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Surveys

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Written by Lindsey Perez

Mastering Surveys on Symba 📝

Explore how to create and manage three different types of surveys on Symba to effectively gather feedback from various user groups at key stages of their program. Each survey type is tailored to capture specific insights that contribute to the continuous improvement of your program.

Surveys can be sent to participants, pre-participants, managers, and mentors. Only Admins have the ability to create and launch surveys.

Creating Surveys 🛠️

To access Surveys, click Surveys on the left menu. This will take you to the landing page for all of your surveys. Below are details about how to create each type of survey and a step-by-step guide on how to create them.

Midpoint Surveys

  • This type of survey is sent out one week before the participant’s program midpoint, and the completed by the participant and their assigned manager. The due date is the same as their program midpoint. The survey will not turn off after the due date.

  • The midpoint is calculated by the participants’ start and end date that is listed under “Manage Users.”

  • Participants and their managers will get a notification to complete the survey 7 days before the midpoint is due with reminders both within the Symba platform and via email. Admins can also manually send a reminder with a custom message at any time.

  • Participants and managers must be matched via “Manage Users” in order for the midpoint survey to be sent out to the correct users.

  • We strongly encourage you to set up surveys at the beginning if your program to ensure they are delivered on time

  • Managers can be assigned to multiple surveys of the same type if they are paired with multiple participants.

Create a Midpoint Survey:

  1. Click Surveys on the left menu.

  2. Click Create Surveys in the top right hand corner

  3. Select Midpoint Surveys and click continue.

  4. Select your survey recipients: participant, manager, or mentor. Then click continue.

  5. Name your survey. We strongly recommend that you provide a detailed name for your survey to include cohort details and dates so it’s easy to differentiate surveys as you scale.

  6. Click Continue. You will see a list of 26 template questions pop up. Survey questions can be asked in 5 different ways:

    1. Text (short answer)

    2. Linear scale (1-10)

    3. Single Answer Multiple Choice

    4. Multi-select Multiple Choice

    5. Star Rating (1-5)

  7. You can use the template questions or you can decide to edit the survey. Although you cannot edit the template questions, you can remove questions using the Delete button, or re-order your questions by using the dropdown numbers on the right corner of the question.

To add your own questions, click Add New Question at the top right of the survey.

Your new question will be added to the bottom of the survey. Your question will automatically be added as multiple choice, and you can update it to short answer or linear by clicking on the drop down arrow on the top left of the question.

Input the content for your question. Once you have input the content, click Save at the top right corner to save your survey. You can also build a survey and save it in drafts before you add users.

Once your survey looks ready to go, select Add Recipients at the top right corner. Search for recipients in the search bar by name, department, launchpad or midpoint date. Select the recipients who should receive the survey by using the check box feature next to their profile.

Note: Manager and mentor users will be grayed out and cannot be selected if they are not assigned to a participant. You can match the manager and participant in “Manage Users.”

Select Continue and then click Save on the top right corner to complete the survey creation. To head back to the Survey home page, go back or select Surveys on the left menu.

End of Program Surveys

  • End of Program surveys are sent out two weeks before the participant’s program end date, and completed by the participant and their assigned manager.

  • The end date is listed in “Manage Users” and you can update it in “Manage Users” if needed.

  • Participants and their managers will get a notification to complete the survey 7 days before the End Of Program survey is due with reminders. Admins can also manually send a reminder with a custom message at any time.

  • Please note that participants and managers must be matched via “Manage Users” in order for the midpoint survey to be sent out to the correct users.

  • We strongly encourage you to set this up at the beginning of your program to ensure surveys are delivered on time.

  • Managers can be assigned to multiple surveys of the same type if they are paired with multiple participants.

Create an End of Program Survey:

  1. Click Surveys on the left menu.

  2. Click Create Surveys in the top right corner.

  3. Select End of Program and click Continue.

  4. Select your survey recipients: participant, manager or mentor. Then click Continue.

  5. Name your survey. We strongly recommend that you provide a detailed name for your survey to include cohort details and dates so it’s each to differentiate surveys as you scale.

  6. Click Continue. You will see a list of 26 template questions pop up. Survey questions can be asked in 5 different ways:

    1. Text (short answer)

    2. Linear scale (1-10)

    3. Single Answer Multiple Choice

    4. Multi-select Multiple Choice

    5. Star Rating (1-5)

  7. You can use the template questions or you can decide to edit the survey. Although you cannot edit the template questions, you can remove questions using the Delete button, or re-order your questions by using the dropdown numbers on the right corner of the question.

  8. Select End of Program and click Continue.

  9. Select your survey recipients: participant, manager or mentor. Then click Continue.

  10. Name your survey. We strongly recommend that you provide a detailed name for your survey to include cohort details and dates so it’s each to differentiate surveys as you scale.

  11. Click Continue. You will see a list of 26 template questions pop up. Survey questions can be asked in 5 different ways:

    1. Text (short answer)

    2. Linear scale (1-10)

    3. Single Answer Multiple Choice

    4. Multi-select Multiple Choice

    5. Star Rating (1-5)

  12. You can use the template questions or you can decide to edit the survey. Although you cannot edit the template questions, you can remove questions using the Delete button, or re-order your questions by using the dropdown numbers on the right corner of the question.

To add your own questions, click Add New Question at the top right of the survey.

Your new question will be added to the bottom of the survey. Your question will automatically be added as multiple choice, and you can update it to short answer or linear by clicking on the drop down arrow on the top left of the question.

Input the content for your question. Once you have input the content, click Save at the top right corner to save your survey. You can also build a survey and save it in drafts before you add users.

Once your survey looks ready to go, select Add Recipients at the top right corner. Search for recipients in the search bar by name, department, launchpad or end of program date. Select the recipients who should receive the survey by using the check box feature next to their profile.

Note: Manager and mentor users will be grayed out and cannot be selected if they are not assigned to a participant. You can match the manager and participant in “Manage Users.”

Select Continue and then click Save on the top right corner to complete the survey creation. To head back to the Survey home page, go back or select Surveys on the left menu.

Custom Surveys

  • Custom surveys start with a blank slate. Admins can add in any questions they would like to custom surveys.

  • Custom surveys can be sent to alumni, pre-participants, participants, and managers.

  • Custom surveys have one due date assigned by the manager.

  • You can keep assigning recipients to the same custom survey.

  • Admin can assign a custom survey to the batch of users to either send now, or selecting a future date.

    • On that future date, the assigned recipients will receive a notification indicating they have a survey to take. The notification will arrive on the “send date” selected by the Admin

  • Different user types can be assigned to the same custom survey.

Creating a Custom Survey:

  1. Click Surveys on the left menu.

  2. Click Create Surveys in the top right corner.

  3. Select Custom and click Continue.

  4. Name your survey. We strongly recommend that you provide a detailed name for your survey to include cohort details and dates so it’s each to differentiate surveys as you scale.

  5. Enter your survey due date. Note: You can edit this date later.

  6. Click Continue. Survey questions can be asked in 5 different ways:

    1. Text (short answer)

    2. Linear scale (1-10)

    3. Single Answer Multiple Choice

    4. Multi-select Multiple Choice

    5. Star Rating (1-5)

  7. After you’ve added your questions, you can edit the survey. You can also remove questions using the Delete button, or re-order your questions by using the dropdown numbers on the right corner of the question.

  8. Once your survey looks ready to go, select Add Recipients at the top right corner. Search for recipients in the search bar by name, department, launchpad or midpoint/end of program date. Select the recipients who should receive the survey by using the check box feature next to their profile.

Note: Manager and mentor users will be grayed out and cannot be selected if they are not assigned to a participant. You can match the manager and participant in “Manage Users.”

Select Continue and then click Save on the top right corner to complete the survey creation. To head back to the Survey home page, go back or select Surveys on the left menu.

Editing Surveys

If you need to edit a survey, click Surveys in the left navigation bar. Find the survey you’d like to edit, and click the three dots on the top right of the survey tile. Select Edit.

Survey Tips

  • You can easily monitor and track your survey’s progress at any point by clicking on the specific survey tile within the Surveys home page. After selecting the survey, you’ll see a grid on the bottom that indicates a “Status” which shows whether the survey is completed or not.

  • If you are viewing a manager survey, you can easily see if the manager has multiple participant surveys and the status of each one by clicking on the drop down arrow under “Users.”

    • Once on this page, you can also send reminders to users to complete the survey via SMS, email or via the Symba platform with a custom message.

  • You may add additional users and utilize the search bar if needed.

  • To remove participants from a survey, click the three dots on the far right side of a user’s profile picture.

  • Once you have received responses to your survey, you can bulk download the results as a CSV by clicking the Download Results button on the top right corner. By clicking into each individual response, you can also download a single result into the CSV.

  • If you need to make changes to a survey after you have already received responses, create a new survey and click on the survey tile’s the 3 dots to make a copy.

  • Surveys do not shut off after the due date. The due date is merely an indicator for when a survey is due.

Questions? We're always happy to help! Reach out to us at support@symba.io anytime or by using the chat widget found within your Symba account.

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