As an administrator for your organisation, you can send an onboarding survey via Dialog using the following method. You now have the choice between a one-off/periodic survey on a fixed date, or an ongoing survey based on employees' start dates (e.g. for onboarding/offboarding).
Step-by-step Guide
- Click on 'Management' in the main menu
- Click on 'Surveys'
- Click on '+ Plan survey'
The survey scheduling consists of 4 steps: Schedule, Themes & Questions, Target audience, and Messages.
1. Planning
In the first step, you determine the timing and the name of the survey.
Basic Details
Name: Enter the name of the survey here. This is the name employees will see when they receive the invitation.
When will the questionnaire be sent?
You must now choose when employees should receive the questionnaire. You have two options:
- Fixed date: Choose this option if all employees should receive the questionnaire at the same time.
- Dynamic date: Choose this option if employees should receive the questionnaire based on their individual start date (e.g. 14 days after they have joined).
Option 1: Fixed date
If you choose a fixed date, the scheduling works as you are accustomed to:
- Start date: The announcement email will be sent on this date at approximately 08:00.
Please note: If you set the date to today and it is already past 08:00, the email will be sent the following morning. - End date: The survey closes on this date. The day before the end date is the final day participants can complete the survey.
Option 2: Dynamic date
This option is ideal for onboarding processes. Here, you set the specific moment after joining the company that an employee should receive the survey.
- Time of dispatch: After start date
- Set the desired period using the three dropdowns:
- Number: (1 to 31)
- Unit: (Days, Weeks, Months, Years)
- Reference: After start date.
- Example: "1 month(s) after start date".
- Start date (Survey becomes active from this point): The date on which this dynamic flow should begin.
- End date (Survey remains active until this date): The date on which this flow stops.
Please note: If you do not want the flow to stop, leave this date field empty.
Logic for new employees: The survey will only be sent to employees whose calculated dispatch date (start date + set period) falls between the Survey Start Date and today.
2. Themes & Questions
On this tab, you add the content:
- Select questions from the question set.
- Display: Choose between '1 question per page' (recommended for <40 questions) or '1 theme per page' (for larger surveys).
- Choose between a random (automatic) or fixed (Modified) order.
3. Target Audience
Determine who will receive the survey. You can select by:
- Entire organisation
Please note: If you choose this option, all teams currently in your team structure will be selected. For an onboarding survey, we recommend this option so that all employees meeting the criteria receive an invitation. - Specific teams, roles, or employees.
Please note: To ensure anonymity, we recommend not selecting the senior management team as a separate team if they are also included in the underlying teams. This prevents results from larger teams being blocked by sub-teams that are too small.
4. Messages
In the final step, you can add your own (custom) email text for the survey invitation. To do this, tick the box for 'Use a custom email text'.
Custom email text: You can write your own subject line and content for the survey invitation.
Tip: Do you have international employees? Don't forget to add a translation by clicking the flag icon.
Reminders: If you want a reminder to be sent automatically after a certain period, you can set this here. For example, the message will be sent automatically '2 weeks after the invitation email'.
You can choose the timing:
- Number: (1 to 31)
- Unit: (Days, Weeks, Months)
Save
Once you have completed all the steps, click Save. The survey is now ready in the overview. You can make changes at any time until the start date.
Please note: All teams and users are synchronised one day before the start date. Following this, a synchronisation is performed every night to check for any new employees who meet the criteria and are eligible to receive an email.