The Custom Polls section is where you'll be able to create polls with customized questions about organization-specific subjects. The polls you create are independent of the regular Officevibe Surveys.
When you access the Custom Polls section, you will see all the current Custom Polls in circulation. You're also able to see the completion rate, the number of recipients, the date the Custom Poll was activated, and the name of the person who created it.
From this page, you will be able to view the Active, Drafts, and Archived Custom Polls.
Active - Custom Polls that are sent or scheduled to be sent. Active Custom Polls will continue to be sent to all team members in the audience as long as the poll is not closed.
Drafts - Custom Polls that are in the process of being created to be sent out.
Archived - Custom Polls that have been closed. These Custom Poll questions will no longer be sent out, however, you will continue to have access to the results.
How to Create a Custom Poll
Based on your Roles & Access Rights (Executive Manager vs Team Manager), you can choose whether your Custom Poll will be sent out to the whole organization or to a specific Team. Executive Managers have the ability to send a custom poll to the entire Organization and any Team(s), and Team Managers have the ability to send a Custom Poll only the teams they are assigned.
To create a Custom Poll, you will need to go to the Custom Polls tab and click on New Custom Poll.
You will have the choice to start from scratch or to use one of our templates.
To start from scratch, you will first add a title, and then a description (optional), and then select the question type you would like to use.
Text Question - Employees can answer this question with text. This is a great way to get more information about a specific topic.
Opinion Scale - The Opinion scale format presents a scale with a total of 10 positions for the respondent to choose from - 0 being the lowest score and 10 being the highest score.
Multiple-Choice - The Multiple-Choice format presents a question with up to four possible answer choices. Note that employees will only be able to choose one of the options.
Follow-up Questions - With the opinion scale or the multiple-choice options, you can add a follow-up question. The same rules about anonymity apply to see the anonymous qualitative answers.
Follow-up questions are meant to gather more information and enable you to understand what’s going on. You can easily identify possible improvement areas, or find out what’s going well so they can continue doing more of what works!
Note: If you need to leave the page or log out, make sure to click Continue at the bottom of your page to ensure your active Poll is saved.
This will ensure that you don't have to recreate your questions once you access your Poll as your last changes will have been saved and your existing Custom Poll will be found under the Drafts tab.
Audience & Permissions
As an Executive Manager, you can select if you want the Custom Poll to appear as coming from you, the Creator (ex. Angie would like to know...), or from the Organization (ACME would like to know...).
This is where you can also choose your Audience, or who you want the Custom Poll to go to. You can either select "Everyone" to send the poll to everyone in the Organization, or to specific teams. To send to multiple teams, begin typing the name of the team you wish to add. This will prompt a drop-down with possible teams that you can add. Keep typing in their names until all are added.
You can choose the Permissions for the Custom Poll, or who should have access to the results.
Open: Any Team Manager in charge of a Team targeted by this poll can view the results for their Team (and sub-Teams). Those who have access to all of the Teams within the Audience can edit and archive the Poll.
Closed: Allows Executive Managers to block all access to Team Managers. Only Executive Managers can view, edit, and archive the Poll.
Once you've created and scheduled your Custom Poll, you're able to review your poll before you launch. When sending a Custom Poll, you can either send it right away, at the end of the next Officevbe Survey, or at the end of a survey at a scheduled date.
Right Away - The Poll will be sent to the selected audience right when you press Send. It will be apart from the regular Officevibe Surveys.
End of Next Survey - All Custom Polls will be sent out at the end of the employee's next Survey. Since employees can choose which day they prefer to receive their surveys in their Personal Settings, they won't all receive them the same day.
Scheduled Date - All Custom Polls will be sent at the end of the surveys from the date selected. Since employees can choose which day they prefer to receive their surveys in their Personal Settings, they won't all receive them the same day.
Note: While creating your custom poll, you can click on the Preview button at the bottom to see what your Custom Poll will look like. You can actually answer the questions (results will not be saved).
Note: In the preview function in Custom Polls, you have to answer the main question for the follow-up question to populate. When the Follow-up Question populates, you can press skip to get to the next question and then you will be able to see all of the follow-up questions in the custom poll.
Important: If you have opted for the Officevibe Communications via Microsoft Teams integration via your Officevibe account, Custom Polls will not be sent via the MS Teams bot but rather, will be sent to the resgisted email addresses.
To preserve anonymity, we have put in the following rules:
- 3 people must answer any multiple choice or scale questions before you can see the results.
- 5 people have answered any text-based questions before you can see those results.
Read more about anonymity here.
You can access and view the Results for each question through your dashboard. You can also review the participation statistics to know what percentage of questions have been answered, skipped, or have yet to be answered. You also have a recap of how many teams were targeted by the survey, who created it, and the date the Custom Poll was activated. There's also the date on which the Report was generated.
Filtering Your Results
If the Custom Poll was sent to multiple Teams, you are able to view the results by Team (based on your permissions). Simply choose a team on the top right-hand corner.
Exporting Your Results
At any time, you can export the Custom Poll results as an Excel file. You will be able to see the Custom Poll stats on the first tab along with the initial feedback left and on the second tab, you will be able to see the distribution of results as well as the feedback to the follow-up questions.
Depending on the access level selected and your permissions, your dashboard will give you access to several additional options that are available through a drop-down menu accessible by the three dots at the end of the line of the questionnaire in question.
Send Reminder: At any time after a Custom Poll has been sent out, you can choose to send a reminder to those who have not yet responded.
Edit: You are able to edit an open Custom Poll should you need to at any time. If the Custom Poll was already sent out, the edits will only appear for those who have not yet responded. That being said, adding any questions to your Custom Polls or changing the audience is not possible once the poll has been sent out.
Duplicate: In order to send out the same Custom Polls multiple times, you can choose Duplicate on any Poll. This will allow you to send out a Custom Poll again without having to populate the data all over again!
Archive: This option allows you to archive the Custom Poll once you are done collecting the data and you no longer want the Custom Poll to be sent out or accessed.