Employee Voice: Launch a Survey

Manual collections can be made up of select employees from the employee directory, a random list generated from the employee directory, or a pre-made list uploaded from a spreadsheet.

1. From the Collect Responses tab, select Collect Responses
2. From the How Would You Like to Collect Responses window, select Select Collect responses manually.
3. From the Collector Details page, select the Pencil icon to enter a title for the collection.
4. Complete one of the following options:

   Option	Next Steps
   To select all employees in the current directory	In the Participant List section, select Create a Custom List of Employees. In the Include in Participation section, from the drop-down list, choose Select All Employees in the Current Directory. In the Exclude from Participation section, check the By Name or Email box to select individual employees to exclude. Then, from the Select Survey Participants By Name or Email window, search for and select one or more employees. Then, select Confirm. Select Save.
   To select some employees from the current directory	In the Participant List section, select Create a Custom List of Employees. In the Include in Participation section, from the drop-down list, choose Select Some Employees From the Current Directory. Check the By Filter Group box to select employees using fields in the employee directory. Then, from the Select Survey Participants by Filter Group window, select an employee directory field and the values to include. Check the By Name or Email box to select individual employees. Then, from the Select Survey Participants By Name or Email window, search for and select one or more employees. Then, select Confirm. In the Exclude from Participation section, check the By Name or Email box to select individual employees to exclude. Then, from the Select Survey Participants By Name or Email window, search for and select one or more employees. Then, select Confirm. Select Save.
   To generate a random list of employees	In the Generate a Randomized List From the Employee Directory section, enter the number of people to which you want to send the survey. Select Save.
   To upload a premade list of employees	From the Import List of Desired Recipients window, drag and drop an Excel or CSV file to the box or select Choose File. Note The imported file must contain a column with the heading, EmpNo, or a column with the heading, Email. Select Save.

   Once the list of employees is generated, the Participant List section displays the number of employees who will receive the invitation to participate in the survey.

Automatic Triggered Collections by Hire Date sends a survey to an employee on a specified number of days after their hire date.

1. From the Collect Responses tab, select Collect Responses.
2. From the How Would You Like to Collect Responses window, select Collect responses by employee's hire date.
   Note If this option is not available, the employee directory does not have a field to capture the hire date.
3. From the Collector Details page, select the Pencil Icon to edit the title of the collection.
4. In the Survey Participants section, determine which employees should be included in the survey. The (Currently [number]) text displays the total number of employees eligible to receive the invitation email. By default, all employees in the current directory are included, but you can use Add Eligible Group to refine this list to limit it to only some employees (e.g., send the survey to employees in a specific location).
   Note For onboarding surveys: By default, the number shown includes all active employees in the current directory.
5. Optional: To modify the eligible participants, select Add Eligible Group.
   • To specify which employees to include: Go to the Include in Participation section. From the drop-down list, select one of the following options:
     • Select All Employees in the Current Directory
     • Select Some Employees from the Current Directory
       • If Select Some Employees from the Current Directory is chosen, then select one or both of the following checkboxes:
         • Select the By Filter Group checkbox to select employees using fields in the employee directory. Then from the Select Survey Participants by Filter Group window, select an employee directory field and the values to include.
         • Select the By Name or Email checkbox to select individual employees. Then from the Select Survey Participants by Name or Email window, search for and select one or more employees. Select Confirm.
   • To specify which employees to exclude: In the Exclude from Participation section, select the By Name or Email checkbox to select individual employees to exclude.
   Select Done when finished. The (Currently [number]) is not updated until you select Done

   Note The survey will be sent only to employees who meet the participation criteria and the triggered date window. For example: If the invitation email is triggered to be sent 30 days after an employee's hire date, then the system will send the invitation email to new hires going forward (or those within that 30-day window); the system will not send the invitation email to more tenured employees.

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6. In the Invitation Email section, enter the number of days after the employee’s hire date to send the email.
   
   Note UKG Employee Voice uses the Date of Hire field in the employee directory to automatically trigger sending an email with the survey link to the new hire. If Employee Voice is integrated with UKG Pro, Employee Voice uses the Date of Original Hire field.

Automatic Triggered Collection by Termination Date sends a survey to an employee on a specified number of days before or after their termination date.

1. From the Collect Responses tab, select Collect Responses.
2. From the How Would You Like to Collect Responses window, select Collect responses by employee's termination date
   Note If this option is not available, the employee directory does not have a field to capture the termination date.
3. From the Collector Details page, select the Pencil Icon to edit the title of the collection.
4. In the Survey Participants section, determine which employees should be included in the survey. The (Currently [number]) text displays the total number of employees eligible to receive the invitation email. By default, all employees in the current directory are included, but you can use Add Eligible Group to refine this list to limit it to only some employees (e.g., send the survey to employees in a specific location).
   Note For exit surveys: By default, the number shown includes all active and terminated employees.
5. Optional: To modify the eligible participants, select Add Eligible Group.
   • To specify which employees to include: Go to the Include in Participation section. From the drop-down list, select one of the following options:
     • Select All Employees
     • Select Some Employees
       • If Select Some Employees is chosen, then select one or both of the following options:
         • Select the By Filter Group checkbox to select employees using fields in the employee directory. Then from the Select Survey Participants by Filter Group window, select an employee directory field and the values to include.
         • Select the By Name or Email checkbox to select individual employees. Then from the Select Survey Participants by Name or Email window, search for and select one or more employees. Select Confirm.
   • To specify which employees to exclude: In the Exclude from Participation section, select the By Name or Email checkbox to select individual employees to exclude.
   Select Done when finished. The (Currently [number]) is not updated until you select Done

   Note The survey will be sent only to employees who meet the participation criteria and the triggered date window. For example: If the invitation email is triggered to be sent 5 days after an employee's termination date, then the system will send the invitation email only to terminated employees exactly 5 days after their termination date; the system will not send the invitation email to non-terminated employees.

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6. In the Invitation Email section:
   1. Enter the number of days before or after the employee’s termination date to send the email.
   2. Select Before or After.
      

      Note

      • UKG Employee Voice must know about the termination before the survey trigger date. For exit surveys to be sent before termination, future dating must be turned on in UKG Pro.
      • If you do not enter terminations into UKG Pro solutions (or your employee directory) immediately, we recommend configuring Employee Voice to send the survey 7–12 days after the termination date.
      • An invitation will not be sent if an employee is terminated due to death.
      • If Employee Voice is integrated with UKG Pro, an invitation can be sent before a termination date.

The default method for distributing a survey is via email. The email invitation is configured in Employee Voice and can be scheduled to be delivered on a specific date.

1. From the Collector Details page of the collection, in the Invitation Email section, at the To field, select an email address to send the invitation.
   Note The option to select an email address only displays if Employee Voice is integrated with UKG Pro or you have a secondary email address field in your employee directory.
2. Enter the Reply To, Subject, and Body fields, as needed.
3. At the Delivery Date field, enter a date and time to send the survey.
   Note Invitations are sent on Pacific Time, unless the Time Zone field in the employee directory is changed. If Employee Voice is integrated with UKG Pro solutions, the time zone field cannot be changed.
4. Select Send a Test Email to preview the email. From the Send a Test Email window, enter your email address, and then select Send Test Email.
5. Select Start Collection & Email Distribution to send the survey to the selected employees.
   

There are alternate ways to send a survey link instead of using email: