Concept: Receiving Rule Based Questions
Context
Rule-based questions ensure that the right questions are asked at the right time and are relevant to the employee. The timing of these questions depends on weekly survey rounds, which evaluate and apply these rules to your entire employee population.
To ensure timeliness and relevance, employees receive rule-based questions within 6 days of becoming eligible. The grace period ensures they are included in the survey round that starts after they become eligible, and only in a single round. The grace period is fixed and cannot be changed.
If there's no questions for a specific employee, no survey will be sent for that employee.
Onboarding Scenarios
Employee | Survey Configuration | Question and Rule Application | Outcome | Next Survey Round |
|---|---|---|---|---|
Emma joined Kinetar Company on the 4th of March. | Weekly survey schedule every Monday with all Onboarding questions active. Round Start Dates each week: 1st, 8th, 15th and 22nd of March. | Orientation and Alignment Onboarding drivers asked 2 weeks after hiring . | Emma does not receive the questions for the first 3 weeks. Emma meets the criteria to receive the questions on week 3, however it’s mid survey round, so she doesn’t receive the survey. | Week 4 (Round Start Date: 22nd): The 7-day grace period is triggered the previous week when she became eligible (18th) and allows her to receive the questions. Emma has been with the company for 18 days, meeting the 2-week rule. Emma also only receives the Orientation and Alignment questions, as are tailored to her experience. |
Tom joined Kinetar Company on the 16th of March, and his Hire Date backdated to the 1st March. | Weekly survey schedule every Monday. Survey RoundDates each week: 1st, 8th, 15th, and 22nd. | Orientation and Alignment Onboarding questions with the rule set as 2 weeks after hiring . | For the first 3 weeks, Tom does not receive the questions. | Week 4 (Round Start Date: 22nd): Tom will not receive Orientation and Alignment questions as he has missed the grace period for the rules and he no longer meets the rule criteria. |
Exit Scenarios
Employee | Survey Configuration | Question and Rule Application | Outcome | Next Survey Round |
|---|---|---|---|---|
Ana is leaving Kinetar and her Termination Date is set for the 26th of March. | Weekly survey schedule every Monday. Survey Round Start Dates: 1st, 8th, 15th, and 22nd of March. | All Exit questions with the rule set as 2 weeks before termination. | Ana does not receive questions for the first 2 weeks of March. On the 12th, she qualifies for the rule, but it’s mid-survey round, so nothing happens. The grace period starts. | Week 3 (Round Start Date: 15th): Ana is 11 days before termination, meeting the 2-week rule. She receives the Exit questions in this round. |
Elisa left Kinetar Company on the 10th of June. | A weekly Left survey schedule is active, set to run every Monday with Exit questions only. Round Start Dates each week: 3rd, 10th, 17th, and 24th of June. Exit question rules are configured to trigger 2 weeks after the Termination Date. Elisa’s personal email address is available through the HRIS sync. | All Exit questions. The Exit survey is scheduled to be sent on the 24th of June (2 weeks after Elisa’s departure). However, the trigger date (24th) does not align with the current survey round starting on the 17th. Because of this, Elisa doesn’t receive the survey during the 17th of June round. Instead, the system applies the grace period, carrying the eligibility into the next round (24th). | On the survey round starting 24th of June, Elisa receives the Exit questions to her personal email address. The survey focuses only on the Exit question set, ensuring questions are relevant to her Exit experience. | Elisa will not be included in future rounds |
Louis is leaving Kinetar Company and his Termination Date is set for the 20th of July. | Weekly Left survey schedule every Monday with Exit questions only. Round Start Dates: 8th, 15th, 22nd, and 29th of July. Exit question rules: 2 weeks before termination and 3 days after termination. Louis’s personal email address has been provided. | On the 6th of July, Louis qualifies for the “2 weeks before” rule. Week 2 (Round Start Date: 8th): Louis is added to this round and receives the Exit questions before leaving. Week 4 (Round Start Date: 29th): Louis qualifies on the 23rd for the “3 days after” rule, but it’s mid round, so nothing happens. He is added to the subsequent round and receives the after-termination Exit questions. | Louis receives different questions both before and after leaving, ensuring coverage at both points. | Louis will not be included in future rounds. |
James gives notice on Friday, September 12th. His manager enters the Termination Date on Monday, September 15th. His last day is set as September 26th. | Weekly survey schedule every Monday with Exit questions only. Round Start Dates: 1st, 8th, 15th, and 22nd of September. Rule set as 2 weeks before termination. | Because the manager delays entering the termination date, the system recognizes James’s eligibility only on the 15th. By then, he is 11 days from leaving, so he no longer meets the 2-week rule. | James does not receive an Exit survey before leaving. | James will not be included in future rounds. |
Recommendation
Exit surveys triggered 2 weeks before termination often miss U.S. employees because notice periods are usually shorter. Even when notice is 2 weeks, managers may enter the termination date late in Workday, which can still exclude employees from the survey.
To ensure coverage:
- Set rules for both before and after termination. This ensures you capture feedback even if employees leave quickly or miss the pre-exit window.
- Sync employee data regularly. The daily sync that updates future termination data runs once per day at around 4 a.m. CET, so frequent syncing reduces the risk of missing responses.