Introduction

This article shows how to create a survey using the custom survey builder. This information is useful to all business units looking to create a custom Employee Survey.

Prerequisites

Before you get started, you should know that here are two Reward Manager roles that are required in order to effectively create and use Employee Surveys. These roles are:

• Employee Surveys Administrator - This role has the ability to create, amend, and see reports for all surveys
• Employee Surveys Editor - This role has the ability to create and edit surveys

Steps To Creating Surveys Using the Survey Builder

• In Reward Manager, use the left-hand navigation menu to select Smart Products, then Employee Surveys.

Note: If this menu item is not showing, then please contact your Client Success Manager.

• Press the blue button saying Create your first survey

• From the options shown on the new page, select Build a survey

Add Your Own Survey Questions

Placing your questions to the survey is the first step.

Click the blue Add your question button to start adding questions to the survey.

Select the question you want to add from the four types of questions available.

Adding a Single-choice Question

As the name suggests, this question type allows the respondent to give just one single answer from the options provided in the survey question. 

To create a single choice question:

1. Add a question title
2. Give supplementary information, if required, to help explain the question (optional)
3. Add at least 2 answer options
4. Click Save to save the question or Cancel to delete it
5. Change the toggle Required to On to make the question mandatory

Adding a Multiple-choice Question

1. Add a question title
2. Give supplementary information, if required, to help explain the question (optional)
3. Add at least 1 answer option
4. Click Save to save the question or Cancel to delete it
5. Change the toggle Required to On to make the question mandatory in the survey

Adding an Open-answer Question

This question type allows the respondent to give a free text answer to the question, no longer than 2000 characters.

To create an open answer question:

1. Add a question title
2. Give supplementary information, if required, to help explain the question (optional)
3. Click Save to save the question or Cancel to delete it
4. Change the toggle Required to On to make the question mandatory in the survey

Adding a Rating Question

This question type allows the respondents to express their opinion quickly and easily by selecting a number or symbol from a common scale.

To create a rating question:

1. Add a question title
2. Give supplementary information, if required, to help explain the question (optional)
3. Select Rating icon (3 symbols available – square, star, emoji)
4. Select the number of symbols with the + and - buttons
5. Click Save to save the question or Cancel to delete it
6. Change the toggle Required to On to make the question mandatory in the survey

Adding a Separator

Separators serve to identify different logical categories within one survey. Most of the time it will be used for placing a condition for a group of questions such as – "For the next 10 questions, select the two answers which best apply." Or, "For the next 5 statements, rate how important they are for your experience".

To create a separator:

1. Add a name to it
2. Give supplementary information, if required, to help explain the question (optional)
3. Click Save to save it or Cancel to delete it

Create as many questions as desired for the survey. The number of questions you can add is unlimited and we recommend trying to keep it below 25 to avoid survey fatigue from your employees and ensure a high response rate.

Drag and drop questions to change their order if necessary.

Survey Setup

1. Enter the Survey name – this will show on Reward Manager and in the email sent to employees.
2. Enter Survey description - like the name, this will also show on Reward Manager and in the email sent to employees. It's important we always enter description of the survey, as statistics say that improves response rate. You can make it more attractive by placing styles on it. (Note: the character limit on the description is 1500 characters.)
3. Customize the Thank you message - if you'd like to add more information to the page an employee sees once they have finished the survey, you can add that here. (Note: the character limit on the message is 500 characters.)
4. Additional settings - you can select whether programme and company logo to be visible on your survey or not. It's the same about the Homepage login button, which will appear at the end of the survey.
5. Survey type – Employees can select one of the options
   • Email - the survey will be sent via email to all registered members
   • Banner on SmartHub - the survey will appear as a banner on SmartHub and when clicked, it will redirect to the survey page
   • Email and Banner - the survey will be sent at both channels to each employee, who have registration in the platform.
   • Web link surveys allow you to send the survey link on any channel, but you should extract and paste it yourself. Copy the link from Tools on the Listing page and send it to everyone who you want to complete the survey, place it on a page, or within a SmartHub tile, via slack or other company channel.
6. Email settings – if you select Email only or Email and Banner option, then you should fill a subject line to the email in the box provided.

User Settings

This section enables clients to choose whether the survey should collect respondents' names automatically, give them the choice to include their name, or keep all survey responses anonymous.

1. Select 'Name collection'. Each option will show a different message to the recipient. 
2. User audience – select from already registered users or upload your own file with user emails and other options. Learn more in the article How To Improve Surveys With Conditional Questioning. If you select the Registered users option, you will be able to choose from the segments already existing in the scheme or create your own. When Create new segment is selected, a popup with the Segment Manager appears. From here, new rules can be applied and a new segment can be created.

Please note: Web link surveys are always anonymous. User audience configuration is not available for them, too. Other important thing is that if segment consists of 5 people or less, the survey becomes non-anonymous by default.

Frequency Settings

1. Survey frequency – rotating surveys with different duration (every month, every 3 months, every 6 months, every 12months)
2. Enter a start date for the survey to be sent out and an end date (i.e. the last date for collecting responses for this survey)
3. Choose whether to send a survey reminder and how often to send it to employees who haven’t responded
4. Receive daily, weekly or monthly notifications of response statistics. Any number of email addresses can be added to receive notifications

Review

Review each step and make any desired changes directly by clicking the Edit button. Live preview allows you to see the survey from user's perspective.

Please note: Pressing Finish will make the survey live, but no communication will be sent to employees other than what was scheduled during the survey set up in Survey Settings (see above). 

Tip: If the survey is closed without finishing, it will be saved as a Draft so it can be finished at a later date. All drafts appear on the survey listing page.

Survey Listing Page

Once the survey has been published, it’ll appear on the survey listing page.

This shows:

• Survey name
• Survey type – the selected channel sending the survey
• Status – active, scheduled, finished, disabled
• Start and end date
• Segment – All registered users and the count (future improvement to choose a segment group)
• Response rate – the % of responses
• Boost button – to increase responses, you can use this button to send out a reminder at any time (max. Once every 24 hours)

How do surveys look on the user's end? Check below:

Useful Resources

• Employee Surveys - Client Welcome Pack
• How To Create a Survey With Survey Templates
• How To Set Up an eNPS Survey