How do I manage our organisations custom surveys via the HR platform

The Managing Custom Survey feature allows you to create a one-off custom survey, choose the intended audience, and then send it on to those users. You can also use this feature to edit the information if it needs changing, download the responses as a CSV file, view the survey settings and delete an entry if it is no longer required.

Important

Once you publish a custom survey, your employees can access it from their dashboard. If you have sent off a happiness survey, this needs actioning first before we will display the survey to your employees. A Response Type cannot be changed after a Custom Survey is published. 

Helpful Hint

Once a survey end date passes, the platform will auto-archive the survey.

Availability

HR Plan:   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

  Interactive learning

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Getting started

Create a once-off survey

Important

Accounts on the Platinum and Premium Plans can create their own surveys and use the template surveys, while those on the Standard plan cannot create custom surveys, and can only use our template surveys.

  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click the New Custom Survey button.
    Survey_1.jpg
  5. Complete the following fields:
    • Enter survey title.
    • Enter a question.
    • Question type.

    Helpful Hint

    Click the   Add Question button to add extra questions to your survey. There is no limit to the amount of questions you can add to your custom survey.

  6. Click the Next button.
    Survey_2.jpg
  7. Select from the following response types:

    Important

    The anonymous response type is only available to users on our platinum pricing tier.

    • Anonymous.
    • Non-anonymous.
  8. Select from the following sharing options:

    Important

    The following sharing options are only available to users on our platinum pricing tier.

    • All employees
    • Employees.
    • Teams
    • Locations
  9. Select from the following survey scheduling options:
    • Start date.
    • Start time.
    • End date.
    • End time.
  10. Click the Save a Draft button.

    Important

    If you want to send the survey out immediately to the selected users, click the Publish button, i.e., the survey becomes available on the selected user's dashboard.

    Survey_3.jpg
Add participants to a published survey
  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click a published survey that needs participants added.
    Survey_5.jpg
  5. Click the Settings tab.
  6. Click the   Add Participants button.
    Survey_6.jpg
  7. Select from the following sharing options:

    Important

    The following sharing options are only available to users on our platinum pricing tier.

    • All employees
    • Employees.
    • Teams
    • Locations
  8. Click the Confirm button.
    Survey_7.jpg

Daily activities

Filter displayed surveys
  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click the Filter   button.
  5. Select from the following options:
    • Show all.
    • Published.
    • Draft.
    • Archived.
    Survey_8.jpg
Publish a draft survey

Important

You can only publish a survey when the status of the survey shows as a draft.

  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click the Actions   button.
  5. Click the   Publish button.
    Survey_23.jpg
View questions used in a published survey
  1. Click the   Engagement menu..
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click a published survey that needs questions viewed.
    Survey_5.jpg
  5. Click the Questions tab.

    Helpful Hint

    You will now see the survey questions on your screen.

    Survey_9.jpg
View survey settings
  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click the published survey that needs settings viewed.
    Survey_5.jpg
  5. Click the Settings tab.

    Helpful Hint

    You will now see the survey settings on your screen.

    Survey_10.jpg

Editing data

Edit a draft survey
  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click a draft survey that needs editing.
    Survey_24.jpg
  5. Click the Questions tab.
  6. Make the required changes and click the Next button.
    Survey_11.jpg
  7. Click the Settings tab.
  8. Make the required changes to the survey response type.

    Important

    The anonymous response type is only available to users on our platinum pricing tier.

  9. Make the required changes to the survey sharing settings.

    Important

    The survey sharing options are only available to users on our platinum pricing tier.

  10. Make the required changes to the survey scheduling settings.
  11. Click the Save a Draft button.

    Important

    If you want to send the survey out immediately to the selected users, click the Publish button, i.e., the survey becomes available on the selected user's dashboard.

    Survey_12.jpg
Update the end date of a published survey
  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click the published survey that needs the end date updated.
    Survey_13.jpg
  5. Click the Settings tab
  6. Click the Edit button.
    Survey_14.jpg
  7. Enter the updated time and date.
  8. Click the Confirm button.
    Survey_15.jpg

Data management

Archive a survey
  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click the Actions   button.
  5. Click the   Archive button.
    Survey_17.jpg
  6. Click the Archive button.
    Survey_18.jpg
Download the results of a published survey

Important

To download the survey results as a CSV file, your user role must be an admin or owner level and at least one employee needs to have responded to the survey.

  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click the Actions   button.
  5. Click the   Download Responses button.
    Survey_16.jpg
Re-open an archived survey
  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click an archived survey that needs reopening.
    Survey_19.jpg
  5. Click the Settings tab
  6. Click the Reopen button.
    Survey_20.jpg

Removing data

Delete a draft survey

Important

You can only delete a survey when there are no employee responses.

  1. Click the   Engagement menu.
  2. Click the Custom Survey submenu.
  3. Click the Custom Surveys tab.
  4. Click the Actions   button.
  5. Click the   Delete button.
    Survey_21.jpg
  6. Click the Delete button.
    Survey_22.jpg

Further information

What feature is available on each plan?
Feature. Premium. Platinum.

Create surveys from one of our templates.

   

Create their own custom surveys.

   

Share to all employees.

   
Share to individuals, teams, or locations.    
Schedule start and end date/times.    
Create anonymous surveys.    
Archive a survey.    
Unarchiving a survey.    
Add participants (edit).
   
Update end date (edit).
   
Cloning a survey.
   
Save as a draft.    
Create your own templates.
   

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Comments

2 comments
Date Votes
  • Thanks for this! With regards to - excluding any changes made via our Custom Security feature, I can't seem to find any options in there that allows me to limit access to the Custom Survey module. Am trying to limit access to the results/response from the survey to a couple of individuals - but there doesn't look like an obvious way to do so? 

    0
  • Hi Steve Liew I can definitely see how custom security access for our Custom Survery feature would make for an impactful feature set and add value to your organisation's way of working. Although this is not current functionality, please be assured, I have noted this as feedback and shared it with our product development team for future consideration. 

     
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