This article explains how to set up an evaluation survey on People > Joining processes to measure new starters' experience. Users with On/Off Boarding Manager and On/Off Boarding Admin create surveys; On/Off Boarding Viewer sees the responses.
Before you start
Automatic sending is based on the employee's hire date: the company entry date under Personal Information > Seniority is used first, otherwise the employee's first position start date. Make sure these dates are entered.
If the survey goes to the manager, employees need a manager on their position record; if it goes to the buddy, they need an active buddy assignment (Assigning a buddy).
Step by step
Go to People > Joining processes in the left menu. The screen has three sections at the top: Surveys, Responses and Buddy Management. It opens on Surveys (on Responses for users who can only view).
Click Create Evaluation. While there are no surveys yet, the Create Evaluation button in the middle of the list opens the same window.
In the Create Survey step, enter the Survey name and click Add the first section (to have the AI prepare the questions, see Creating with AI below). Type the section name; its first question is ready, use Add question for more and Add section for a new section.
For each question, type the Question text and pick the Question type: Single Choice, Multiple Choice or Text Answer. Use Add description for a short note if you like.
For choice questions, type the options; Add option adds one more, Add an Other option adds an "Other" option.
The buttons at the top right of a question Move up, Move down, Duplicate or Delete question. Sections move and delete the same way. Every question is Required.
The preview on the right shows the survey as the employee sees it, live; on a narrow screen open it with the Edit / Preview switch at the top.
If Next is disabled, the reason shows at the bottom of the window (for example Enter a survey name.). When ready, click Next.
In the Settings step, under Onboarding delivery, choose the Delivery mode:
Automatic Send: in When to send, enter how many days after the employee starts it goes out, and tick at least one of Employee, Manager, Their buddy under Recipients.
Manual Send: select the people in Employees and enter the Send date.
Under Duration and reminders, enter the Closing period (how many days after sending it closes).
In the same group, optionally enter Reminders days (days before the survey closes; type the number and press Enter, at most the closing period) and a Notification email. If you add reminder days, the notification address is required.
Under Responses, turn on Allow comments on survey so HR can comment on responses. If respondents' names should not be shown, turn on Anonymous survey; responses are then listed as Anonymous. Once the survey is published or answered, anonymity can be turned on but not off. Click Next.
In the Preview step, check the Summary card on the left (sections, question count, delivery, recipients, reminders) and the What the employee sees preview on the right, then click Complete and Publish. If you are not ready, use Save as Draft; drafts appear in the list with the Draft tag.
Creating with AI
Instead of writing the sections and questions yourself, you can have the AI prepare them as a draft. Each successful draft uses 1 credit of digital credit; nothing is charged if the draft cannot be prepared.
In the Create Survey step, while the survey is empty, click Create with AI on the card at the top. When the survey already has sections, the same window opens with Generate questions with AI next to Add section.
In Purpose or focus, describe what the survey is for, or add one of the suggestions under it: First 30 days adaptation, Equipment and access, Buddy support, Training and orientation, Manager support. Optionally fill in Audience or position, Number of questions (between 5 and 20), Tone (Friendly, Formal, Neutral), Survey language and Extra note.
Click Create draft. The note at the bottom of the window says the credit is only charged on success; confirm with Confirm and create for 1 credit.
The draft is usually ready in 10 to 40 seconds. If you do not want to wait, click Keep it running; when you open the window again, the result is there.
When it is ready, a summary with the number of sections and questions opens. If the survey is empty, click Use the draft. If the survey already has sections, choose Replace (the draft takes the place of the current sections) or Add at the end (the draft's sections are added after the current ones). An empty Survey name gets the draft's title; a name you typed is kept.
The draft is not saved yet: edit the questions, options and sections as usual and click Next. The survey is saved in this step; if you close the window, the draft is not saved.
The AI only prepares Single Choice, Multiple Choice and Text Answer questions. Rating questions come as Single Choice with options from 1 to 5; when the options may not cover every answer, the last option is Other. Only what you type in this form goes to the AI; e-mail addresses, phone and identity numbers are removed before it is sent, and no employee data is sent. At most 4 drafts can be prepared per minute.
Result
Automatic Send: every morning at 08:00, an invitation email goes to active employees whose hire date plus your number of days falls on that day (and to their manager and buddy if selected). Missed sends are caught up for at most 30 days; employees who were already past their due date before the survey setting was created, and employees added to the system after their due date, are not included. The same survey goes to the same employee only once; the company's different onboarding surveys (for example month 1 and month 6) do not block each other.
Manual Send: the invitation goes to the selected employees on the sending date.
If you entered a notification address, it is informed of each send. On reminder days at 09:00, people who have not answered yet receive a reminder email.
Employees answer through the Go to Survey link in the email or from the pending items on the Teamso home page.
The survey is added to the Surveys list; drafts show the Draft tag, published surveys the Published tag.
On a phone and on narrow screens where the table does not fit, the same list opens as cards; the row actions are in the ⋯ menu at the top right of each card.
Managing surveys
In the Surveys section every survey you created is one row: Survey Name (with the number of questions under it), Status (Published or Draft; an anonymous survey also shows Anonymous), Sending (for example Automatic Send, "30 days after the start date"; Manual Send with its date; Not set up when the survey has no settings yet), Recipients (Employee, Manager, Buddy for automatic sending; the number of selected people for manual sending) and Answered (for example "9 of 12 answered"; Not sent yet when nothing went out).
The tabs at the top (All, Published, Draft) filter the surveys by status. Type a name in the search box (Search by survey name), use the Sending chip to pick Automatic Send, Manual Send or Not set up surveys, and order the list with Sort.
Click a survey's name (or See responses in the row menu) to open the Responses section narrowed to that survey. The row menu also has View, Edit (On/Off Boarding Manager and On/Off Boarding Admin) and Delete (On/Off Boarding Manager only).
Tracking responses
The tabs at the top of the Responses section (All, Answered, Sent, Not Answered) filter the responses by status; the number on a tab is how many responses it has. Type an employee name in the search box. Pick a survey in the Survey chip to narrow the list to it. The Branch and Department chips and Survey name contains under Add filter also filter the list (one criterion at a time: choosing one clears the search and the others). Sort orders the list by any column; clicking a column header gives the same order. Viewing, editing and deleting a survey are in the Surveys section.
While there are no responses, the list says No responses yet and explains when the surveys go out (See surveys takes you to the survey list); with no surveys at all it shows No surveys yet and Create Evaluation.
The table shows Employee Name, Branch, Department, Status, Survey Name, Sent Date and Response Date. From the row menu you can View (if answered), Resend (if not answered), Add Comment and Delete (On/Off Boarding Manager only).
View opens the View Survey Response window: the employee's name and position, Branch, Department, Manager, Start Date, Sent Date and Response Date at the top, then the questions section by section with the chosen answers highlighted (including the text typed for Other). A manager can download the response with Download Excel and Download PDF at the bottom of the window and, when the survey allows comments, write one with Add Comment. On a phone the window opens full screen.
In the Responses section, Download Excel in the header prepares the responses as Excel; download the file from My Lists.
Common problems
Symptom: Editing an answered survey shows "This survey already has answers, so questions, options and sections cannot be added or removed and question types cannot be changed."
Cause: Once a survey has answers its structure is locked so the answers keep matching their questions.
Fix: You can still edit the title, question and option texts. If you need new questions, create a new survey.
Symptom: The AI window shows "The draft could not be prepared" or "The answer took too long".
Cause: The AI did not return a usable draft or answered late. No credit is charged in this case.
Fix: Click Try again. If it still fails, use Edit the form to describe the purpose more clearly or ask for fewer questions.
Symptom: The AI window shows "Not enough digital credit".
Cause: The company's digital credit does not cover the draft.
Fix: Top up on the Payment Information page or enter the questions yourself.
Symptom: The automatic survey did not reach an employee.
Cause: The employee has no hire date, their due date falls before the day you created the survey, or they were added to the system after their due date.
Fix: Send them a separate survey with Manual Send.
Symptom: The survey did not reach the manager.
Cause: The employee's active position record has no manager (Assigning position and manager).