Learn to automatically add employees to onboarding and offboarding surveys. Gather the employee's feedback in a significant moment of their journey, while reducing manual work.

Main benefits

• Increased efficiency: Save time and reduce manual work.
• Timely feedback collection: Gather feedback in sync with important events such as when employees join or leave the company.
• Improved employee experience: Address the onboarding and offboarding experiences effectively, leading to higher employee satisfaction and engagement.

How the process Works

Setting up automated onboarding and offboarding surveys in Personio involves an integration between the Surveys and Workflows features:

1. First you create your survey in the Surveys section. You configure the addition of participants based on specific lifecycle events, such as hire dates (for onboarding surveys) or termination dates (for offboarding surveys).
2. Once you launch the survey, Personio re-directs you to the Workflows section to automate the addition of participant to the survey, again based on their hire or termination date. Learn more about accessing our Workflows feature.

Read a detailed description of these steps in the sections below.

1. Create an onboarding or offboarding survey

First, create your survey. Define the questions and configure the addition of participants based on hire or termination dates. Note that to access the relevant survey settings, you need edit access for custom workflows.

1. Go to Surveys. Click Add survey.
2. Under Questions, add your questions. Click Go to participants.
3. Select On lifecycle event.
4. Select the preferred trigger to add participants: after the hire date, for onboarding surveys, and before the termination date, for offboarding ones. Click Next.
5. Finish the configuration of the survey. Note that this type of survey is normally visible and does not close, so that participants can be added on a rolling basis, and results are transparent.
6. Click Launch.

You'll be redirected to the Workflow section in Personio, to set up the workflow to automatically add participants to the survey you just created.

2. Create the workflow to add participants automatically

After you launch the survey, you are redirected to a draft workflow. You need to finalize it and activate it, to automatically add participants to your survey:

1. The first step of the diagram is your activation criteria, as set during the survey configuration. Click it to edit it. Select the activation criteria and set the timeline.
2. Optional: under Rules, you can add activation rules for the workflow, for example activating it for one workplace or department only.
3. For offboarding surveys, you have a Request approval step. Click the step to select an approver to decide whether to send the survey or not.
4. Click the step in the diagram, Add participants to a survey.
5. Select the relevant survey. Click Update.
6. Click Save and activate.

The automation is now active. Participants will be added automatically to the selected survey.

Tip:
You can create this kind of workflow at any time, for open surveys. Go to Automations > Workflows > Create workflow. Then click the template Add participants to an onboarding survey, or Add participants to an offboarding survey.

Edit the onboarding or offboarding survey

After the survey is launched, you can still edit it:

1. Go to Surveys. Click the relevant survey.
2. Click the three dots icon on the top right. Select Edit survey.
3. Under Questions, you can edit the questions. Under Participants, add and remove participants.
4. Under Configuration, you can edit the collaborators and the closing date of the survey.
5. To change the workflow configuration: under Participants, click Go to workflows. Click the relevant workflow to edit it.

Troubleshooting