Talenthub has released our newest feature which allows users to send out surveys directly from the Talenthub platform. This article walks you through how this new feature works.
What does the feature do?
This feature will enable you to schedule survey invitation send-outs directly from the User Interface (UI). The feature has primarily been built for onboarding and offboarding surveys, but can, in theory, be used to trigger any survey to any recipient.
The feature supports setting up a sequence of survey invitations with different intervals. In addition, the user can specify which survey and email template that should be used for each email sendout, and the interval between each of the invitation sendouts.
Who can use it?
The feature will only be available to users by request. If you want to use this feature. Please reach out to your dedicated Customer Success Manager for more information.
Note: that only users with the role of admins or creators will be able to access this feature when activated
Where to find it?
When activated, the feature can be found on the ‘survey’ tab in the platform.
How to set it up?
When clicking ‘Manual send-out’, you will be asked to configure the send-out logic.
You can either start the configuration flow right away or download an example file of the format that needs to be uploaded later in the configuration.
We highly recommend downloading the example, and filling in your values, as this will reduce the risk of human error.
Setting up a new send-out
When setting up a new send-out you basically need to go through two steps. First, upload an email list of the respondents who should receive the survey(s), and second define the sendout logic.
Uploading your email list
When proceeding with the configuration, the first thing you will be asked is to upload a file containing the information we need to be able to execute the logic.
In the file, you need to fill in some information for us to send out the survey, some is required and other is optional information.
The only required information we need is:
Email address of respondent(s). The email to which the survey should be sent.
Employee start date. In the case of onboarding surveys this date will be used to measure the first survey sendout against. Meaning that if the date is i.e. 15.01, and your first survey should go out after 5 days, the invitation will be sent on the 20.01. If you are using the feature in another context than onboarding surveys, this date will function as the reference date for defining your interval delays.
In addition to this, the user can fill optional information to the file:
Name. The first name of the respondent. This is used for personalizing email invitations via the email template
Custom variables. You can fill in values for any of the custom variables you have on your Talenthub account. This will allow you to filter and compare data coming from the surveys in the same way as you are used to in our tool. In the example file, you can download from the UI, we will pre-fill all custom variable names in the columns. However, it is not mandatory to fill in all columns.
Note that the headers of the columns in the file need to match the format outlined in the example file. This is especially important in relation to custom variables.
Defining the sendout logic
With the csv file uploaded to the logic, we can start defining the sendout logic.
First, you can give your logic a name. Pick a good one, as this will be the display name of the logic, that you can use to identify it at a later point in time.
Second, you need to define each step of the sendout sequence logic. For each step, you need to define the following:
The survey that should be sent. From the dropdown, you will be able to pick from any of the surveys that are currently set up on your account.
Delay. How many days after the employee start date, the survey should be sent. Note that if you are setting up multiple steps, the delay will still be measured against the employee start date, and not the date for the previous sendout.
The minimum delay that can be defined is 1 day and the maximum is 140 days
Email template. Which email template should be used for the survey invitation? From the dropdown you can choose from the email templates available on your account for ‘manual sendouts’. If you can’t see any email templates from the list, please reach out to your customer success manager.
To add another step in the sequence, simply click ‘add new interval’ and go through the same steps again.
When you are ready, click save and the logic is saved and activated.
Once the sendout logic has been saved, it is not possible to edit it.
When the last email invitation has been sent your sendout logic will automatically be archived. 140 days after upload, we will delete the associated file containing emails, names and custom variables.
Duplicating sendouts
From the list view of all your sendout, you will be able to duplicate sendout logic. Simply click on the three dots in the column ‘actions’ and select duplicate. This will copy the sendout sequence steps from your sendout logic, into a new sendout. You’ll still have to upload the csv file.
This is particularly useful in cases where you want to re-use the same intervals and surveys, but for a different list of respondents. I.e. you want to send onboarding surveys to employees starting a month after you’ve set up the initial sendout, using the same ‘recipe’.
Here is a demo video showing you how to get started using the manual send-out feature.