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Technical Guide & Help File

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Managing a Survey Campaign

 

The survey participation dashboard will be loaded after the survey has been launched. The dashboard will provide you with real-time updates regarding survey participation progress, and will also enable you to access and copy public or kiosk-type survey links, manage survey participation, send out reminder emails and, finally, close the survey.

 

Using a Public, Kiosk or Data Capturing Survey Link

Once the survey has been launched, a public kiosk-type survey link that can be copied and distributed by anyone will be made available on the participation dashboard under the following circumstances:

  • No participant list – no employee email addresses have been captured via the Manage PARTICIPANTS function, so the kiosk link should be sent out as a public survey link that anyone can complete (no sampling error can be calculated since the total number of potential participants are not known); or

  • Off-system employees have been included – one or more of the business units as defined via the Manage PARTICIPANTS function have off-system employees, i.e. temporary or casual workers or employees without email addresses. See Manage PARTICIPANTS > Edit Business Unit Data for more on how to define off-system employees.

 

Public survey link options

 

Click on the Public link button – a dialogue window with a number of Public Link Options will come up:

  

Public or kiosk link buttons

   

1. Public survey link (single use) – the first option will provide you with a survey URL link that will allow survey participants to complete the survey only once on a particular device, so use this link if the participants have access to their own PCs or mobile devices. Copy the URL link, paste it into one of your own emails, and forward it via your internal email system to the intended participants. 
2. Kiosk survey link (multi-use) the second option will provide you with a survey URL link that can be used more than once on the same PC or mobile device. The link can be made available on one or more PCs or mobile devices so participants who do not have access to their own PCs or mobile devices can also complete the survey. Copy the URL link and load it on one or more shared PCs that are made available in common or public areas (e.g. cafeteria, meeting room).
3. Data capturing link (paper-based) – the third option will provide you with a public link that can be used to capture paper-based survey responses. Copy the URL link, load it on one or more PCs, and use it as a means to capture paper-based survey responses.
4.

URL links – click on the appropriate button to access the respective survey links, and copy the URL link by clicking on the Copy icon:

Copy public survey link

Please note that respondents who complete a survey via a public or kiosk-type link will be required to select their business units and provide additional demographic data (e.g. age, gender) if such have been included in the online survey questionnaire.  Also bear in mind that public links are open to the public, so it can be forwarded between employees and completed by anyone – which is simple and convenient but open to abuse.

 

Tracking Survey Emails

The survey participation dashboard will provide you with a convenient summary of the survey invitation email status:

 

Tracking survey emails

 

1.

Invitation email status – summary of the delivery status of the survey invitation emails:

  • Emails sent – number of emails sent by the system;
  • Emails delivered – number of emails successfully delivered to the recipient’s email server;
  • Emails rejected – number of emails that were rejected by the recipient’s email server, most likely because the emails do not exist or are incorrect;
  • Emails opened – number of survey invitation emails that were opened and survey links clicked on.
2. View rejected emails – click on the Rejections button to navigate to the Define Survey > Participants module where you can view the rejected participant emails. See Dealing with Rejected Emails (below) for more on how to deal with rejected emails.

  

Sending Reminder Emails

Click on the Send reminders button to send survey reminder emails to all participants with email addresses who have not yet completed the survey. A checklist with a status indicator will be displayed:

 

Part 2E checklist reminders

 

Reminder emails can be sent more than once – simply click on the Resend reminders button to send reminder emails for a second time or more.

 

Resending reminder survey emails

  

1. Send/resend reminder emails – send reminder emails to all participants who have not yet completed the survey.
2.

Reminder email status – summary of the delivery status of the reminder emails:

  • Emails sent – number of emails sent by the system;
  • Emails delivered – number of emails successfully delivered to the recipient’s email server;
  • Emails rejected – number of emails that were rejected by the recipient’s email server, most likely because the emails do not exist or are incorrect;
  • Emails opened – number of survey reminder emails that were opened and survey links clicked on.
3. View rejected emails – click on the Rejections button to view the rejected participant emails. See Dealing with Rejected Emails (below) for more on how to deal with rejected emails.

  

Dealing with Rejected Emails

Click on the Rejections button to navigate to the Define Survey > Participants module where you can view the participants with rejected emails. Expand the business units where required to view the individual emails that were rejected.

1. Email rejected – incorrect email addresses that could not be delivered to and were rejected by the recipient’s mail server.
2. Number of rejected emails – number of rejected emails per business unit.
3. Survey completed – green tick mark to indicate that the participant has completed the survey.

 

Part 2G reject emails

 

Emails that have been captured incorrectly should be fixed in the Manage PARTICIPANTS > Edit employee module and the invitation resent to the affected individuals. Employees who are no longer in the employment of the organization should be removed from the survey. See Managing Survey Participation below for more on how to add or remove survey participants, resend survey emails or reset a survey response.

   

Tracking Survey Participation

The participation dashboard is updated in real-time and will provide you with a convenient summary of the number of overall survey responses, as well as a breakdown of survey responses per business unit.

 

Part 2I view participants

  

1. Survey participation per day – number of survey responses per day for the survey so far.
2. Survey participation per business unit – total number of online responses per business unit, as well as the participation percentage and sampling error (see 5. Sampling error below for more on sampling errors).
3. Survey participation cumulative total – cumulative number of survey responses for the survey so far.
4. URL link to survey dashboard – click on the button to copy a URL link to a view-only version of the survey participation dashboard that can be forwarded to stake holders and/or business unit managers so they can view their business unit’s survey participation progress in real-time.
5.

Sampling error – shows the cumulative number of survey responses as well as the calculated sampling error for the survey as a whole.

Note: the sampling error is an indication of how statistically representative the survey group's responses are of the group as a whole and whether a survey should be extended to obtain adequate responses. A sampling error that exceeds 5% indicates that the survey results may not be adequately representative (sample size too small).

6. Managing survey participants – click on the Manage participants button to navigate to the Define Survey > Participants module to view or manage survey participation per individual participant.

  

Managing Survey Participation

To manage participants during a survey campaign, click on the Manage participants button in the Business unit participation table, or navigate to the Define Survey > Participants module. The employee list as captured with the Manage PARTICIPANTS function will be shown, with the survey participation status indicated by means of green tick marks for each individual participant:

 

Part 2J manage participants

 

1. Total participants invited via email – cumulative number of invitation emails sent to the survey participants for the current survey campaign, with excluded or additional participants indicated in orange (see point 7 below).
2. Emails successfully delivered – number of invitation and reminder emails successfully delivered, with undelivered or rejected emails indicated in red (see point 6 below).
3. Emails opened – total number of invitation or reminder emails that were opened and survey links clicked on.
4. Surveys completed – number of online surveys completed.
5.

Dropdown toolbox – select a participant by clicking on it (it should be highlighted in burgundy) and then click on the dropdown action menu for a list of actions that can be performed on the selected participant:

  • Exclude from survey – the selected participant is excluded from the current survey campaign (indicated with an orange plus sign);
  • Include in survey – include employees who are not currently part of the survey campaign (indicated with an orange sign) due to either being left out initially when the survey campaign was defined, or added to the employee list after the survey has started, or participants who were deliberately excluded from the current survey campaign (see previous point);
  • Resend email – resend the survey’s invitation or reminder emails to the selected participant;
  • Reset survey response – delete the selected participant’s survey response to enable the respondent to redo the survey.
6. Rejected email – incorrect emails that could not be delivered and were rejected by the recipient’s mail server which needs to be corrected in the Manage PARTICIPANTS module.
7. Excluded participant – participant who was left out initially when the survey campaign was defined, or added to the employee list after the survey has started, or a participant who was deliberately excluded from the current survey campaign.

 

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