In this article:
- About SMS Survey Invitations & Reminders
- SMS Pricing
- Providing and Removing Cellphone Numbers
- Distributing Survey Notifications via SMS
- Opting Out & In of Messages by Quantum Workplace
- Legal Requirements
- Getting Started
About SMS Survey Invitations & Reminders
Survey Messages powered by Quantum Workplace help you reach your audience by sending text message survey invitations and reminders to their mobile phones. Survey participants will receive a survey link via a text message to complete the survey on their mobile phones.
The rest of this document outlines how to set up text message survey invitations and reminders, as well as best practices for conducting text-message-enabled surveys.
Survey Messages powered by Quantum Workplace:
- is not included in the standard Quantum Workplace license
- is only available within the United States for US-based cellphone numbers
- requires consent from employees in order to receive messages
- requires the employees to have accounts in the Quantum Workplace platform
Please contact your Account Manager for more details on pricing.
Providing and Removing Cellphone Numbers
Organizations can submit cellphone numbers via a demographic flat file or an HRIS integration. You should only include cellphone numbers that your organization has consent to text.
If a user shouldn't receive survey invitations or reminders via SMS messaging, exclude their cellphone number from the demographic file or HRIS integration.
- any US-based cellphone numbers provided will be eligible for Survey Messages
- non-US cellphone numbers cannot be loaded into the Quantum Workplace platform
Navigate to the Users Management page by clicking Users in the Administration drop-down in the left-hand navigation menu.
The Users Management page has two fields, Mobile Phone Number and Text Message Consent for each user. These fields are read-only and cannot be edited from the page. Cellphone numbers can only be edited by updating the number via a manual bulk demographic import or your organization's automated HRIS integration.
Only the user, as the owner of the cellphone number, can edit the Text Message Consent field by opting in Messages powered by QW or opting out. To re-enroll, the employee has to text Start to your organization's Survey Messages cellphone number.
If a cellphone number has previously opted out of SMS notifications from your organization, do not include their cellphone number in your demographic file or HRIS integration. Users who have opted out, at any time, will have to text Start to your organization's Survey Messages phone number to re-enroll.
Distributing Survey Notifications via SMS
To enable Survey Messages for your survey, contact your Account Manager or Customer Sucess Manager. Your Quantum Workplace license must include Survey Messages powered by Quantum Workplace.
SMS survey invitations and reminders can only be distributed to employees with Quantum Workplace accounts.
If a participant is invited via checking the Manually Invited Participants and/or Public Link, they are not eligible for SMS survey invitations or reminders.
SMS Delivery Channels
Surveys with SMS messages enabled can be distributed via the following options:
- email OR text message: Quantum Workplace's recommended best practice. Survey participants with a cellphone number will only be sent a text message if they are not being sent an email, Slack or Microsoft Teams notification.
- email AND text message: All invited survey participants with a cellphone number in the Quantum Workplace platform will receive both invitations and reminders via email and text message for that survey.
Invitation & Reminder Message Content
Quantum Workplace provides users with standard formats for SMS message invitations and reminders content.
Bolded items indicate system variables that vary per organization, survey and survey participant. To ensure legal compliance and consistent message delivery, the content of the messages are not customizable. Messages are targeted to be 160 characters or less and distributed as a single text message.
Initial Welcome Message
For their first SMS invitation, participants will receive a one-time welcome SMS message from Survey Messages along with their survey invitation message:
Welcome to Survey Messages from [OrgName], powered by Quantum Workplace. Msg & Data rates may apply. Reply HELP for help or STOP to end.
Your input is import to [OrgName]. Take our survey by [mm/dd/yy] to share your thoughts. [https://qwsurvey.com/s/abcde12345]
This message formally invites your survey participants to take part in your survey:
Your input is important to [Demo Company]. Take our survey by [mm/dd/yy] to share your thoughts. [https://qwsurvey.com/s/abcde12345]
Reply STOP to end.
Reminder Text Message(s)
Each survey reminder uses the following format:
Don't forget to complete your [Demo Company] survey by [mm/dd/yy]. [https://qwsurvey.com/s/abcde12345]
Reply STOP to end.
For SMS-enabled surveys, be aware of the date and time of your survey invitations and reminders. For organizations with survey participants across time zones, consider the time of day each of your participants receives their SMS messages.
For Single surveys, Quantum Workplace recommends setting your invitation and reminder(s) for 2:00 p.m. EST to account for business hours across all time zones.
For Automated surveys, survey invitations and reminders are, by default, sent out at 2:00 p.m. of the survey creator's time zone, unless modified.
Opting Out & In of Messages by Quantum Workplace
Survey participants can opt out of survey invitations and reminders at any time by replying STOP to any message sent from Survey Messages by QW.
If a user communicates to you or your organization that they would like to opt-out of Survey Messages, remove their cellphone number from the Quantum Workplace platform.
When opting out, users will not receive any future SMS message invitations or reminders from Messages powered by Quantum Workplace. To re-enroll, users must text "Start" to their organization's Survey Messages number.
Administrators can find their organization's number by navigating to General Settings under Administration in the left-hand navigation menu. If your organization has a Twilio configuration, you'll see the Survey Text Messages card in your General Settings.
Survey Messages is a powerful tool for collecting feedback and accordingly, there are legal requirements surrounding the use of text messages by organizations to contact individuals.
The Telephone Consumer Protection Act (TCPA) regulates any means "to communicate with or try to get into communication with a person by telephone." This regulation is specific to the United States.
To start collecting employee feedback via Survey Messages powered by Quantum Workplace, contact your Account Manager with the following information ready:
- Your Legal Business Name
- Your Business Address
- Company Type
- US Non Profit
- US Government
- Business Type
- Sole Proprietorship
- Limited Liability Corporation
- Non-Profit Corporation
- Business Industry
- Oil & Gas
- Fast-moving consumer goods
- Food & Beverage
- Professional Services
- Raw Materials
- Real Estate
- Not for profit
- EIN Tax ID
- Business Regions of Operations
- Latin America
- USA & Canada
- Company Website URL
Quantum Workplace will use the provided information to register your Survey Messages powered by QW with our partner Twilio to enable the text messaging functionality for your QW account.
This process can take two to three weeks. Providing your Account Manager with the correct information can expedite the process.
To add Survey Messages by Quantum Workplace to your QW license, contact your Account Manager. For help enabling Survey Messages for a survey, contact your Customer Success Manager.