Quantum Workplace sends email notifications to survey takers at different points of the survey timeline.
In this article:
- Overview
- Survey Invitation Email
- Survey Reminder Email
- Survey Close Email
- Survey Analytics Access Notification
Overview
Quantum Workplace sends email notifications to your employees at different points of the survey timeline.
Examples of those emails are listed below. As part of the survey creation process, admins can customize the content of the email, learn more.
Email notifications from Quantum Workplace are delivered by support@quantumworkplace.com.
Survey Invitation Email
Employees receive an Invitation email when the cycle launches, and when survey invites are resent while the survey is open.
The email includes the employee's unique link to complete the survey.
The following is a visual example of a default survey invitation email:
Default Survey Invitation Email
Default survey invitation emails contain the following language in addition to a Take Survey button to navigate the participants to the survey.
Subject: It's time to share your thoughts, the [Survey Name] is now open
Body:
The [Survey Name] is now open.
Please share your thoughts by [Survey Close Date].
Custom Survey Invitation Email
Custom survey invitation emails contain the following standard language, the custom messaging, in addition to a Take Survey button to navigate the participants to the survey.
Subject: It's time to share your thoughts, the [Survey Name] is now open
Body:
[Custom Messaging].
Please share your thoughts by [Survey Close Date].
Recommended Survey Invitation Email
The following is a sample email recommended for confidential Engagement surveys.
Subject: It's time to share your thoughts, the [Survey Name] is now open
Body:
Dear [Organization] Employee,
On behalf of the leadership team, we are pleased to invite you to take the 2024 Employee Engagement Survey. This confidential survey is your opportunity to help shape the future of [Organization], while improving your own work experience. Your feedback will be compiled and used to guide further positive changes across our organization.
[Organization] has retained Quantum Workplace to facilitate this survey and summarize the findings. By participating in this survey, you are helping our company build upon strengths and identify opportunities for improvement. Your honesty is critical and appreciated.
Before you start the survey, there are a few important items to note:
- It's confidential. Quantum Workplace does not release individual data to [Organization] or anyone else; survey answers are entirely confidential.
- It's quick. The survey should take less than 10-15 minutes to complete. If possible, try to finish the survey in one session. If you must log out of the survey and finish at a later time, please retain this email and the embedded survey link to click back in.
- Survey link cannot be shared. Please do not forward this email or the survey link on to fellow co-workers or anyone else. The links are unique to each participant, meaning no individual can take the survey more than once.
We thank you for taking the time to participate in this very important iniative and sharing your valuable insights!
Survey Reminder Email
Employees who have not yet completed the survey will receive reminder emails on the date(s) that you have scheduled reminder emails to be sent.
Default Survey Reminder Email
Default survey reminder emails contain the following language in addition to a Take Survey button to navigate the participants to the survey.
Subject: Don't forget to share your thoughts on [Survey Name].
Body:
The [Survey Name] is now open.
Please share your thoughts by [Survey Close Date].
The following is a visual example of the default survey reminder email:
Custom Survey Reminder Email
Custom survey reminder emails contain the following language in addition to a Take Survey button to navigate the participants to the survey.
Subject: Don't forget to share your thoughts on [Survey Name].
Body:
[Custom Messaging].
Please share your thoughts by [Survey Close Date].
Recommended Survey Reminder Email
The following is a sample email recommended for confidential Engagement surveys.
Subject: It's time to share your thoughts, the [Survey Name] is now open
Body:
Dear [Organization] Employee,
Don't forget the 2024 Employee Engagement Survey is now open! This is a great opportunity for you to share your thoughts and provide meaningful feedback. A link to the survey is below and should take less than 15 minutes to complete.
Before you start the survey, there are a few important items to note:
- It's confidential. Quantum Workplace does not release individual data to [Organization] or anyone else; survey answers are entirely confidential.
- It's quick. The survey should take less than 10-15 minutes to complete. If possible, try to finish the survey in one session. If you must log out of the survey and finish at a later time, please retain this email and the embedded survey link to click back in.
- Survey link cannot be shared. Please do not forward this email or the survey link on to fellow co-workers or anyone else. The links are unique to each participant, meaning no individual can take the survey more than once.
Survey Close Email
The admin who created the survey will receive the following email notification on the survey's close date, in addition to View Results to navigate to the survey's analytics.
Subject: The [Survey Name] has now closed
Body: The [Survey Name] closed on [Close Date].
The following is a visual example of the survey close email:
Survey Analytics Access Notification
Examples of email notifications users receive when granted access to survey analytics.
Learn more about Access Settings, Assignments, and Roles.
Users with Access to the Live Response Rate
Users who have been granted access to a survey's Live Response Rate receive the following email on the specified date and time of access:
Subject: Access to Live Survey Response Rate now available
Body:
You can now access your team's live response rate for the [Survey Name] survey. This will help you monitor the completion rate and support your team in achieving a 100% response rate.
Please note that individual responses are confidential; this tool only provides aggregate data.*
This sentence only appears if the survey is confidential.
Learn more about the Live Response Rate.
Managers with Access to Results
Managers who have been granted access to results for attributed surveys, or who have teams that met the minimum response threshold to view the results for a confidential survey will receive the following email notification:
Subject: Your results are ready
Body:
Your team results for [Survey Name] are ready to view.
To view your results, log into Quantum Workplace or click on the button below. You will be able to see the results for anyone in your downline.
The following is a visual example of the email:
Managers Who Didn't Meet Min-N (Visibility: Downline Only)
Managers who weren't able to meet the minimum response threshold, but who would have had visibility into results for their downline only will receive the following email notification:
Subject: Insufficient Team Responses for [Survey Name]
Body:
[Survey Name] has closed. Your team did not meet the minimum number of responses required to protect the confidentiality of the survey respondents. You will not be able to access your team's survey analytics.
The following is a visual example of the email:
Managers Who Didn't Meet Min-N (Visibility: Downline & Limited Overall)
Managers who weren't able to meet the minimum response threshold, but who would have visibility into the results for their downline and limited overall will receive the following email notification:
Subject: Insufficient Team Responses, Limited Overall Visibility for [Survey Name]
Body:
[Survey Name] has closed. Your team did not meet the minimum number of responses required to protect the confidentiality of the survey respondents. You will not be able to access your team's survey analytics.
For this survey, you have been granted access to view - without filter and slice functionality - the aggregate survey responses for [Org Name].
The following is a visual example of the email:
Managers Who Didn't Meet Min-N (Visibility: Downline, Limited Upline, and Overall)
Managers who weren't able to meet the minimum response threshold, but who would have visibility into the results for their downline, limited upline, and overall will receive the following email notification:
Subject: Insufficient Team Responses, Limited Upline and Overall Visibility for [Survey Name]
Body:
[Survey Name] has closed. Your team did not meet the minimum number of responses required to protect the confidentiality of the survey respondents. You will not be able to access your team's survey analytics.
For this survey, you have been granted access to view - without filter and slice functionality - the responses of leaders in your upline as well as the aggregate survey responses for [Org Name].
