Create, Schedule, and Organize Engage Surveys
TINYpulse Engage makes it easy for you to ask the right questions at the right time. With question sets provided by TINYpulse, as well as the option to either create custom surveys or select from TINYpulse's extensive question bank, your team has the flexibility to tailor surveys to its specific needs. TINYpulse Engage also allows you to plan weeks in advance to gather feedback and watch your company insights unfold effortlessly.
Overview
TINYpulse Engage empowers you to send surveys to anyone, at any time. Whether you prefer to use the default question flow, craft your own custom inquiries, or select from our question bank, the choice is yours. In this article, you’ll be introduced to an overview of each question type to assist you in determining the most effective format for gathering the feedback you require.
Scale 1-5: Respond by selecting a score from 1 to 5, with an additional field for an open-text response to let employees provide reasoning for their score, with customizable low and high-score labels.
Boolean: Respond by selecting one of two options, with an additional field for an optional open-text response to let employees provide the reasoning behind their selection, with customizable options.
Sample question: Were you recognized the last time you went the extra mile at work? (Yes / No)
Open Text: Respond by entering text only. These questions typically garner the lowest response rate but often deliver some of the more valuable insights.
Multi-Select: Respond by selecting one option of up to ten. Multi-choice questions are only accessible as custom questions; the TINYpulse Question library does not have any multiple-choice questions. To learn more, check out the following article: Question Type - Multi-Select
Multi-Select: A matrix grid question is a table that shows several related statements in rows with the same answer choices across the columns. People pick one answer per row to share their opinion on each item. It helps gather feedback on many ideas quickly and clearly. To learn more, check out the following article: Question Type - Matrix Grid
eNPS: The eNPS question is an industry-standard question that scores an employee's likelihood of recommending their workplace to a friend on an 11-point scale (0-10). The results are then reported as the delta between Promoters and Detractors. To learn more, check out the following article: Understanding the Employee Net Promoter Score (eNPS)
You can enhance your surveys by making questions optional or adding Logical Branching.
Schedule Surveys
Under Manage Surveys you can view all your active and upcoming surveys. There are two “Views” you can choose from:
1. List View: This is helpful for quickly understanding the details of your active and upcoming surveys, including draft surveys.
( ! ) Note: Since draft surveys are not officially “published”, draft survey series will be grouped and displayed as one item/survey in the list. Once published, the survey series will show all subsequent surveys.
2. Strategic Planning View: This view offers a bird's-eye perspective of the surveys you've scheduled in the past and future, allowing for quick reference to your survey categories and questions.
( ! ) Note: To clean up the view and avoid mixing it with drafts, only sent, active, and published future surveys will be displayed in the Strategic Planning View.
Create a Survey
As an admin, you can create surveys with advanced flexibility from the Manage Surveys page.
Surveys can:
- Consist of up to 100 questions.
- Questions can be optional
- Be sent on any day, at any time.
- Have a custom duration.
- Have the option to manually send reminders.
- Be sent to a specific Attribute, Saved Group, or set of individuals.
( ! ) Note: To protect anonymity, Anonymous and Confidential surveys require at least five (5) survey recipients.
Click Create Survey to start the survey creation flow.
Main creation page
Each section on the main creation page will show the summary data/information in its overview card. From here, you can quickly review the survey data/overview, and then approve the survey launch, or you can save it as a draft and return later.
We’ll explain each section from top to bottom:
Survey Name
The first section to complete in the survey is the survey name. To save the survey as a draft or to activate any other sections in the survey creation flow, input your survey name to start.
Audience
Choose which type of survey you would like to send out - Anonymous, Confidential, or Visible - and select the audience for that survey type. You can send the survey to either everyone in your TINYpulse account, to specific Saved Groups, to individuals, or to a group of users who fall into certain Attributes (Custom Audience).
Schedule
Set the survey schedule by selecting the send date and launch time, as well as the desired close date and time. If you want the survey to be repeated, you can choose how often and how many times you'd like it to repeat in the future.
The hour options are available in 15-minute blocks, starting from the block closest to the current time. For example, let's say that it is currently 7:56 am on May 1, 2024. If you choose to set the survey schedule on May 1, 2024, the first hour option would be 8:00 am then 8:15 am, 8:30 am, and so on.
( ! ) Note: If you set the schedule for a draft survey too close to the current time and when you publish the survey, that schedule has been passed, then the survey cannot be sent.
Using the same example time as above, we'll say it is currently 7:56 am on May 1, 2024.
-- You set the draft survey’s schedule to be sent at 8:00 am on May 1, 2024.
-- You decide to customize the email first.
-- Then, when you hit “Publish”, it’s already 8:01 am.
The survey will not be sent out because the system has recognized that the draft survey’s send date has passed. You will need to set a new date.
Survey Questions
Choose a pre-curated survey template to begin with or start from scratch.
TINYpulse offers a range of survey templates meticulously crafted for specific purposes, including assessing manager effectiveness, fostering workplace diversity, navigating mergers & acquisitions, and more. You can select a template from the dropdown or click on the View Templates button to preview our pre-made templates.
If you would like to create your own survey, select the Start from Scratch option instead and build out a survey to your liking.
You have the flexibility to include up to 100 questions in your survey, and can comprise a mix of TINYpulse questions and customized ones. Select from various question types and categories, and simply click on the "Add another question" button at the bottom of the survey to include additional questions.
Once you've added all the questions, we recommend saving your work and previewing it on the main creation page.
Optional Questions
Setting a survey question as optional will allow only the respondents who find the optional questions relevant to them to answer, thus improving the quality of the response data.
To set a survey question as optional, you must have at least one required question in every survey. So, the first question in the survey Can Not be optional.
Once the first question is set, you can begin to set other questions as optional. Just click on the Optional button/slider under the question you want to set as optional.
Any question type can be set as optional. The optional questions will be marked as (optional) next to the question.
Surveys with optional questions can be saved as templates for later use.
Make Survey Visible to Group Admins and/or Managers
You can choose to hide the survey from Group Admins, Engage Managers, or both. When hidden, these groups won’t be able to see the survey results.
To do this, just scroll down to the bottom of the create survey page and click the tab next to Hide From Group Admins or Hide from Engage Managers. When the tab turns blue, it means the survey results are hidden from that group.
Customize Survey Email
You can customize the email you send to your users. If you'd like to update the Subject Line or the content of the notification email that accompanies the survey, you can do so here. This is a great opportunity to share more details about why you're sending the survey and how you plan to use the information collected.
Add Custom Translation for Your Survey
All survey questions from the TINYpulse content library are automatically translated through our localization feature; however, any custom questions and content require a custom language translation. Add your own custom translation using the language card to get started.
For more information about custom translations, please have a look at this help doc.
Multiple Surveys
Use this tool if you want to send out several surveys on a specific schedule. The multiple survey tool allows you to create several surveys and schedule when you want them to go out.
Once the surveys are created you will need to go back into the survey and select the audience before you are able to publish them.
Remove Future Surveys
There might be a survey that you decide you no longer want to include in the schedule. This option will permanently remove the survey.
To delete an upcoming survey, click on the three dots to the right of the survey information and select Remove to delete a survey from the schedule.
Reorder Surveys
Admins can easily change the order of each survey created by dragging and dropping surveys in the lineup. Just hover over your desired survey and click on the tab that appears on the left of the survey to drag it to a new location in the queue.
A confirmation pop-up will appear to confirm the new date you want to move your survey to. You can also manually edit your survey send date by selecting “Edit” in the three-dots menu or when viewing a survey's details.
Close an Active Survey
An “active" survey simply means it is still collecting responses. You may find you don’t need the full length of the survey duration you originally anticipated.
Let's say that you scheduled a survey to collect responses for two weeks and find that you received most responses in the first few days, you might wish to close the survey early.
To do this, simply click the three dots to the right of the active survey you want to close early and select Close.
( ! ) Note: Ensure you truly want to close the survey early; once you close it, you cannot reopen it without assistance from TINYpulse support.
Extend an Active Survey
You may find you need to leave a survey open for longer than originally scheduled. For example, you may want to keep a survey open longer due to a national holiday or because you are not receiving as many responses as you had hoped for.
If you wish to extend the survey collection period, click the three dots to the right of the active survey and select the "Extend" button. This will extend the period by one week. Click multiple times to extend the survey for multiple weeks.
Survey Delivery Schedule and Reminders
When choosing your TINYpulse survey frequency, take a moment to review and understand the overall survey schedule and the timing of reminder emails. This will help you share the information clearly with your team.
Scheduled Reminders
Employees can log in to their account or wait for the survey email. If they don’t respond before the reminder, a follow-up email will be sent. For details on automated reminders, please see the link below:
When do survey reminders go out?
Manual Survey Reminders
We understand you might prefer to send an ad-hoc reminder instead. There are two places where you can send these manual reminders. -- the Manage Surveys page and the Survey Results "Participation" tab.
Send Reminders from "Manage Surveys" page
On the Manage Surveys page, click on the three dots to the right of a survey and select Send Reminder.
On the pop-up, you will see a reminder timeline, with automated reminders in orange and manual reminders in gray. From here, click Send now to send a manual reminder.
You can also view details of past reminders simply by hovering over them.
Send Reminders from the Survey Results "Participation" tab
Another place to send a manual reminder is in the Participation tab of a survey. Simply go to the Surveys section, click on the Engage tab, and navigate to the Responses page.
From there, select the survey you want to send a reminder for, and click on the Participation tab. On that tab, you can use the Send Reminder button to send out a manual reminder.
Just like on the Manage Surveys page, if you hover over a reminder, you will get more details about it.
Drag and Drop Surveys
Drag and drop make it easy for admins to move survey schedules around, especially since they can see the entire schedule at once.
To reschedule surveys using drag and drop, navigate to the Manage Surveys page and hover on the left end of a survey card. You will see the left end expand, and your cursor changes into a drag-and-drop symbol.
Click and hold the drag and drop indicator and drag the survey to the time range you want. A schedule pop-up will appear, allowing you to select any new date for the survey.
( ! ) Note: The drag and drop feature helps you reschedule the send date only. The survey’s duration and sending hours will remain the same. If you want to edit the duration and hours, please go to Edit Survey.
Drag and drop is available for both draft and published surveys, but it is not available for survey series, either in draft mode or for published survey series.
If you hover over a survey and there is no drag-and-drop indicator, it is because the survey belongs to a series.
Bulk Shift Date (Reschedule)
Bulk Shift Date: If you need to adjust the launch dates for multiple surveys simultaneously, the Bulk Shift Schedule feature allows you to reschedule them with ease.
When to Use the Bulk Shift Date Feature
This feature is particularly helpful when you need to insert a survey or break into your cadence while maintaining consistent spacing between surveys.
For example:
- Holiday Delays: If a holiday week is approaching and you prefer not to send surveys during that time, you can delay all surveys by one week.
- Ad-hoc Surveys: If you need to send an ad-hoc survey but already have a monthly survey scheduled, you can push all subsequent surveys forward by a month.
- Reordering Surveys: If you wish to rearrange your surveys, you can move the earliest future survey to a later position and automatically shift the others forward to maintain your original start date.
With the Bulk Shift Date feature, you can easily update all selected surveys at once, avoiding the need for manual adjustments.
How to Use Bulk Shift Date
- Select Surveys: Check the boxes next to the surveys you wish to reschedule. To select all surveys, use the top checkbox, and then uncheck any surveys you don’t want to reschedule.
- Bulk Edit: Click on "Bulk Edit" in the top right corner and select "Bulk Shift Date."
- Set New Dates: Enter the number of days, weeks, or months by which you’d like to shift the selected surveys, then click "Update."
The sending time and duration for each survey will remain unchanged, with only the dates adjusted based on your selection.
Notes:
- The Bulk Shift feature is not available for survey series or draft surveys without a set send date; these checkboxes will be disabled.
- You cannot shift survey dates to a time before the current date or hour. If an error occurs due to a past sending hour, choose a different shift value or update the sending time for the first survey.
Bulk Set Cadence
Bulk Set Cadence: Save time by setting a consistent sending cadence for any group of surveys, scheduling them at specific intervals on specific days.
When to Use the Bulk Set Cadence Feature
This feature is ideal for establishing a predictable survey routine. Employees will come to expect surveys on a set day, creating consistency.
You can set cadences for any group of surveys. For example:
- Set a monthly cadence for surveys to be sent on Mondays.
- Schedule an Engagement Index survey for Fridays every three months, while other surveys are sent on Fridays every two months.
How to Use Bulk Set Cadence
- Select Surveys: Choose the surveys you wish to include by checking the boxes next to them. Use the top checkbox to select all surveys or deselect specific ones as needed.
- Bulk Edit: Click on "Bulk Edit" in the top right corner and select "Bulk Set Cadence."
- Set Cadence: Choose the start date for your survey cadence. The day of the week for this date will determine the sending day for all selected surveys.
- Choose Interval: Select how often you want the surveys to be sent, spacing them out accordingly.
Notes:
- You cannot set a bulk cadence starting from the current date. To schedule surveys for the current date, edit them individually.
Filter Scheduled Surveys by Survey Status, Progress Plans, and Categories
On the Manage Surveys page, filters are available to help administrators sort and find surveys quickly.
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The Survey Status filter helps you filter between published and draft surveys.
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The Progress Plan filter helps you filter the surveys that belong to a certain Progress Plan. You can choose one or more Progress Plans.
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The Categories filter helps you filter the surveys that contain certain categories. You can choose one or more categories.
Recommendations for Engagement Surveys with Key Driver Analysis (KDA)
Please refer to this help document for information about Engagement Surveys with Key Driver Analysis (KDA).
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