First steps with Honestly! (Individual Survey)

 

This onboarding article is designed to help you successfully complete the first steps in our solution so you can quickly launch your first custom survey.

Inhalt

  1. Upload Employee Data
  2. Create and distribute a survey
  3. Create a dashboard
  4. Add users and determine access rights

 

1. Upload Employee Data

In order for your employees to be able to participate in the surveys, they must first be entered into our system along with their employee information.

To do this, go to the employee view by clicking on "Employees" at the top.

Define groups

Before adding anyone to the system, you should know which employee information you want to upload. Since this information is the basis for evaluation and distribution, you may consider beforehand, for example, whether you want to send different surveys based on employee information or by which characteristics you want to filter the survey results at the end.

Important!

Try to avoid mistakes here. Incorrect data records can lead to problems later when sending the surveys and evaluating the results.

To define employee groups, click on "Manage groups" and enter the desired name for the property in the text field. Finally, click on "Add" and "Save". Now you should find the new property in the employee record.

Import employees in bulk

To upload all your employees to the system, click on "Import". There you can download an Excel template by clicking on "Download the template". This Excel template will already include the employee groups you defined, so you only need to fill in the content of the columns.

Optionally, you can send an invitation email here by checking the box next to "Send invitation email to newly added employees". This email consists of an introduction to Honestly and an explanation of the different ways to participate in the surveys.

Add employees manually

Employees who were not included in the import can easily be added manually. To do so, click on "Add employee", fill in all relevant fields and finally click on "Save".

Optionally, you can also send an invitation email by ticking the corresponding field.

Change the information of individual employees

The information of an individual employee can also be adjusted at a later date. For example, if you want to change the location of an employee from "Cologne" to "Bonn", proceed as follows:

  1. Click in the row of the employee in question.
  2. Select the text field below the information "Location".
  3. Replace "Cologne" with "Bonn".
  4. Click on "Create option 'Bonn'" to update the record accordingly.
  5. Save the changes by clicking the icon of the green disk on the right edge of the row.

2. Create and distribute a survey

Create a survey

To create a custom survey, click on the "Surveys" tab at the top and then, in the "Custom Surveys" box, on "Create new survey".

Here you can define the name and the language of the survey. Even afterward, the name can be adjusted and additional languages can be added.

Customize & finalize survey

In the next screen, you can edit different aspects of the survey using the following tabs.

1. Details
Customize the name and internal description of the survey.

Tip

The survey description is intended for internal purposes and is only visible in the survey's edit view, but not to its recipients.


2. Questions

First, select the desired question type for your first question. Then fill in the fields for the question and the corresponding answer options.

All the questions you have created will now appear in the left bar, and you can change their order simply by dragging and dropping them. To add another question, click on "Add question" at the bottom left.

In addition, you will find the menu for advanced settings on the right, which you can use to apply the finishing touch to your survey. Here you can delete and duplicate questions, create branches, use your own templates, and make questions mandatory or skippable.

For a more detailed demonstration of the different question types, check out the related article.

3. Distribution

Select the employee groups you want to participate in the survey. All groups defined in the employee record can be selected here.

 

4. Schedule

Define the cycle in which your survey should be repeated. In addition, you can decide whether a survey can be completed once or multiple times by individual employees. To allow multiple responses, check the box next to "Multiple answers allowed".

 

5. Email Template

Fully customize the appearance and content of the survey email. Here you can individualize the sender, subject, company logo, email text, and colors. Click "Save" at the bottom right to apply your changes.

 

6. Notification

Customize the content and frequency of reminder messages to optimize response rates.

Next, you can translate the survey into other languages by clicking the "Translate" button in the upper right corner.

Finally, to launch the survey, press "Activate". 
Here you can specify whether the survey will be sent immediately ("Activate now") or at a later time ("Activate later"), as well as whether ("Survey does not expire") or when ("Survey expires on") the survey will end.

Click "Finish" to launch the survey.

 

3. Create a dashboard

Create dashboard

To create a dashboard, first switch to the dashboard view by clicking the "Dashboards" tab at the top and then the "Add Dashboard" button.

A dashboard visually displays survey results by means of charts. One dashboard can contain charts related to several surveys.

Tip

It can be beneficial to create dashboards only after the first data has already been collected. This makes it easier to assess the suitability of the charts.

Add chart

Push the green highlighted button "Add Chart" to build your first chart step by step: 

1. Name your chart.

2. Determine which questions you want to display graphically. To do this, first select the relevant survey and then the respective question.

3. Decide how you want your question results to be displayed. There are five different display types available to you, while their applicability varies between the question types.

Configure details of your graph, for example, by displaying your data split by employee groups (via "Split by" ).

4. Determine how you want your data to be calculated. You can choose between the average of all answer choices and the percentage of the first two. 

Tip

Select the type of calculation "Average", as it is available for all questions.


5. Click "Save" to save the changes and add the chart to your Dashboard.

Filter results

You can filter results by time period as well as by employee group, to make the charts more meaningful.

To select a specific time period, click on "Period" above the chart and enter the desired start and end date.

If you want to take a closer look at certain employee groups, for example, to explore how the survey turned out at a certain location and you have previously defined the employee group "Location", you can filter for a certain location via the drop-down menu "Location".

In addition, you can hide individual categories in the charts themselves simply by clicking on them.

Info

To ensure the anonymity of employees, it is not possible to filter for employee groups for which fewer than five responses exist.

4. Add users and determine access rights 

In the Honestly solution, a distinction is made between "employees" and "users". While employees are only allowed to answer surveys, users can use the solution themselves to - depending on their assigned role - view results, conduct surveys and/or manage administrative data.

Add a user

If you want to enable your colleagues to actively utilize Honestly, you can add them to the system as "Users".

Info

Only admin users can add new users and manage their access rights.


To do this, click on "Menu" --> "Users" at the top right. You will get to the user management view, where you can see all users of the account. Now press "Create User" to add new users. "Language" and "User Information" can be adjusted to the new user as desired.

Under "Rights Management" you can set the access rights of the new user. In the Honestly solution the following roles are defined:

1. Analyst - may access dashboards and analysis functions.

2. Manager - may additionally create and send surveys.

3. Admin - has all rights.

In addition, you can restrict the access rights of analysts and managers to individual employee groups by populating the text field next to "Give an access to employee data based on employee groups" accordingly. For example, if you want to give an analyst access to all available dashboards, place a check next to "Access to all employees data?".
Admins will automatically have access to all employee data.

Finally, click "Create." The new user will now receive an email informing them of their new access rights.

Important!

If Single-Sign-On is activated for the new users, they will not receive an email, so they will have to be informed about their status in some other way.

View and edit user information

Click on the name of the user whose data you want to edit. Here you can adjust user data as well as access rights as you wish.

In the editing window of your own user profile you can also change your password.

 

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