Alternative ways to answer a survey

For employees who do not have the possibility to receive links to the surveys personally (e.g. via e-mail or SMS), nor can access the survey via Single-Sign-On (SSO), there are a number of alternative solutions described below.

Participation via another user’s logged-in device

It is possible to assign users permission to initiate a survey for another user from their own Populum account. Such access can either be assigned to specific users (who are then authorized to initiate surveys for users within a certain part of the organization) and / or to all managers (who are then given the possibility to initiate surveys for all employees within their organization (i.e. all employees under them in the organizational structure).

For users assigned this permission, the steps to initiate a survey for another user (provided there is an ongoing survey) are as follows:

1. Log in to Populum
2. Navigate to the user who will answer the survey by searching for the user (name or email address) in the organizational structure. You can also search for the user’s manager.
3. Click the “Respond here” button next to the user’s name (see image below). Note that for users who have already answered the ongoing survey, the button is not available.
4. Hand the device over to the employee and have them answer the survey. When he / she has submitted his / her answers, they are registered and stored securely and anonymously (with no possibility for anyone else to access the answers).
5. Repeat steps 2-4 for all employees who are to answer the survey in this way.

Please note that the user with the extended permission cannot see the answers submitted by other users. As soon as the answers are submitted, no one can access them anymore.

Participation via QR code

It is also possible for users with the necessary permission to generate personal QR response codes for other users, which can be used for employees to access their survey on any device (e.g. their personal phone). This permission can either be assigned to specific users (who then get permission to generate QR codes for users within a certain part of the organization) and / or to all managers (who then get the opportunity to generate QR codes for all employees within their organization (i.e. all employees below them in the organizational structure).

For users assigned this permission, the steps to generate a QR code for another user (provided there is an ongoing survey) are as follows:

1. Log in to Populum
2. Navigate to the user who will answer the survey by searching for the user (name or email address) in the organizational structure. You can also search for the user’s manager.
3. Click on the “Respond via QR” button next to the user’s name (see picture). Note that for users who have already answered the current survey, the button is not available.
4. Show the QR code to the user who is to answer the survey, and have them scan the QR code with the camera application on their own phone. Most newer mobile phones have a built-in QR reader in the camera application, but if the user is unable to read the QR code, they can instead manually enter the URL displayed below the QR code.
5. The employee can now answer the survey on their own device (as long as the web page is open, this can be done later, as long as it is done before the survey closes). When he / she has submitted his / her answers, they are registered and stored securely and anonymously (with no possibility for anyone else to see the answers).
6. Repeat steps 2-4 for all employees who are to answer the survey in this way.

Please note that the user with the extended permission cannot see the answers submitted by other users. As soon as the answers are submitted, no one can access them anymore. It is also no longer possible to use the same QR code once the answers have been submitted.

Generate QR codes for a team or entire organization

In addition to generating QR codes for 1 user at a time (as described above), it is also possible to generate personal QR codes for the team or the entire organization under a specific manager. To do this, follow the steps below:

1. Navigate to the manager in question
2. Click on the “QR answer codes” button (see image below) and select:
   • “Generate QR codes for the team” – if you only wish to generate QR codes for the employees who report directly to the manager.
   • “Generate QR codes for the organization” – if you wish to generate QR codes for the entire organization below the manager (regardless of level). If the manager only has direct reporting employees, this option is not available.
3. You can now choose to e.g. print the QR codes (e.g. in PDF or on paper depending on how they are to be distributed).
4. When the employees have received their QR codes, they answer the survey in the same way as described in steps 4-5 in the previous section above.

Please note that:

• All QR response codes are unique for each survey occasion, so the same QR response code cannot be used at next occasion.
• All QR response codes are unique per user, and the user’s name is always clearly indicated next to the QR code.
• All QR response codes can only be used to answer the survey 1 time. Once the responses are submitted, the QR code is expired, and no one can access the submitted survey responses.

How do I obtain the necessary permissions?

The ability to initiate a survey for another user and / or generate QR codes is a specific permission that can only be assigned by people with the right to administer permissions within your organization. If you believe that you should have such permission for a certain part of the organization, please contact HR or us at [email protected].