The Engagement Assessment is an important part of the Emplify journey as you gather data and feedback from your employees. Account Owners are able to control all aspects of the process so it best aligns with your organization.

Use this guide to make sure your assessment week goes great:

Schedule the assessment

(Available to Account Owner)

Subsequent Assessments

When your current engagement assessment closes, we will auto schedule your next engagement assessment based on the preferred cadence for your organization. Assessments that are auto scheduled will be indicated on the timeline.

The Account Owner and Organization Admins will get a reminder about the scheduled assessment thirty days before the start date. You can use the auto scheduled date or reschedule to a date that works best for your organization.

The Account Owner and Organization Admins can update the preferred cadence for the organization by going to Settings > Assessment Settings. Click on the Organization Details section and update the Cycle Duration. You can choose to run an engagement assessment every 90, 120, or 180 days.

First Assessment

If this is your first engagement assessment, you can schedule the assessment from the Journey timeline in the People Insights Dashboard. From the timeline, go to the next engagement cycle for your organization. Look for the Engagement Assessment and click the Schedule button.

First, select the start date and time for the assessment. Once you have selected the start date, click SUBMIT.

Next, review the reminder schedule for the assessment. You can add more reminders, remove reminders, or change the date and time when the reminders are sent. Keep in mind that adding or changing reminder dates may impact the assessment end date. If you do make changes to the schedule, make sure to click the Confirm Changes button to save.

You can also review the Notification Type for the assessment. This will determine how the assessment reminders will be sent. You can choose Email, SMS, or both types of notifications.

Update the participant list

(Available to Account Owner and Organization Admins)

Now that the assessment is scheduled, review the employee data that will be included in the participant list. At the top of the assessment scheduling page, you can see the current count of employees that will be included in the assessment. To update the employee list, click on the Manage Employees button or go to Settings > Employees.

You can make one-off changes to employees and the groups they are included in from the Employees section. If you have a lot of changes to make, you can import a spreadsheet to make bulk changes. Learn more about managing employee data here.

Review organization and assessment settings

(Available to Account Owner and Organization Admins)

The Assessment Settings allow you to control the display name, organization notifications, and survey terminology for the engagement assessment. To review or update these settings, go to Settings > Assessment Settings.

  • Display Name - The display name is the way the organization name will display to employees in the engagement assessment. If there is an abbreviation or name that is more familiar to employees, that name can be used. If the display name is not set, we will use the account name (shown at the top of the Assessment Settings screen).

  • Cycle Duration - The cycle duration determines how often an engagement assessment will be auto scheduled for your organization. You can choose to run an engagement assessment every 90, 120, or 180 days. Update this setting before your current engagement assessment closes so it can be applied to the next engagement assessment that is auto scheduled.

  • Default Message Type - The default message type is what we will use to set the notification type for any new assessments that are added to the Journey timeline. You can select to send assessment messages to employees via Email, SMS, or both. You can also change this setting for an individual assessment by editing that assessment from the timeline.

  • Organization Notifications - Once the assessment has closed, we send notification emails to the account owner and organization admins. We are also able to send these to users with the Leader role in the system. For the Leader role, we send the results ready email one week after the assessment ends so the account owner and organization admins have time to review results. If you would like users with the Leader role to receive this email one week after the assessment end date, make sure this setting is set to Yes. If you prefer them to not receive a notification, this setting can be set to No.

  • Survey Terminology - We allow substitutions for specific words in the engagement assessment. This allows these words to be updated to reflect the term that is most familiar to employees and reflects your organization. You can review the words that are available for substitution, select a substitution, and see which statements in the assessment will be updated.

Additionally, you can select an Industry to benchmark your Engagement Score against. To select an Industry Benchmark, go to Settings > Organization Details and select your preferred industry from the dropdown.

Confirm your participant list and launch date

(Available to Account Owner)

We won't send a scheduled assessment at the start time unless that assessment has been confirmed. Confirming an assessment allows you to review that it will send on the correct date and that the participant list is accurate. Once you have scheduled your assessment, updated the participant list, and reviewed the assessment settings, make sure to click the Confirm Participants button. You can access this by clicking on the Engagement Assessment from the Journey Timeline.

Confirming the assessment means that it has been approved and will send at the scheduled start date and time.

Whitelist emails

Before the assessment sends, make sure to whitelist Emplify email addresses so the assessment emails can reach employees. Use this guide to make sure everything is set up correctly.

You can check that your whitelisting is set up correctly by clicking Send Test Message button from the Assessment Schedule. You can select a People Insights user and send a test message to verify that emails from Emplify are being received.

Communicate to employees

Before the assessment begins, make sure to announce it to employees. This is an opportunity to explain what to expect, why the organization is doing it, and to encourage them to participate. When the assessment is announced ahead of time, we see much higher participation rates. To help you plan your communications, we have email and poster templates that you can use.

Monitor response rate

(Available to Account Owner and Organization Admins)

Once the assessment starts, you can check the live response rate. To view the response rate, go to Settings > Structure. You can see the response rate for the entire organization and monitor the response rate for groups.

Keep employee data updated

(Available to Account Owner and Organization Admins)

As the assessment runs, you can add, remove, or update employees so the participant list is accurate and current. Learn more about updating employee data during the assessment.

Check the bounce report

(Available to Account Owner and Organization Admins)

Once your assessment reminders have been sent, you can go to the assessment page from the Engagement Journey to check for any bounces. Go to the Assessment Notifications section on the page. If there are errors to review, you notice a red warning icon.

Expand the card and click the Download Errors button to download a report of what emails or phone numbers had issues.

Update Assessment Schedule

(Available to Account Owner)

While the assessment is open, you can update the date and time for any future reminders, add reminders, remove reminders, or adjust the end date for the assessment. To make updates to the assessment schedule, click View Details for the assessment from the Engagement Journey.

Go to the Assessment Schedule section and click to expand. You can make changes to any reminders that have not been sent by clicking into the field for that reminder.

To add or remove reminders, click the buttons below the Final Reminder.

Schedule your Results Briefings

(Available to Account Owner)

While your assessment is open, you can begin to schedule your Results Briefings with your People Insights Consultant. The briefings that are available to your organization are listed within the Engagement Cycle on the Journey Timeline.

Go to the Cycle that contains your current Engagement Assessment. Click the Schedule button for the Briefing events in that cycle. This will allow you to select a time to meet with your consultant. To allow your consultant time to analyze the assessment results, select a date that is at least three days past the end of your assessment. Learn more about scheduling briefings here.

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