Running surveys and reading the results

A survey in Orquiva comes from a template of type Survey and goes to the people you choose. Each of them answers it from Community, and you see the count per question in a report.

PeopleTalent managementSurveys

Before you start

Plan and permission. Surveys are included from the Professional plan, like goals and evaluations. Your role has to include Talent management; the factory Manager role includes it.

Who to. An administrator can send it to anyone. If you’re not an administrator, only to the people who have you as their direct manager: if you tick anyone else, nothing is created.

An active template. You need at least one template of type Survey marked as active. They’re created on the Templates tab: Onboarding and review templates.

Make sure they can reach Community. The factory Employee role has Community hidden in the menu. Turn it on in Roles and permissions, or people will only reach the survey from the notification.

Sending a survey

The questions are copied from the template at that moment. If you change the template later, this survey doesn’t change.

Closing it when the deadline passes

The option isn’t in the creation window. You turn it on afterwards, on the survey that’s already been sent:

Orquiva checks every hour and closes the unanswered copies in the early hours of the day after the due date. The server runs on UTC, so in mainland Spain that’s around 2:20 a.m. in summer and 1:20 a.m. in winter. People can still answer for the whole of the last day. Unticking the box doesn’t reopen what’s already closed. Without this option, the due date is only a guide and people can keep answering after it.

What your employees receive

Each person gets the notification “You have a survey to answer” in their inbox, with the View the survey button. It isn’t sent by email. The button opens Community; the survey is on its Surveys tab, which shows how many they have pending. What they see: Colleagues: the company directory.

Once submitted, an answer can’t be changed. There are no automatic reminders.

Reading the results

The list groups each send-out into one row with its Due date, how many people have answered (Answered, “4 of 12”) and its status: Pending or Answered. Expanding it shows each person with their status.

Click View results to open the report. For each question, it lists every distinct answer and how many people gave it, most repeated first. The bar is that answer’s share of the answers the question received.

• Scale questions show as numbers from 1 to 5.
• Yes/No questions show as 1 (yes) and 0 (no).
• Text answers show exactly as written; identical texts are added together.

They aren’t anonymous. The report shows no names, but whoever created the survey can click each person and see their answers. An administrator sees every survey in the company and its report; anyone else, only the ones they created. Employees don’t see the results.

Closing a survey

Expand the row and click the close button, which says how many copies are still unanswered: Close (3 unanswered). When there are none left, it changes to Already closed.

A survey can’t be deleted.

If something goes wrong

The template list is empty. There’s no active template of type Survey. Create or activate one under Templates.

Creating it shows an error and it goes to nobody. You ticked someone who doesn’t report to you. If you’re not an administrator, leave only your direct team.

An employee can’t find the survey. Their role doesn’t have Community in the menu, or they landed on Colleagues. Ask them to open the Surveys tab, or give them access to Community.

I can’t tick Close when the deadline passes. The survey has no due date, and one can’t be added from the screen afterwards.

I can’t see a survey someone else sent. Only administrators see them all. You see the ones you created.

The report says everyone answered and that isn’t true. The survey is closed: unanswered copies count as answered. Look at each question’s count.