Tracking responses and sending reminders

While a survey is open, the Response tracking screen shows who has already answered and who has not yet done so, by department, office or company. You can remind pending employees with one click, individually or as a group, on top of the scheduled automatic reminders. This article explains how to read the tracking, filter participants and send reminders. It is intended for HR staff and administrators; managers and auditors will find what they can consult.

Before you start #

• The Surveys module must be open to your account — see Getting started with Surveys.
• To see the screen, you need the Tracking — Participation permission (Access tier). Administrator, HR Manager, Manager and Auditor hold it.
• To send reminders, you need Tracking — Remind non-respondents at the Execute tier. Administrator and HR Manager hold it. Without it, the reminder buttons do not appear.
• A reminder is sent by email to active participants who have an address. It only targets employees your role covers.

Opening a survey’s tracking #

1. Open Surveys › Response tracking, or click Track responses on a survey’s page.
2. Choose the survey in the drop-down list, top right. Its status is shown in brackets.

Reading the tracking #

• The tiles give the number of Participants, those who have Responded, those Pending, those Reminded and the participation Rate.
• The table lists each participant with their job, Department, Office, Status (Responded, Pending or Reminded) and the Action column: Completed if they have answered, otherwise the Remind button.
• The right-hand panel shows Participation as a ring (responded and remaining), participation By department and the Reminder history.

Tracking only shows whether a person has answered, never what they answered.

Filtering participants #

1. Type a name in Search a name….
2. Choose a status: All, Responded, Pending or Reminded.
3. Narrow down with the All companies, All sub-companies, All offices and All departments lists.
4. The counter on the right shows how many participants match the filters out of the total.

Reminding employees #

Reminding one person #

1. On a pending employee’s row, click Remind.
2. The reminder email is sent. The row switches to the Reminded status and the sending is added to the Reminder history.

Reminding a group #

1. Filter the list if needed, for example on a department.
2. Click Select pending (N) to tick every pending participant in the filtered list, or tick the rows one by one.
3. Click Remind in the bar above the table. The button stays greyed out until at least one pending person is ticked. Deselect clears the selection.

People who have already answered are never reminded, even if you tick them. The reminder email contains each participant’s personal response link. It is sent in the language of your interface, French or English.

Each manual reminder increases the Reminders sent counter on the survey’s page, creates a module notification and is recorded in the activity log.

Automatic reminders #

On top of manual reminders, the module sends automatic reminders to participants who have not answered:

• each survey has its own list of reminders, set at the Settings step of the wizard — see Creating and launching a survey;
• a survey without its own list follows the active reminders in Settings › Surveys › Configuration;
• reminders go out at the configured Send time, within the Batch size, and only if automatic reminders and the reminder email are turned on — see Survey settings.

A survey without a closing date receives no automatic reminder. Each automatic sending is recorded in the activity log.

Good to know #

• The participation rate also appears on the survey’s page, in the survey list and on the dashboard.
• A reminder only targets active employees who have an email address.
• Managers and auditors can consult tracking but cannot send reminders.

Frequently asked questions #

The Remind button does not appear. Why? #

It requires Tracking — Remind non-respondents at the Execute tier. Ask your administrator to add it to your role.

An employee says they have answered but is still “Pending”. What should I check? #

Check that they clicked Submit on the last question and saw the thank-you page. Then reload the tracking.

Can I find out what an employee answered? #

No. Tracking only shows participation. Answers are only visible grouped together, in the results.