The Custom Surveys section allows you to create customized questions about organization-specific subjects. The surveys you create are independent of the regular Officevibe Surveys.
A visual of our Custom Surveys
You will see all the current active Custom Surveys when you access the Custom Survey section. You can also see the completion rate, the number of recipients, the date the Custom Surveys were activated, and the name of the person who created it.
You can view the Active, Drafts, and Archived Custom Surveys from this page.
Active - Custom Surveys that are sent or scheduled to be sent. Active Custom Surveys will continue to be sent to all team members in the audience as long as the Survey is not closed.
Drafts - Custom Surveys that are in the process of being created to be sent out.
Archived - Custom Surveys that have been closed. These Custom Surveys questions will no longer be sent out; however, you will continue to have access to the results.
How to Create a Custom Survey
Based on your Roles & Access Rights (Executive Manager vs. Team Manager), you can choose whether your Custom Survey will be sent to the whole organization or a specific Team. Executive Managers can send a custom survey to the entire Organization and any Team(s), and Team Managers can send a Custom survey only to the assigned teams.
To create a Custom Survey, you must go to the Custom Survey tab and click on New Custom Survey.
You will have the choice to start from scratch or use a template.
Create a Custom Survey From Scratch
To start from scratch, you will add a title and then a description (optional) and select the question type you want 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 10 positions for the respondent to choose from - 0 being the lowest and 10 being the highest score.
Multiple-Choice -The Multiple-Choice format presents a question with up to 10 possible answer choices.
Note: Members can choose more than one of the answer options in the Multiple-Choice format, in addition to having the option to add free-text answers to the questions.
Likert scale - Members can choose from 5 options, from Strongly Disagree to Strongly Agree.
Follow-up Questions - With the Opinion Scale, Multiple-Choice, or Likert scale 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 happening. 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, click Continue at the bottom of your page to ensure your active Custom Survey is saved.
This will ensure that you don't have to recreate your questions once you access your Survey, as your last changes will have been saved, and your existing Custom Survey will be found under the Drafts tab.
Create a Custom Survey from a Template
Creating your survey from a Template will give you access to various curated templates made by Officevibe, the templates other managers in your organization have shared, or templates you have saved for yourself!
To create and save a template, follow these steps:
- Click on (+ New Custom Survey).
- Fill in your questions from scratch or edit a current template.
- Click “Continue”; This will automatically save your survey as a which will save as a draft.
- Go back to the Custom Survey main page.
- Click on the Drafts tab.
- Click on the 3 dots and Save it as a Template.
- You will have the choice to save it as a personal template (available for you only) or as a public template (available to the whole org)
- Now you can easily find your saved and shared templates when you create a new Custom Survey from a template.
Audience & Permissions
As an Executive Manager, you can select if you want the Custom Survey to appear as coming from you, the Creator (ex., Angie would like to know...), or from the Organization (ACME would like to know...). Team managers can only send Custom Surveys to their teams, so their Audience is restricted to them.
You can also choose your Audience - Who you want the Custom Survey to go to. You can select "Everyone" to send the survey to everyone in the Organization or 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 Survey or who should have access to the results.
Open: Any Team Manager in charge of a Team targeted by this Survey can view the results for their Team (and sub-Teams). Those with access to all the Teams within the Audience can edit and archive the Survey.
Closed: Allows Executive Managers to block all access to Team Managers. Only Executive Managers can view, edit, and archive the Survey.
Advanced filtering
When an organization has launched multiple custom surveys, it can be difficult for a Manager to find the survey they are looking for. This filtering option provides the Manager with more options to filter the list of surveys.
Filter by creator will help Managers find the survey they created.
Filter by completion rate (more or less than 75%) will help identify the survey to analyze or to send a reminder for.
Delivery and Closing Options
Once you've created and scheduled your Custom Survey, you can review it before you launch. When sending a Custom Survey, you can either send it right away, at the end of the next Officevibe Survey or at the end of a survey at a scheduled date.
Send Now - The Survey will be sent to the selected audience when you press Send. It will be apart from the regular Officevibe Surveys.
Add to the next Survey - All Custom Surveys 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 on the same day.
Add to Survey after a scheduled date - All Custom Surveys 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 on the same day.
Close Custom Survey on Specific date - Option selected by default, and the date that appears will be projected for 1 month after the Custom Survey's creation.
Close Custom Survey after desired participation rate - Custom Survey will be automatically closed once the Custom Survey has reached the desired participation rate set by the Survey creator.
Do not close Custom Survey - The Custom Survey will not be closed and will continue to be sent out to all new members of the Survey's audience until the Survey is archived.
Note: While creating your Custom Survey, you can click on the Preview button at the bottom to see what your Custom Survey will look like. You can answer the questions (results will not be saved).
Note: In the Custom Surveys preview function, you must 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 see all of the follow-up questions in the Custom Survey.
Important: If you have opted for Officevibe Communications via Microsoft Teams integration via your Officevibe account, Custom Surveys will not be sent via the MS Teams bot but rather will be sent to the registered email addresses.
View Results
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.
The completion rate of the Custom Survey refers to the total number of questions in the poll answered, not the number of people who have completed the poll. We track all questions' responses based on whether they have been answered, skipped, or not yet seen. For example, if you have a Custom Survey with 5 questions sent to 10 people, we would look for 50 individual responses for a 100% completion rate.
This difference is because you can only see a custom survey question once and cannot go back to answer it again, as it would skew the results. This is also why choosing to skip a question counts as an answer. We also track the "not answered" questions since people can access the custom survey link if they close it prematurely to answer the questions they have not yet answered. For example, if you have answered half the questions but closed your browser by mistake.
Filtering Your Results
If the Custom Survey was sent to multiple Teams, you could view the results by Team (based on your permissions). Choose a team in the top right-hand corner.
Exporting Your Results
You can export the Custom Survey results as an Excel file at any time. You will be able to see the Custom Survey 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 and the feedback on the follow-up questions.
Additional Options
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 Survey has been sent out, you can send a reminder to those who have not yet responded.
Edit: You can edit an open Custom Survey should you need to at any time. If the Custom Survey were already sent out, the edits would only appear for those who have not yet responded. That being said, adding any questions to your Custom Surveys or changing the audience is not possible once the survey has been sent out.
Duplicate: To send out the same Custom Surveys multiple times, you can choose Duplicate on any Survey. This will allow you to send a Custom Survey without repeatedly populating the data!
Archive: This option allows you to archive the Custom Survey once you are done collecting the data and you no longer want the Custom Survey to be sent out or accessed.