Understanding the User Data File

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One of the benefits of an HRIS integration with Quantum Workplace is that you can easily launch surveys to active employees and analyze their feedback according to fields included in the integration, e.g. Team, Department, and Location. 

Most organizations provide Quantum Workplace with a direct download of demographics from their HRIS. While this file is likely easy to obtain, it can provide more demographics than are necessary.

Quantum Workplace provides results for groups of five or more. Keep this in mind as you determine which demographics will be most valuable. 

Required Demographics 

The following demographics are required to be included in the User Set Up template:

  • Username*
  • Employee First Name
  • Employee Last Name
  • Employee ID
  • Title
  • Email
  • Manager Email or Manager Employee ID
  • Hire Date (format this value numerically, i.e. YYYY-MM-DD)
  • Employee Active Status
  • Termination Date
  • Termination Type (format this value clearly as either, Voluntary or Involuntary)

*The Username demographic is required, however, many organizations use other demographics i.e. Email, Employee ID, etc. as the user's username. If this is the case with your organization, you do not need to include a dedicated Username demographic. 

Supplemental User Data

The following demographics are commonly provided to Quantum Workplace in a separate data file.

These demographics tend not to be in an organization's HRIS data and therefore are excluded from the HRIS integration.

While the demographics listed below are the most common, it's valuable to consider different ways your organization can benefit from analyzing survey feedback that falls outside of demographics in your HRIS.

Field and Office/Corporate

While individual locations are commonly provided in an organization's HRIS integration, there is also an analytical benefit to seeing aggregates of All Field and All Office employees. Doing so allows you to view if these populations have shared or unique strengths and challenges. 

Org Levels (e.g. Executive, VP, Director, Manager, Individual Contributor)

While individual job titles are commonly provided in an organization's HRIS integration, the ability to view engagement and specific perceptions by org level offers additional insight. 

For example, consider the question, I believe this organization will be successful in the future. 

If Directors have much less favorable perceptions of the question than VPs and Executives, this may require attention to ensure all employees have confidence in the organization's future.

Job Groupings

Job titles are often specific and indicate an employee's level or employment type, e.g. Technician I, Technician II or Part-Time Server, Full-Time Server. 

When viewing survey feedback, many organizations prefer viewing individual job titles in meaningful groups. At times, this can be "Job Family" and available in an HRIS integration, but for other organizations, providing supplemental groupings in a separate file is needed. 

Hybrid, Remote, or Onsite Employee

As more organizations adopt this type of workplace flexibility long-term, this information may or may not be provided via the HRIS integration.

Sometimes all employees in a corporate location are considered hybrid employees, but the view of "hybrid employees" is not available without combining those individual locations.

Tip: If your organization does not officially track hybrid, remote, or onsite in the HRIS integration, but you would like to view survey feedback in such a way, self-reported demographic questions are a great option for this approach. 

Demographic Groupings

The following demographics are grouped together and able to be sliced when viewing data in Survey Analytics. 

Birth Date & Age

If birth date data is provided, you can view analytics data by age and generation. Employees are grouped into the following age groups:

  • 25 and under
  • 26 - 35
  • 36 - 45
  • 46 - 55
  • 56 - 65
  • 66+


Employee generations are grouped into the following generation groups based on their year of birth:

  • Traditionalists: 1928 - 1945
  • Baby Boomers: 1946 - 1964
  • Generation X: 1965 - 1980
  • Millennials: 1981 - 1996
  • Generation Z: 1997 - 

Hire Date & Tenure

If hire date data is provided, you can view analytics data by hire date and tenure. Employees are grouped into the following tenure groups: 

  • Less than 1 year
  • 1 - 2 years
  • 3 - 5 years
  • 6 - 9 years
  • 10 - 14 years
  • 15+ years