Do you need help with creating a new hire survey? This step-by-step guide on creating a new hire survey in Retainify will show you how to effectively and efficiently create your new hire survey. We also included several tips and tricks along the way.


Step 1. Significance of a positive new hire experience:

Before we start with the step-by-step process of creating a new hire survey, let's explore the significance of having a positive new hire experience. According to Harvard Business Review, up to 20% of employee turnover occurs "within the first 45 days of employment" (Carucci, 2018). For an employee to reach their max productivity level within a company, it takes roughly 8 months. However, the average onboarding program lasts only 3 (Kurter, 2018). Organizations with a great onboarding process see a new hire increase of 62% in productivity and 50% in retention (Carucci, 2018).


Step 2. Create a new hire blueprint:

Before going directly into our Retainify system, we recommend compiling your list of questions, question types, answers, and tags into Excel or Google Sheets to maximize your efficiency. Creating a new hire blueprint allows you to review and finalize your questions with your internal stakeholders before building your survey. We have made a template that you can use and download to compile a list of questions that caters specifically to you and your company.

For question types, we have configured the types of questions that are available through our Retainify system. For the first tags, you must pick between new hire, engagement, and exit (whichever one applies to your question). These tags are a part of your employee lifecycle. Tag #2 is a grouping of your questions by categories. For instance, career growth or candidate experience, and these tags can be a tag that is already in our system, or you can create a tag that is specific to your company, such as Thrive New Hire Program.


Step 3. Create a tag:

  1. Click on Tags located in the left panel.

  2. Search up the tag that you want to include to ensure it is not already in our system.

  3. Click on + New Tag button located on the top right of the application.

  4. Enter a tag Title.

  5. Click Save.


Step 3.1. Create a question:

  1. Click on Questions located in the left panel.

  2. Search up the question that you want to include to ensure it is not already in our system and that the question aligns with your survey through the tag.

  3. Click on + New Question button located in the top right.

  4. Select a Question Type.

  5. Configuration portlet displays on the right. Complete Configuration box and click Save.


Step 4. Create a template:

  1. Click on Templates located in the left panel.

  2. Click on + New Template button located on the top right of the application.

  3. Go to Settings to enter a Survey Title.

  4. Select New Hire tag.

  5. Enter the email subject and body of the email notification (you can also do this later!).

  6. We recommend adding your survey end date at the survey level.

  7. Click Save. You are now back on the survey builder page.

  8. Click + add section to create a new section. You can reorganize section tabs by dragging and dropping the tabs!

  9. Enter section Title under the Configuration portlet on the right side of the screen and click Save.

  10. Go to the Toolbox located on the left side of the screen to create questions. Or click on Library and use questions in the content library.

  11. You can configure your survey questions both at the template and survey level.

  12. After creating your questions, a pop-up may display: "Some of your questions are not tagged!" when navigating out from the Survey Builder.

  13. Click Yes to go back to your question(s) to add your tags or click No to leave the Survey Builder page.

The system automatically saves your work as you build the survey. You will never lose your work because your laptop shuts down unexpectedly or when you lose your internet connection!


Step 4.1. Access template library:

You can always create a survey from one of our templates in the template library and make modifications at the survey level.

  1. Click on Templates located in the left panel.

  2. List of templates from Retainify displays.


Step 4.2. Configure survey questions:

To configure a question:

  1. Click on a survey question you would like to configure.

  2. Configuration portlet displays on the right.

  3. You are now able to configure labels, alerts, make the question required, skippable, and configure visibility logic if applicable.

  4. You can configure your survey questions both at the template and survey level.


To configure visibility logic/question logic:

  1. Click on a new or existing Dropdown/Multiple Choice question.

  2. Click on Configure Visibility Logic.

  3. Click add logic.

  4. Select a response and select a question to associate with.

  5. Click Save.

You can always click X to remove the logic.


Step 4.3. Copy a template:

  1. Click on Templates located in the left panel.

  2. Search up the template you would like to copy from.

  3. Click on Copy Template under Actions.

  4. A copy of a template displays.

  5. You can now modify your template settings, or add/delete/configure your questions.


Step 4.4. Create a survey:

To create a survey from a template:

  1. Click on Templates located in the left panel.

  2. Search for the template that you would like to create a survey from and then click Create Survey under Actions.

  3. You are now in the Survey Builder.

  4. Go to Settings and scroll down to enter your survey End Date.

  5. Click Save. You are now back on the survey builder page.

To create a survey:

  1. Click on Surveys located in the left panel.

  2. Click on + New Survey.

  3. Survey Builder displays.

To add a new question at the survey level:

  1. Go to Toolbox portlet on the left side of the screen in the survey builder.

  2. Click on the question type you would like to add. The question type is populated on the section page.

  3. Click on the question. Configuration portlet displays on the right.

  4. Enter section Title under the Configuration portlet on the right side of the screen.

  5. Configure labels, alerts, make the question required, skippable, and configure visibility logic if applicable.

  6. Enter Tags.

  7. Click Save to save your configuration.


Step 4.5. Copy a survey:

  1. Click on Surveys located in the left panel.

  2. Search up the survey you would like to copy from.

  3. Click on Copy Survey under Actions.

  4. A copy of a survey displays.

  5. You can now modify your survey settings, or add/delete/configure your questions.


Step 4.6. Edit a live survey:

  1. Click on Surveys located in the left panel.

  2. Your list of surveys display.

  3. Locate the live survey you would like to edit.

  4. Click on the icon under Edit.

  5. Survey Builder displays.

  6. In Settings, you can update Email Subject, Email Body, and End Date.

  7. In Survey Builder, you can add a Text Blurb, and configure your survey questions.

We allow you to edit parts of your live survey that will not skew your data and results!


Step 4.7. Create a landing page:

  1. Go to Toolbox portlet on the left side of the screen in the survey builder.

  2. Click on Text Blurb. The text blurb is populated on the section page.

  3. Click on Empty Text Blurb, Configuration portlet displays on the right.

  4. Click on Configure Text. The Text Blurb pop-up displays.

  5. Enter content.

  6. Click Save when you are done with the configuration.


Step 5. Create a filter:

  1. Click on Filters located in the left panel.

  2. Filters display.

  3. Click on + New Filter.

  4. Enter a name for the filter in the Filter Name field.

  5. We recommend naming your filter the same as your schedule and survey.

  6. Filter survey participants using employee fields (e.g., Division is Sales, Gender is Female, etc.).

  7. Go to Status.

  8. Select Active.

  9. Click Save.

Step 5.1. Create a date-driven filter:

A use case for a date-driven filter - you want to schedule a new hire survey to new hires 90 days from the employee's hire date but don't send this survey if passed 7 days from hire date:

  1. Follow steps 1 to 4 from above.

  2. Go to Hire Date.

  3. Click on the Rolling Date button.

  4. 2 empty fields display.

  5. Enter At least 90 days ago and no later than 97 (30 + additional 7 days) days ago.

  6. Click Save.


Step 5.2. Create a schedule:

  1. Click on Schedules located in the left panel.

  2. Schedules display.

  3. Click on + New Schedule.

  4. Enter a name for the schedule in the Name field.

  5. We recommend naming your schedule the same as your filter and survey.

  6. Click on the Survey radio button.

  7. Select the survey you would like to schedule in the survey dropdown menu.

  8. Select a filter in the filter dropdown menu.

  9. Enter a Start Date and End Date for the schedule. These dates indicate how long the schedule is active.

  10. We recommend scheduling your new hire surveys 2 years out.

  11. Enter an Interval (numerical value only) and Interval Unit (Days, Months, Years). Interval and Interval Unit determine the frequency the schedule runs.

  12. We recommend running your new hire schedule every day.

  13. Check the Reminder Emails box if you would like to schedule reminders for the survey.

  14. Complete Email Subject and Email Body fields.

  15. Enter an Interval (numerical value only) and Interval Unit (Days, Months, Years). Interval and Interval Unit determine the frequency of the reminder emails being scheduled to send to employees.

  16. Enter a Reminder Limit (numerical value only). The Reminder Limit determines the number of reminders employees receive.

  17. We recommend scheduling your reminder emails every 2 days and stopping at a reminder limit of 4.

  18. Click Save.

To deactivate the schedule, click Delete.


Just like that, your new hire survey is complete and ready to go. You can now send out the new hire survey to your new hires. It’s always a good idea to regularly survey new hires to get honest feedback about their experience. Their feedback will help employers continuously improve the new hire experience by addressing gaps in the hiring process. If you have any questions, please feel free to reach us at hello@retainify.com.

Sources:

Carucci, R. (2018, December 03). To Retain New Hires, Spend More Time Onboarding Them. Retrieved February 10, 2022, from https://hbr.org/2018/12/to-retain-new-hires-spend-more-time-onboarding-them

Kurter, H. L. (2018, December 03). 10 Simple Ways To Improve Onboarding For Increased Retention. Retrieved February 10, 2022, from https://www.forbes.com/sites/heidilynnekurter/2018/12/03/10-simple-ways-to-improve-onboarding-for-increased-retention/?sh=5cc6a1b14b35

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