Set up an employee lifecycle feedback form

Employee lifecycle feedback in Surveys is a tool for collecting team and individual insights. It allows you to track your employees’ lifecycle by capturing important feedback at every stage of their employment lifecycle. Use this type of survey to collect named feedback following career milestones and events, such as:

  • 30 days after their start date
  • 1st anniversary upon their start date
  • Post-probation upon return to work
  • Post-training upon completion of learning and development
  • Exit survey upon leaving the company

How to create an employee lifecycle feedback form

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  1. From the left menu, select Talent > Surveys > Employee lifecycle feedback.
  2. Select the Forms tab.
  3. Click + Create New Form.

    Note: To edit an existing form, click the three-dot menu to the right of the form, then select Edit form. To duplicate an existing form, click the three-dot menu to the right of the form, then select Duplicate & Edit and enter a new name for the form to continue. Click the three-dot menu to the right of the form, then select Delete to delete the form permanently.

  4. Click the settings icon to enter a name for your feedback form, then click Save Changes.

    Note: You can select Display numbering to display question numbers for each question in the survey.

  5. Edit the category name.

    Note: You must have at least one category.

  6. Write measurable questions.
  7. Mark the checkbox for Mandatory question to ensure it is answered, Add title to add context for the question, and Add tip to add more information on how the participant can answer the question.
  8. Select the type of answer: Scale using numbered descriptions as answer choices, Select using chosen word options as answer choices, or Free text using the participant’s written response as the answer choice.
  9. If you select Scale, select the scale type from the dropdown menu or click the settings icon and click + Add a new scale to create a scale. Mark the checkbox Allow to add a comment to collect written feedback with the question.
  10. If you select Select, write the answer options. Press Enter after each answer option. Mark the checkbox Allow to select more than one to collect multiple answer choices and Allow to add a comment to collect written feedback with the question.
  11. Click the + icon to add a new category and a new question. Add categories and questions as needed.
  12. Click Save, then click Done.
    Your form is now saved as a draft.

How to activate a form

Activate a form before sending it to people with a feedback request email.

  1. From the left menu, select Talent > Surveys > Employee lifecycle feedback.
  2. Select the Forms tab.
  3. Click the three-dot menu to the right of the form, then select Activate.
  4. Fill in the message subject and message, then select which people the feedback answers will be sent to.

    Tip: There is no due date or deadline for forms, so add a line with the form completion deadline to ensure feedback form responses can turn into actionable feedback.

  5. Click Activate.

Note: Once a feedback form is activated, it will no longer be possible to edit it. If you need to change an activated form, you can duplicate and edit the form.

Tip: Not ready to activate the form? Click Edit settings to enter the feedback request details, then click Save. Activate the form when you are prepared to request feedback.

How to request feedback from people

  1. From the left menu, select Talent > Surveys > Employee lifecycle feedback.
  2. Select the Forms tab.
  3. Click the three-dot menu to the right of the form you want to send, then select Request feedback.
  4. From the dropdown menus, select who the form will be sent to, then click Apply and select from who the form will be sent.
  5. If you wish, enter a different message subject and message, then click Send.
    Employees will receive an email with a link to the form. When they submit their feedback, a notification will be sent to the recipient you choose when creating the feedback form.

Note: You can also send this form by requesting feedback from the People Directory or employee’s profile. From the left menu, select People > Directory. Mark the checkbox(es) to the left of the employee(s) you want to send the form to or select an employee to open their employee profile. From the Actions dropdown menu, select Request feedback, then select the form you want to send. 

Tip: You can use a lifecycle event as a trigger for a task list with an employee feedback task type to make it more automated. To learn more, see Set up an employee feedback task.

How to track people’s feedback progress

Once a feedback request has been sent, it will appear along with its status in the People view, which is available to Admins only or those granted permissions for this. Here you’ll see which requests are pending and which have been completed.

  1. From the left menu, select Talent > Surveys > Employee lifecycle feedback.
  2. Select the People tab.
  3. Click the three-dot menu to the right of the employee whose progress you want to track.

    Tip: Use the dropdown menus or the Search bar to filter for specific people, roles, statuses, forms, or dates to track their progress.

  4. Select Nudge to remind people to submit their feedback, or select Remove, then click Delete to remove the feedback request from the person.
    An email reminder will be sent when you select Nudge. The person will not be able to submit feedback if you select Remove.

View results of an employee lifecycle feedback form

  1. From the left menu, select Talent > Surveys > Employee lifecycle feedback.
  2. Select the Forms tab.
  3. Click the three-dot menu to the right of the form you want to view, then select Results.

    Tip: Use the Grouped by dropdown menu to filter results by criteria such as department or role.

  4. In the Participants tab of Results, you can view overall participation, including the proportion of participants and the total number of participants from the total number of feedback requests.
  5. In the Strengths and weaknesses tab of Results, you can view data analyses from scaled questions with the same values.

    Note: If no scaled questions were included in your form, you could instead view answer averages in Questions and Answers or participation rates in Participants.

  6. In the Questions and Answers tab, you can view the responses and response sums for each question.

    Tip: Click the download icon to the left of the Grouped by dropdown menu to download the feedback responses in a .xlsx file.

How to set up permissions for employee lifecycle feedback forms

Permissions are required to create, edit and view Employee Lifecycle Feedback. We get you started with default permissions, but you can control and change these according to your needs.

  1. From the left menu, select Settings > Roles and Permissions.
  2. Click Manage Group for the group you would like to manage feedback permissions, such as All employees, Admins, or Managers.

    Tip: If you would like a different permission group than you already have, you can create one. To learn more, see Create a custom permission group.

  3. In the Manage Permissions section, select the Other Employees tab.
  4. Select Feedback > Employee lifecycle feedback.
  5. Enable or disable View employees’ feedback and Request feedback from employees.

    Tip: View employees’ feedback is best suited for all employee types, while Request feedback from employees is best suited for Managers and Admins.

  6. In the Manage Permissions section, select the Company tab.
  7. Select Feedback > Employee lifecycle feedback.
  8. Enable or disable Create, update and edit feedback forms.

    Tip: This is best suited for Admins and Managers.

  9. Click Save changes, then click Apply.