Surveys, a powerful tool that allows organizations to gather employees’ valuable data, feedback, opinions, and insights on various aspects related to their work, job satisfaction, engagement, and organizational culture to identify improvement areas and make informed decisions. The admins can set up workflow automation to trigger surveys based on specific conditions, ensuring no surveys go unnoticed. The authors can create a survey that can reach multiple audiences within and beyond the organization. Learn more in Introduction to Survey.

1.1. How does it work

Admins can give access to anyone in the organization to create a survey.
Admins can assign the survey manager role to anyone in the organization.
Admins and survey managers create and share a survey within and beyond the organization.
Respondents respond to the survey.
Admins and authors can view and export the respondents' responses.

1.2. User actions

As an admin, only you can perform the following actions in the Survey module:

Assign anyone the survey manager role
Create surveys
Add yourself or others as authors or co-authors to the survey authored by others
Copy surveys and push them to the template library authored by others
Collect anonymous responses
Share a survey within and beyond the organization with or without an end date
Create and manage the assignments in the surveys authored by others
Copy and push the survey to the template library authored by others
Award points on survey completion
Set recurrence to assignments
View and export survey responses
Automate the survey using the workflow in the organization
Access audit log

Note: You cannot edit or delete surveys authored by others. However, if you add yourself as an author or a co-author, you will have the ability to edit and delete them.

2. Roles and permissions

You can allow anyone in the organization to

Create surveys
Manage surveys

Note: Only you can assign roles and permissions to employees. Learn more in the Overview of user management.

2.1. Survey manager

You can assign the survey manager role to anyone who can create and manage surveys.

Navigate to Settings > User Management > Roles & Permissions.

Click NEW ROLE.
Type the name and description of the new role.
Select the permissions you want to give the new role and click ADD.
Click +Assign role, select the user, and click SAVE.

Survey managers can access surveys authored by others. They can perform the following actions:

Create survey
Manage survey: Edit, delete, copy, push to the template library, and share
Access surveys authored by others
Add yourself or others as authors or co-authors for the surveys you created and those authored by others
Create and manage assignments in surveys you created and those authored by others
Add and manage respondents in the assignments you created

2.2. Author

The one who has permission to create a survey is called an author. The author can

Create a survey.
Add other admins and survey managers as co-authors. Learn more in Manage survey.
Manage a survey.
Share a survey.

The co-authors have the same ability as the authors.

Note: You cannot add employees without the survey manager role as co-authors.

3. Create survey

By default, you can create a survey. You can allow any employee of the organization to create a survey.

Navigate to Settings > Surveys and enable Everyone Creates Survey.

You can create surveys in two ways as per your organization's requirements. You can use a template from the template library to create a survey or create it from scratch.

Engagedly offers you predefined survey templates created by industry experts. You can create a survey using a template that suits your requirements.

If you do not find any relevant templates in the library, you can create a survey from scratch as required.

Learn more in Create survey.

4. All surveys and active surveys

You can view all surveys and the active surveys of your organization.

Navigate to Surveys > General.

ALL SURVEYS created within your organization, including active, expired, and those without assignments.
ACTIVE SURVEYS are the ongoing surveys within your organization.
Click the Filter Icon and then click the drop-down to switch between Authored by You and Authored by Others.

Only you can view the options Authored by You and Authored by Others. You can search the survey in the Search field.

Each survey displays the number of assignments it contains. A survey must have at least one assignment to be ACTIVE.

Click the Overflow Menu on the survey and select Preview or Make a Copy of it.

If you are an author or co-author, you can also view the options: Push to Template Library and Delete.

5. Share survey

After creating a survey, the admins can share the survey within and beyond the organization.

You can share a survey in the following assignment types.

Share survey with the employees
Post the survey on social
Invite through email
Generate a public URL

Learn more in Share surveys.

6. Manage survey

After creating a survey, you can manage it by editing and deleting it.

In each survey, click the Overflow Menu at the top right for the following actions:

Edit the survey title and description
Push a survey to the template library
Manage the author and co-authors
Copy the survey
Delete the survey

You can also manage the survey assignments and questionnaires. Learn more in Manage surveys.

In the Assignments tab, click the Overflow Menu on each assignment for the following actions:

Edit the assignment
Add or remove the respondents
Schedule the recurrence
Close the assignment
Open the closed assignment
Delete the assignment

Recurrence gives the ability to share the survey at regular intervals. You can schedule the recurrence Weekly, Monthly, Quarterly, Bi-Annually, Annually, and Custom as required. Once the assignments recur, they will appear below the parent assignment with automatic numbering. On the recurred assignments, you can view the numbering, which indicates to the author that how many times the assignments have occurred.

Note: When a recurrence is completed for an assignment and a new recurrence is scheduled for the same assignment, the numbering for recurring assignments will start from one.

You can turn off and turn on the recurrence at any time.

Toggle the button on the assignment to turn off/turn on the recurrence.

In the questionnaire tab, you can

Edit the section title and description
Delete and reorder the sections
Hover over the question to edit, copy, hide, and rearrange it
Add question

Note: Hiding the question can affect the collected responses.

7. Manage respondents

While sharing the survey, you can add the respondents. After sharing the survey, you can manage the respondents by adding and removing them. Learn more in Manage respondents.

8. Nudge respondents

You can nudge the respondents to submit their responses. You can nudge the individual respondents and nudge the respondents in bulk. Learn more in Nudge respondents.

9. View and export responses

You can view the respondents’ responses and export their reports in Excel format. You can filter the responses based on the date range, specific assignment, question-wise responses, and individual responses. You can export individual and aggregated reports. Learn more in View and export survey responses.

10. Automate surveys

Automation is used to trigger workflow within the organization. It is a series of automated actions triggered based on specific conditions that you set. Learn more in Automate surveys.

11. Access audit logs

You can access the audit log to track and monitor all the users’ activities, email activities, and any actions within the survey module. Learn more in Access audit log.

Navigate to Settings > Activity Logs > Audit Log.

Learn more in the glossary to better understand the key terms of the Survey module.

Surveys user guide for admins

Table of contents

1. Introduction