With Leapsome’s Employee Surveys, it is possible to automatically send out onboarding and exit surveys to new hires and departing employees.
You can find best practice questions for onboarding and exit survey within the platform and in this article. Next to exit surveys, it could also be valuable to do employee exit interviews.
This playbook explains how to do employee exit interviews to improve your organization and decrease turnover.
Setting up an automated survey
Setting up an automated survey is easy. When creating a new survey, you can find the onboarding and exit automations within the ‘Timing’ section of the settings. Here, you can define the number of days after the hire date that the survey is automatically sent to the employee.
Please note: It is not possible to change an existing survey to an onboarding or exit survey.
The surveys are dynamically triggered based on the hire date or the exit date of the employee - once you’ve set it up, the platform will take care of the rest and send it out at the right time. The notification trigger counts forward from the survey kick-off, and so a person that has been hired more than ‘N’ days before kick-off won’t be included in the survey. By using one of our HRIS integrations with Personio, BambooHR, or HiBob, employee hire dates are synchronized to Leapsome.
We recommend setting the survey to ‘non-anonymous' so that you can see results despite having only a few answers.
As with all surveys within Leapsome, the survey can be sent to all employees or targeted to specific teams, meaning that you can even make the survey questions specific to the employee’s department.
Please note: Users will only be added once they meet the criteria set within the timing. Therefore if users are hired less than N days ago, then they will only be added to the survey once they have reached N days from their start date noted within their user profile. Subsequently, if users are less than N days from the termination date set within their user profile, then they will only be sent the survey once they are N days away from their termination date. However, there is a buffer of 7 days from the specified N days, that would allow users to be included. E.g. If N is selected to be 10 days from the start or termination date, then the buffer of 7 days would allow users with start/termination dates that are within 17 days of the triggered survey to be included.
Survey reminders in onboarding and exit surveys
Reminders for dynamically triggered surveys (onboarding or exit surveys) will be sent out every week on Monday to participants that haven’t answered yet, until the survey is answered. You also have the option to send out an extra reminder manually. You cannot set up another frequency or number of reminders.
Additionally, please keep in mind that participants will receive reminders for dynamic surveys for a maximum 3 months after the original notification creation (this happens dynamically for each participant).
How long will a dynamically triggered survey remain open?
Dynamically triggered surveys will remain open for 60 days after the last non-dismissed reminder sent. This means that when a dynamic survey task is still open and not completed, and the participant has not clicked the "dismiss" button next to the task, they will receive reminders for that survey task to be completed for up to 60 days after that last reminder, that was not dismissed, was sent.