By default all employees are on the main company schedule, however it is also possible to run multiple survey schedules at the same time, to meet the differing demands of the various areas of an organisation. This can be useful when different areas of the company need different communications, frequencies and more.
This article will include:
When to add a separate schedule
Because of the high level of available customizations in the survey settings, we recommend reviewing your current use case and then decide if a separate schedule should be added. There might be an additional functionality that can help you with your needs instead.
|Use case||Separate schedule needed?|
|A business area needs be on a different survey frequency than overall company||Yes ✓|
|There are employees more than 8 hours ahead of company timezone and need to receive survey at local 09:00||Yes ✓ - set up separate schedule and timezone (link)|
|A group of employees needs additional targeted questions, or they need to be excluded from specific questions||No ✘ - use question targeting (link)|
|Target employees need surveys with different frequencies||Yes ✓ - configure frequency settings per schedule|
A different survey email text is needed for new starters
|A target group for a business area of the company needs its own brand logo and survey branding (eg. YourVoice)||Yes ✓ - set up separate schedules and use survey branding|
|A company has multiple entities or brands that each have their own unique name and logo||No ✘ - use segment branding|
By default, the Company schedule contains all employees in the company. On the schedules page, it is possible to edit the Company schedule and to create and edit any custom targeted schedule. It is possible to customize the survey experience to suit each area of the organisation.
How to create a new schedule
- Go to Administration > Schedules
- Click Add schedule
- In the Target population field, choose the intended segment
- Click Create schedule
In the below screenshot, the customer contains an entity called ACME, that wishes to run the survey at a different frequency to the global survey. Furthermore, the main company's Australia population is more than 8 hours ahead of the company timezone, so a separate schedule has been created for Australia, while keeping this group on the same frequency as the company schedule.
Scenario 1: A company has several entity brands that each have their own unique name and logo.
In order to ensure each entity has its own survey logo and the segment name is used instead of the company name, by creating a separate schedule for each entity brand the entity brand will be used instead of the company logo and the questions will be customized for that particular entity.
Scenario 2: A company has employees located globally and need to ensure that each employee receives the survey in their local time at 09:00.
By setting up multiple survey schedules, an admin can ensure that a timezone is set on each schedule and the survey send time is configured for a specific timezone.
The below table contains a checklist for setting up a separate survey schedule.
|✓||Exclude the new schedule's target population from the company schedule, if the company schedule will remain active. This is to avoid employees in overlapping schedules.|
|✓||Set the new schedule's frequency and start date.|
|✓||Check question frequencies on the new schedule.|
|✓||Target any included or excluded questions for that segment, if needed.|
|✓||Customize the survey email content, if needed.|
|✓||Add custom branding, if needed.|
|✓||Set employee record timezones, if needed.|
|✓||Set survey send out time, if needed.|
|✓||Send a test survey to someone from the target population.|
When a schedule begins a new survey round, the survey emails are queued up for delivery around 1AM UTC, regardless of the timezone used.
If employees of a specific schedule are dispersed in timezones that are more than 8 hours between each other and they all need to receive the survey email at 9AM in their local timezone, it may be necessary to create a separate schedule for the group that is more than 8 hours ahead. Please refer to the Running multiple survey schedules in different timezones article.
If using kiosk mode on separate schedules, each schedule will have its own kiosk survey link. See About kiosk mode and how it works for more information on the kiosk mode.
When collecting employee attributes through the survey, this will need to be set up on a per schedule basis as well. See Collecting demographic data via the survey for more.