Surveys are an excellent way of measuring employee engagement, employee motivation, getting ideas etc
They help you tap into the pulse of an organization – provided they are done right of course. Engagedly’s inbuilt survey feature helps you create and assign surveys without a hitch.
The documentation below explains how you can utilize Engagedly’s survey feature to your organization’s advantage.
Our Survey feature is built in such a way that anybody can create or assign a survey. However, if you do not want this capability to be available to all users in your organization, contact us at firstname.lastname@example.org with a request and we will get back to you.
You can also restrict survey creation by creating a new permission that allows you to restrict it. Go to Manage Permissions in Settings and create a new permission. Go here to know more about how to create a new permission.
The capabilities related to surveys are:
- Manage Surveys – Selecting this capability will allow only certain users to create, assign and oversee other survey actions.
- Survey Monitor – This capability is slightly different in that while they cannot create surveys, they can however manage survey results and even delete surveys all across the organization.
To create a survey, go to the Surveys feature on the left-hand side of the menu.
Clicking on this will lead you to the Survey page.
To create a new survey, click on the ‘+New Survey’ button on the top right hand corner, right on top of the Expired tab.
You will see a page that looks like this.
On this page, you add all the necessary details about your survey, like its title, description and if you survey is divided into sections, then a section title and a description of what the first section of the survey is about.
Note: You can also add survey sections later on if you want. And if you don’t want to add a section, then simply don’t fill in the Section details.
By clicking on Create, you’ve got the details of the survey out of the way. Now it’s time for the actual survey, where you
The Add Item feature contains the different types of question formats that you can use within a survey.
Engagedly’s Survey feature is versatile in that it contains 7 different types of questions that you can use to make your survey awesome.
We’ll go through the question types one by one.
➔ Single Answer
➔ Rating Scale
➔ Net Promoter Score
➔ Multiple Choice Question (MCQ)
The idea behind the text question is simple. If you want free-form, open-ended answer for a question, then you need to use the text question format.
When you want to ensure that a survey participant can only pick one answer from a list of choice, then you can use the Single Answer question format.
When you want a survey participant to answer a question with a classification ( based on stars in this case), then you can use the Rating Scale format.
FAQ: Can I change the Rating Scale format?
Answer: No, you cannot.
Net Promoter Score
The Net Promoter Score is calculated based on responses to a single question which goes something along the lines of, ‘how likely is it that you would recommend our company/product/service to a friend or colleague?’
The scoring for this answer is most often based on a 0 to 10 scale.
The idea behind the Net Promoter Score is to categorise respondents into 3 categories: Promoters, Passives and Detractors.
Participants who respond with with a score of 9 or 10 are called Promoters and are more likely to exhibit behaviours that are positive, such as recommending an organization to others, recommend a product to potential customers etc.
Participants who respond with a score of 7 or 8 are labelled as Passives because while they don’t say anything negative, they do not exhibit positive behaviors either. They are considered neutral.
Participants who respond with scores ranging from 0 to 6 are labelled Detractors because they exhibit negative behaviours where they might not bring in potential customers or colleagues.
When you want answer choices to be visible in a drop down menu in the survey, you can then use the Dropdown menu format.
Multiple Choice Question
If you want to give a survey participant the freedom to choose one or more than one choice, then you can use the MCQ question format. The MCQ format is one of the most widely used question formats in surveys.
A matrix question is a set or series of questions that share answer choices. A matrix question is arranged like a table, where the questions are listed down the left, and answer choices across the top.
When you want to give participants a broader range of answer choices, then you can use the Matrix question format.
Once you are done adding your questions, which can be a mix of different types or not, click on the Save button.
You also have the option to make questions mandatory or not. To make a question or all questions mandatory, you need to check a small red box which is visible under the question. Once the box has been checked, mandatory questions will have a small red star at the end to indicate that they are mandatory.
FAQ: Can I mark all questions in a Survey mandatory at one go?
Answer: No, you cannot. You will have to individually mark questions as mandatory.
FAQ: Can anybody make a survey?
Answer: Yes, anybody can. Users do not need administrator permission to make a survey.
On the right hand corner of the page, you will see a dropdown menu. This is the Action menu. From this menu, you can do a number of things.
- You can preview your survey to see how it looks like.
- You can assign your survey right away to people.
- You can see the results of the survey (if it has already been assigned and you are now making changes to an assigned survey. Obviously, you cannot see survey results for a survey that has not been assigned as yet.)
- You can duplicate your survey, if you want to.
- You can even delete your survey, if you want.
- Or you can choose to publish it to the library, where anybody can assign it to others in the organization.
Once you save your survey, you can find it in the Managed By Me tab on the Survey page.
Once you are done creating a survey, the next big step is assigning the survey. If a survey is published to the library, it can be assigned by anybody.
Engagedly’s Survey library already comes filled with a few samples surveys to give you an idea about them.
But if you want to be the only person to assign it (after having created it), then go to the ‘Managed By Me’ tab on the survey page.
To assign a survey, click on the icon which has the arrow coming out of the square. You will come to a page that looks like this.
Here you can fill in details like the start and end date of the survey, if you want it to be mandatory or not, and if you like, you can leave a message for survey participants.
When assigning surveys you have an option to make the results of individual users anonymous. You just need to check box named ‘Anonymous’, which is located above the Thank You message.
This means, you can only see the average result of all the users who have taken the survey. (If you check for individual responses, you may find the responses but the name of user will be hidden)
To assign a survey, in the Assign to People box, type in the names of the people you want to assign the survey too. When the names show up, select them and they will appear in the box.
You can use this method of assignment if you want to assign the survey to select people only.
If you want to assign the survey to everybody in the organization, there is a default group called ‘Everyone’ which contains everybody in the organization.
After all of this, click on Assign. At once, notifications will go out to everyone informing them of the survey assignment.
You can also see how many people the survey has been assigned to, once you click on assign.
If you have forgotten the assign the survey to an user, you can click on ‘+Add Member’ and type in the name of the user you want to assign it to.
You cannot assign the same survey to a user twice.
You can also remove users from the Assigned User list. Click on the ‘X’ next to their name and they will be removed from the list.
If you would like to delete your survey after you have assigned it to users, you can delete it through the ‘Managed by Me’ tab on the Surveys page.
Click on the name of the survey you want to delete. The survey edit page will open up. There’s a tab called Action on the top right. When you hover it on, it becomes a dropdown menu.You will find the delete option in this menu.
FAQ: Can I delete a survey after the assigned users have taken it?
Answer: You will not be able to delete a survey when assigned users have taken the survey.
When a survey has been assigned to an user, they will not only receive an email notification, but they will also see a notification in the left-hand menu.
In this case, the user will see a number next to Survey which indicates how many surveys have been assigned.
Clicking on Survey will lead you to the Survey Page and by default, you will find yourself in the ‘Assigned To Me’ tab.
Here, you will see the status of the surveys assigned to you, if you’ve taken them or not.
Clicking on the status of the survey will take you to the survey. You can now begin taking the survey.
Once you are done, click on Finish to complete the survey.
FAQ: What happens if I don’t finish my survey and click on Finish?
Answer: If your survey contains mandatory questions, then you cannot finish your survey unless you answer those questions. The action won’t be completed. A message in blue will pop up next to the mandatory questions. When you answer all the mandatory questions, and then click on Finish, the action will go through and you will be taken to the Survey completion message page.
FAQ: What happens if I don’t finish my survey and click on Finish? It also does not contain mandatory questions, but the survey has been marked as mandatory.
Answer: Surveys are only marked as mandatory so that they can be classified as Expired, Pending, Completed. If you only half-answer a survey that is marked mandatory and click on Finish, the action will go through. The downside of this is that you will not be able to take the survey again. It will have to be assigned to you again by the survey creator.
One of the best parts of a survey, or one of the most nerve-wracking parts, depending on what the survey is all about, have to be the results of the survey.
Survey Results can only be viewed by the user who assigned the survey. To view survey results, go to the Managed By Me tab on the Survey page.
Clicking on the Results icon will take you to this page shown below. On this page, you can see all the details of the Survey, as well as statistics about users to whom the survey has been assigned to. All of this is shown under the Results tab.
To view the status of the assigned users – that is to see if they have completed the survey or not, you can click on the Assigned Users to view that.
On this page, you will see a list of all the assigned users. here, you can either un-assign them or even send notifications to users, reminding them that they have take the survey.
If you want, you can even export an excel file containing the survey status of the users.
When a user is assigned a survey, then they will receive a notification through mail.
When a survey – which has been marked Mandatory – is nearing its due date and is about to expire and the user still hasn’t taken the survey, the user will receive a notification mail, reminding them to take the survey.
Updated for Engagedly Release No: 2.9.2, dated January 12th 2017.