As an administrator for your organisation, you can send an offboarding 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' leaving 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 scheduling process consists of 4 steps: Planning, Themes & questions, Target group, 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 or end dates (for example, 14 days after joining).
Option 1: Fixed date
If you choose a fixed date, the scheduling works as you are used to:
- Start date: The announcement email will be sent on this date around 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 it.
Option 2: Dynamic date
This option is ideal for 'Offboarding' processes. Here, you set the specific moment before leaving that an employee should receive the survey.
- Time of sending: Before end date.
- Set the desired period using the three dropdowns:
- Number: (1 to 31)
- Unit: (Day(s), Month(s), Year(s))
- Reference: Before leaving date.
- Example: "14 Days before the end date".
- Start date (survey active from): The date this dynamic flow should begin.
- End date (survey active until): The date this flow stops.
Please note: If you do not want the flow to stop, leave this date field empty.
Employee logic: The survey will only be sent to employees whose calculated sending date (leaving date + set period) falls between the survey’s 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 fixed or random order.
3. Target audience
Determine who will receive the survey. You can select based on:
- Entire organisation
Please note: If you choose this option, all teams in your team structure will be selected. We recommend this for offboarding surveys to ensure all employees who meet the criteria receive an invitation. - Specific teams, roles, or employees
Please note: To guarantee anonymity, we recommend not selecting the senior management team as a separate team if they are already included in 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 (customised) email text for the survey invitation. If you wish 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 invitation.
Tip: Do you have employees who speak other languages? Don't forget to add a translation by clicking on the flag icon.
Reminder: If you want a reminder to be sent automatically after a certain time, you can set that here. For example, the message will be sent automatically '2 weeks after 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 still make changes at any time until the start date.
Please note: One day before the start date, all teams and users are synchronised. After that, a synchronisation is performed every night to check for any new employees who meet the criteria and are eligible to receive an email.