Organisations come in all different shapes and sizes and when designing our survey distribution methods we wanted to create an offering that reflected this. 

Types of links

Before we get into the methods of distributing a survey, we need to let you know about the two types of survey links we use at The Happiness Index:

Personalised link

Sending a personalised link means we know who an individual is when they use that link and they are taken directly into the survey. Because the platform knows who they are, their responses are linked with all of the data and filters which are attached to their profile e.g. department, length of service.

The personalised link approach requires organisations to upload their employee data prior to sending out their survey. Below is a list of pros and cons of using this approach:

Pros

• As the employee receives a unique link there is no need for them to enter any personal details.
• This means the organisation controls the data which is input into the platform and can ensure its accuracy.
• Using a unique link means employees are taken directly into the survey and therefore receive a streamlined survey experience.

Cons

• Using a unique link requires an upload of an organisation’s people data and therefore organisations will need to prepare, transform, check the accuracy of data and upload it.
• As a result of the steps required above the unique link approach is slower than using a generic link.
• It’s often more complex to circulate a unique link to those employees who do not have an organisational email address.

For information regarding responses and anonymity, refer to this article: How anonymity works in our Platform

Generic link

Sending a generic link means we don’t know who an individual is when they use that link, and they have to give us a bit of information before they can start the survey. Firstly we need them to enter a unique identifier - it can be name and email, or a random ID (this is chosen on survey set up). The system can also do this step for you by assigning a random ID when the link is used. Secondly we need them to enter any required filter data e.g. department, length of service. 

Typically we will use a person’s email address for this identification, however the system allows for the use of other IDs (such as an employee ID) in instances where an email address is not viable - such as in the case of employees who do not have an organisational email. Random IDs can also be assigned if no other unique identifier is available within the organisation for respondents to use.

The generic link does not require platform users to upload their employee data before sending out their survey. There are several pros and cons of this approach:

Pros

• There is no need to prepare and transform employee data for an upload.
• The pre survey process is simplified which means organisations can get their surveys out quicker.
• If organisations have employees who do not have an email address it’s often easier to share a generic link.

Cons

• As the employee receives a generic link there is no way for the platform to know who is responding so the employee will need to enter some details so the platform can attach their responses to relevant filter information.
• As employees will be entering in their own details the organisation has no control over the accuracy of the data. 
• Again due to the employee having to enter their details prior to taking the survey this may impact the survey experience.

Ways of distributing surveys - Personalised link

Email

• Type of link: Personalised
• How it works: An employee receives an email invite to the survey. They click on the personalised link and are taken directly into the survey.
• Contact details required: Email
• Use case: For organisations that use organisation managed email addresses.

How to send a survey invite via email:

How to use the Template Library to manage email templates:

How to use the Survey Queue to manage automations:

SMS / Text message

• Type of link: Personalised
• How it works: An employee receives a text message invite to the survey . They click on the personalised link and are taken directly into the survey.
• Contact details required: Mobile phone number (note, ensure there are no spaces in the number)
• Use case: For organisations who do not use organisation managed email addresses but have access to their employee’s mobile phone numbers. 

How to send a survey invite via SMS:

Ways of distributing surveys - Generic link

WhatsApp

• Type of link: Generic
• How it works: The organisation sets up a distribution list on WhatsApp and sends a message containing the generic link. As a generic link is sent we need the employee to enter in their name and email address so we can link their responses to their profile within our platform.
• Contact details required: Mobile phone number
• Use case: This would be the same use case as sending invites via text message.

QR Code

• Type of link: Generic
• How it works: An organisation takes the generic link for a survey and creates a QR code. The QR code is circulated, normally via posters which are put up around their work spaces. An employee uses their smartphone to access the QR code and is taken to the survey. As the QR code contains a generic link the employee will need to enter their name and email address.
• Contact details required: None
• Use case: QR codes are typically used when an organisation doesn’t use organisation based email addresses and may not have access to their employee’s mobile phone numbers. This method tends to be used in industries such as retail, hospitality, etc.

Kiosk

• Type of link: Generic
• How it works: Organisations can put tablet(s) in popular areas of their workplace, e.g. kitchens, breakout rooms, water coolers, etc and employees can access the survey on the kiosk via the generic link.
• Contact details required: None
• Use case: Kiosks are often used when an organisation doesn’t have contact details for their employees and has communal work spaces. This will tend to be industries such as retail, hospitality, etc.