Guide: Setting up an Onboarding or Exit survey

Effectory’s Onboarding survey helps you pinpoint improvement points for optimizing the onboarding experience for new employees, facilitating their integration into the company, and ensuring retention. Effectory’s Exit survey helps you gain insights from your departing employees and prevent avoidable turnover in the future. In this article, you will learn more about creating an Onboarding or Exit survey on the My Effectory platform.

Step 1: Managing your employee data

Effectory needs the correct information on the platform for identifying the employees who should receive the Onboarding or Exit survey. When including the columns mentioned below, the data is automatically linked to your account's Onboarding or Exit project in My Effectory.

• If you are using employee integration, double-check if your integration includes the following column: the onboarding date or exit date in the following format: dd-mm-yyyy.
• If you are managing your data by manual upload, check if the leaving & newly joined employees are included:
  1. Their unique employee-ID
  2. Their email-address
  3. A column for Onboarding or Exit yes/no: Mark a new of leaving colleague with 'yes'
  4. A column for Onboarding or Exit group, containing their group number + month + year (for example, 01. January 2023, 02. February 2023, 03. March 2023, etc.)

Note: Make sure you add relevant employees at least 12 hours before the survey starts.

Step 2: Setting up the survey

Selecting participants:

1. 1. Log into My Effectory.
   2. Go to Projects.
   3. Select the Onboarding or Exit project.
   4. Select Participants.
   5. Set the participant filter to Onboarding = yes or Exit = yes

Creating a group structure:

1. 1. Select Group structures on the project page.
   2. Select an existing group structure or create a + New structure.
      -> When you create an organizational structure, select the following two columns: Entire organization + Onboarding group or Exit group.

Start the survey:

Have you added the new or leaving employees to My Effectory? Then you can prepare, create, and send the survey. In short, you need to:

• Select the group you want to send a survey to (Onboarding or Exit)
• Select the survey period (start and end date)
• Select the questionnaire. The questionnaire is a fixed set of questions. Depending on your plan, you may add further questions.

Important:

• Employees cannot be removed/added during the survey period: You can add employees as participants for a survey up until 12 hours before the scheduled start of the Onboarding or Exit survey. For technical reasons, adding or removing employees once the survey has started is impossible. This measure furthermore prevents survey results from being manipulated or traced back to individuals by selectively removing respondents.
• Extending the survey period: The survey period can be extended up to 12 hours before the survey is closed. Read here how to extend the survey period.