For the Engagement Surveys, you can create different campaigns & questions to customize your surveys the way you like.
To create a campaign go to "campaigns". First you will find an overview of your scheduled, in progress and done campaigns.
To create a campaign, click on "New campaign".
First, give your new campaign a descriptive title that people can recognize it by. It may be useful to include a number as well.
The title is not displayed to the users of the campaign.
Now, to add a question to your campaign, open the question's category on the left (or search for it in Search) and then drag and drop them to the right in the order you want them asked. If you are missing a question, you can also create your own. For this see the instructions further at the bottom of this article.
If you want to know how the questions within the campaign will end up looking to a user, you can click "Preview" to see a preview.
Next, select the schedule for your campaign. Specify whether you want the new campaign to be a one-time release or a recurring campaign. For a once published campaign, you choose when the campaign should start. For a recurring campaign, you need to set the interval (once a week, once a month or twice a month), the day and the time of publishing.
Then you decide whether you want non-responding users to receive a reminder or not. You can choose between a scheduled reminder (you define the scheduled time) or a smart reminder (three days after the campaign is published and two days after the first reminder).
Even if you do not want to define a reminder now, you can of course do this manually at any time.
As already described in the article "Engagement Surveys in Haiilo", we offer different channels for the Engagement Surveys. You can define which one should be used for your campaign under notifications.
If you select multiple channels here, the individual users of the target group may receive the campaign via different channels. We will go through this order: Haiilo Timeline, MS Teams, Slack & Email. This means that if you select "Haiilo Timeline" and "Slack" as channels, the users who have access to the Haiilo Timeline will receive the campaign on this channel and all other users without access to the Haiilo Timeline will receive the campaign via Slack.
For the target group, you can choose whether you want to address the entire company or a specific target group. For a specific target group, you can use the defined filters and attributes. These can be combined as needed.
And the add-ons are divided as follows:
- Transparency: A report on the campaign results is automatically sent to all campaign targets.
- Restitution: An overview of the intermediate results is displayed at the end of the survey.
- Recognition: At the end of the survey, participants can praise their colleagues for their strengths.
If you have created this campaign, it will be displayed accordingly in the overview.
In this overview you can see the most important information about your campaigns and open the following settings for them:
- Above the title of the campaign are the selected channels, the target group and the activated add-ons
- To the right of it you have a button for the following actions:
- Share preview
- Close campaign
- Under the campaign title you can preview, change the notifications or customize the campaign (if it is not finished yet) or view the results
- Below you can see who created the campaign and what role this user has
To create a question go to "campaigns" and then "questions". First you will find a number of categories with the standard questions.
You can expand each category to view or edit the respective questions.
The standard questions can be edited in that you can change the translations of your active languages.
To create your own question, first click on "New question". Then you first select the type of question. We distinguish between quantitative and qualitative question types.
The quantitative question types are:
|Rating - Satisfaction (Smileys)||The user has four smileys to choose from: Weak, Fair, Strong & Awesome|
|Rating - Satisfaction (Targets)||The user has four levels of satisfaction to choose from: Weak, Fair, Strong & Fantastic.|
|Rating - 1 to 5||The user can assign a score from 1 to 5|
|Buttons - YES / NO||The user can answer the question with yes or no|
|Buttons - YES / NO / Not applicable||The user can answer the question with yes, no or not applicable|
|Buttons - Strongly Disagree to Strongly Agree||The user has four answers to choose from: Do not agree at all, Do not agree, Agree & Agree fully.|
|Personalized score list||In this question type, you can create your own answer options. The weakest answer option stands for the value "0" and the highest option for the value "10". All values between the extremes are calculated by the number of given answer options.|
|NPS score||The NPS score is used to query customer/employee loyalty or their level of motivation. For this purpose, the user has the numbers from 1 to 10 to choose from. It is important to understand that only a value of 9 or higher can be equated with a positive value. A value of 6 or lower, equates to a negative value. The values 7 and 8 can be read as neutral.|
And the qualitative question types are:
|List - Multiple choices||The user can choose several options from a drop-down list defined by you|
|List - One choice||The user can choose an option from a drop-down list defined by you|
|Text - Open answer||The user can enter his answer in a free text field|
Then you can select the category in which the question should be included.
If you want to create your own category, please let us know via the service desk. We will then create it for you.
Last but not least, you can create your own translations of your active languages for each question.
You can edit your own questions afterwards in that you can change the translations of your active languages.
If you want to know how the question will look like in the end for a user, you can click on "Preview" to get a preview.
How long does a campaign run?
The default duration for a campaign is three weeks.
Beyond those three weeks, the campaign can remain open in the following cases:
- when a reminder is planned, which will extend the duration by 2 weeks,
- when the most recent reminder was less than two weeks ago.
The campaign is closed when:
- its launch date was over three weeks ago,
- no reminder is planned in the three weeks following the launch,
- the most recent reminder was over two weeks ago.
Can we close a campaign early?
You can also complete a campaign before it automatically ends by selecting the "Close the campaign" option while the campaign is running.
Once a campaign is closed, no one can answer the survey anymore and you will not be able to send new reminders.
Can questions be linked together?
No, the questions are always played out to the users one after the other in your defined order.
Can a user customize their responses?
Any user who fills in a campaign/question can change their answers while the campaign is still running (28 days). The updated answers replace the previous ones and are immediately merged with those of the other users.
How are the quantitative questions assessed?
The idea is to be able to easily compare the different results of the questions based on common indicators and to measure the evolution of the answers when a question is asked several times. Each answer value of a quantitative question is therefore associated with a maximum score of 10, and the tool then calculates the average based on the number of answers.
For the different question types, this means:
- Rating - Satisfaction (Smileys)
- 🙁 = 0
- 😐 = 3.33
- 🙂 = 6.66
- 😀 = 10
- Rating - 1 to 5
- ⭐= 0
- ⭐⭐= 2.5
- ⭐⭐⭐= 5
- ⭐⭐⭐⭐= 7.5
- ⭐⭐⭐⭐⭐= 10
- Buttons - Strongly Disagree to Strongly Agree
- Strongly Disagree = 0
- Do not agree = 3.33
- Agree = 6.66
- Strongly Agree = 10
- Rating - Satisfaction (Targets)
- Weak = 0
- Fair = 3.33
- Strong = 6.66
- Fantastic = 10
- Buttons - YES / NO
- Yes = 10
- No = 0
What can we do if a user has not received a campaign?
If one or more users of a target group of a campaign have not received it, you can send out a reminder via the overview of the campaigns to all users who have not yet given a response.
This always goes to all users of the campaign and not only to individual users.
To avoid this, it helps to whitelist the following email addresses for your users: