Manage a Team Survey campaign

Once a campaign is running, its persons in charge follow it from the Campaigns list and the campaign page. This page covers everything you can do on a launched campaign except reading answers, which is described in Read Team Survey results.

Before you start

• To open Team Survey › Campaigns, you need the Manager creator role or above.
• You see the campaigns you created, pilot or co-pilot. Admins see all campaigns; scoped admins see those created by people in their scope.
• A Manager who is a person in charge doesn't have the Campaigns menu: they reach their campaigns from Team Survey › My surveys › As person in charge, where they can read results but not manage the campaign.

The Campaigns list

Go to Team Survey › Campaigns. Two tabs are available:

In Current, search by title and filter by Start date, Participants total, Completion, Creator or Tags. The completion tag is red at 0 %, orange in between and green at 100 %.

Row menu in the Current tab

Click ... on a row:

• Edit deadline: pick a new deadline (dates in the past aren't allowed).
• Edit campaign tags: add or remove tags to organise campaigns.
• Manage co-pilots: add or remove co-pilots.
• Relaunch campaign: opens a new draft with the same settings and participants.
• Send email to participants: sends an invitation email to all participants (hidden when completion is 100 %).
• Delete campaign: moves the campaign to the deleted campaigns.

Export several campaigns

Tick campaigns (or none to export everything the list currently shows) and click the export icon (Export to .xlsx). See Export results.

The campaign page

Click a campaign in Current. The header shows its title, the Current tag (or Deleted) and its period. The page has three tabs: Overview, Participants and Answers.

The top bar has:

• The co-pilot icon (Co-pilot): opens Manage co-pilots.
• The export icon (Export to .xlsx).
• The More menu: Download the last export (when an export is ready), Edit deadline, Manage pilots, Delete campaign. If the last export failed, the menu says The last export did not finish.

Overview tab

The Progress report shows:

• The completion rate, the number of participants, Responses in progress and Responses submitted.
• A doughnut chart of submitted, in-progress and not-started sheets.
• Survey completion - Category: a bar chart that compares completion by employee attribute. Pick the attribute in the Field list (for example a department or location field).

Completion counts only sheets that are still part of the campaign: declined sheets are left out.

Participants tab

The table lists every participant with:

Filter by Completion to see, for example, only people who haven't started. Searching by name isn't available on anonymized campaigns.

The toolbar above the table offers:

• Add participant: opens Add a participant. Choose the person in Who should answer the survey? and click Add. They get a sheet on the same questionnaire. No email is sent automatically: invite them from their row.
• Send notifications: choose Send invitation email or Send reminder email. It applies to the ticked participants, or to everyone listed (with your search and filters) if nobody is ticked. The confirmation window says how many people will receive it.
• Delete (shown when participants are ticked): removes them from the campaign after confirmation.

Each row has a ... menu:

Answers tab

Shows the results question by question, exactly as on the results page. See Read Team Survey results.

Pilots and co-pilots

Both run the campaign and have the same access to it.

• Manage pilots (in More) lists the persons in charge chosen in the wizard. Search a person to add them, or click Remove. Only manager creators and above can be added here (the wizard's Person in charge list also offers managers).
• Manage co-pilots (co-pilot icon, or Manage co-pilots in the Campaigns list) works the same way. Co-pilots are picked among manager creators and above.

When a campaign is relaunched, its pilots are copied to the new draft; co-pilots aren't.

Change the deadline

Use Edit deadline in the More menu or in the Campaigns list, pick a date and confirm. Only the deadline of a running campaign can be changed; its start date can't. The deadline is shown to participants and in emails, and a survey stops appearing in their home page Next up! section after it.

Delete, restore and permanently delete

1. Click Delete campaign (in More or in the Campaigns list) and confirm in Delete the campaign ?. Deleted campaigns are stored for 30 days, then permanently deleted.
2. While deleted, the campaign is read-only: participants see "This survey belongs to a deleted campaign. No actions are allowed." and can't answer.
3. To get it back, go to Team Survey › Campaigns, open the ... menu at the top and click View deleted campaigns. Restore it, or delete it permanently. You can also open the deleted campaign and use Restore or Delete permanently in its top bar.

Permanent deletion removes the campaign, its sheets and its answers. It can't be undone.

Common questions

A participant says they didn't receive the invitation.

Invitations are sent only if you chose Yes, send emails at launch or sent them later. Participants added after launch are never invited automatically. Open Participants, find the person and click Send invitation email in their row. Also ask them to check their spam folder and their notifications in OpenAleph.

Can I see who hasn't answered on an anonymous campaign?

The Answers column still shows each sheet's status, but without names. You can send reminders to everyone who hasn't submitted without knowing who they are.

A participant submitted by mistake. Can they change their answers?

Yes, if you reopen their sheet: ... then Reopen this survey. They must submit again afterwards.

What's the difference between declining and being removed?

A participant declines themselves from My surveys; their sheet becomes Disabled and stays in the list so you can Put back on the campaign. Remove from campaign is done by a person in charge and deletes the sheet.

I'm a person in charge but I can't send reminders.

Managing a campaign needs the Manager creator role or above. With the Manager role, you can read results from My surveys › As person in charge only. Ask the campaign creator or an admin.