback Cycle (recommended) or a Focused Feedback Cycle 

        Step 1: Cycle Setup

        The following view is a detailed guide to the first step of the Feedback Cycle creation process:

        • Cycle Type: 
          • Single: For a single Feedback Cycle instance
          • Automated: For a regular repeating Feedback Cycle on a specified time basis
        • Cycle Name: Enter the name of the Feedback Cycle 
        • About: Enter the background or context for the cycle 
          • Check the Include in emails? box if the About information should also appear in email notifications 
        • Manager Analytics: Check this box if the Feedback recipient's manager can access the resulting analytics
        • Focused Feedback Mode: Automatically enabled/disabled depending on your earlier selections
        • Select Feedback Providers: Expand this card to specify who can select Feedback Providers
        • Feedback Visibility: Expand this card to specify who has visibility into the received feedback
        • Answer Confidentiality: Expand this card to specify the confidentiality settings for received feedback 
          • After the first response, the confidentiality settings can not be changed
          • The Confidential option requires specifying the minimum number of responses required to reveal feedback, learn more about min-n
          • Regardless of the confidentiality option selected, responses from the Manager and Self feedback groups are always attributed

        Configure the cycle's settings and click Save & Continue.

        Step 2: Feedback Recipients

        Once the cycle's settings are configured, specify the Feedback Recipients and Providers.

        To add Feedback Recipients to the Feedback Cycle:

        1. Click Select Feedback Recipients to open the Add Feedback Recipients modal
        2. Identify the recipients and check the user's corresponding checkbox
          • Use Quick Select to quickly select all users and/or all managers
          • Use the User/Demographic Search (Figure B) to narrow the users
          • In Figure B, click + Advanced to filter the users by usernames/emails
        3. Select the template for the selected users (Figure C)
        4. Click Add People
        5. Repeat until all recipients are added with the appropriate template
        6. Click All Done to finalize the selections

        To add Feedback Providers to the Feedback Cycle: 

        1. Click Import Feedback Providers which appears once recipients are added
        2. Click Download Participant File to access a file with all of the selected Feedback Recipients
        3. In the downloaded file, add a row for each Provider and enter their Feedback Groups, i.e. Manager, Peers, etc.
          • Refer to the listed Feedback Groups in the Segments In Use for eligible entries when entering Feedback Groups
        4. After configuring the Participant file, save the CSV file and use the upload window (Figure B) to add the Feedback Providers
        5. Click Import to finalize the Feedback Providers

        Learn more about selecting Feedback Providers.

        Once Feedback Recipients and Providers are added to the cycle, click Save and Continue to proceed to the next step.

        Step 3: Set Schedule & Milestone

        On the Set Schedule & Milestone step, configure the date and time for each event in the Feedback cycle, i.e. Launch Date, Reminder Date, Due Date, Visibility Date, etc.

        To update the date and time for the corresponding milestone:

        1. Click the field with the date and time
        2. Use the calendar and time selector to update the date and/or time
          • Keep in mind the timezone applied to the cycle's schedule- this can be found at the beginning of the schedule

        Other key options to be aware of include: 

        • Click Add Reminder or Delete Reminder to manage the number of cycle reminders
        • On the final milestone, Feedback Visible date, the Immediately? option can be enabled if Feedback should be visible as they are received- otherwise, all Feedback is not visible until the Feedback Visible date
          • For confidential Feedback, the minimum response threshold must be met to view when Feedback is immediately visible

        Once the dates and times are configured for the cycle, click Save and Continue to open the launch modal.

        Step 4: Review & Launch

        To launch the Feedback Cycle:

        1. Click Save & Continue in the Schedule & Milestone step
        2. Review the cycle details and click Launch Now

        Once launched, the cycle will launch and proceed according to the specified schedule.