Workleap Officevibe supports a quarterly survey cadence, with a structured engagement cycle that aligns with quarterly business reviews and planning rhythms.
Who can use Quarterly Engagement Surveys
Executives: Configure the quarterly cadence, manage the question bank, set survey duration, and view all reports.
Administrators: Configure the quarterly cadence, survey schedule, and question counts in the Pulse Survey settings.
Team Managers: Access engagement reports and trend data under the quarterly cadence.
Employees: Receive surveys once per quarter and complete them at their own pace within the open window.
How to set up a quarterly cadence
Log in to Workleap and open Officevibe.
Go to Officevibe Settings, then select Surveys.
Turn on Enable Pulse Survey, then select View advanced settings if the section is closed.
Under Survey frequency, select Quarterly. The list describes this option as “Ask 30 questions per survey.” Treat that as a guide only: no number is preset, and you enter the actual numbers under Number of questions sent per quarter.
Under Start week of, select a date in the week you want your first survey to open. The earliest start is next week. Employees receive the survey on their preferred survey day.
Under Keep each survey open for, choose 2 weeks, 3 weeks, or 4 weeks. The default is 2 weeks. Surveys always close at the end of the final Friday of the window.
Under Number of questions sent per quarter, enter the number of Officevibe questions and Custom questions. Both fields start at 0, and the total must be at least 1 before you can select Update. We recommend a total of 20–30 questions. A warning appears if the total is below 5.
Select Update.
Note: The number of Officevibe questions cannot exceed your active Officevibe questions, and the number of custom questions cannot exceed your active custom questions. If it does, an inline error appears and you cannot save until you correct it. |
How to edit upcoming survey dates
You can move each upcoming survey up to 2 weeks earlier or later than its original date. Each survey moves on its own, and your other upcoming surveys keep their dates.
Changes will not apply to the currently active cycle, only to upcoming ones.
In Officevibe Settings, go to Surveys, then select View advanced settings.
Under Upcoming surveys, find the survey you want to move. Officevibe shows the next 3 upcoming surveys.
Select Reschedule, then select a new date within 2 weeks of the original date. Weekends are not available.
Select Update.
How to manage questions
Workleap Officevibe gives you control over how many questions employees receive each quarter and which questions are active in your bank.
Set your question count
You choose how many questions each employee receives per quarter. The total is the number of Officevibe questions plus the number of Custom questions. Follow-up questions are not counted.
To adjust:
Go to Officevibe Settings, then select Surveys.
Under Number of questions sent per quarter, enter a number in Officevibe questions and in Custom questions.
Select Update.
The recommended range is 20–30 questions in total. A warning appears if the total is below 5. You can still save, but staying in range keeps surveys focused and participation high.
Add custom text questions
You can include multiple custom questions in a quarterly survey. Set how many under Custom questions. Active custom questions are always included first.
Deactivate questions
Only Executives can deactivate questions. Select Manage questions in the Pulse Survey settings, then deactivate the questions you do not want to ask. You must keep at least as many active Officevibe questions as the number you send each quarter. Two things to keep in mind:
If the number of Officevibe questions you send equals your active Officevibe questions, all employees receive the same questions (order is randomized per employee).
If it is lower than your active Officevibe questions, Officevibe distributes questions across employees automatically using the existing rotation algorithm.
Tip: Officevibe blocks you from deactivating a question if fewer active questions than the number you send each quarter would remain. If that happens, lower Officevibe questions first, then deactivate the question. If you want every employee to answer the same questions each quarter, set Officevibe questions to match your active Officevibe questions exactly. |
How participation is calculated
For quarterly surveys, participation reflects who took part in the current survey cycle.
Participation rate = members who answered or skipped at least one question in the current cycle ÷ members who received that survey
Active = answered or skipped at least one question since the current survey opened
Inactive = no interaction with the current survey yet
Participation stats only reflect responses collected before the survey closes.
The Send Reminder action is disabled after the survey closes.
Note: Newly added members count as inactive until they answer their first question. Being invited, accepting the invitation or receiving a license does not count as participation.
Note: Activity from a previous survey cycle, or from a weekly or monthly cadence before you switched, does not carry over. Participation starts fresh with each quarterly survey.
Tip: While a survey is open, trend charts flag the latest participation point as "results not yet final". The value updates as responses come in and becomes final when the survey closes.
Note: Participation for cycles completed before October 2026 was calculated with a previous rule based on a 120-day activity window. Contact support if you would like those values recalculated.
What you can see in reports
All existing Pulse reports are available for quarterly surveys: Pulse Survey, Question, eNPS, Metrics, Feedback, and Pulse Overview reports. Your historical Pulse data is preserved when you switch cadences.
Cadence-change annotation
When your organization switches from a continuous Pulse cadence to quarterly, a visible marker appears on trend charts at the point of transition. This helps you interpret any data shifts correctly.
Data point granularity
When you view trend-based reports over six months or more, a granularity control appears. Choose Continuous to see every data point, or Quarters to see one data point per quarterly survey.
Notifications
Executive notifications
Pre-launch reminders: 14 days, 7 days, and 3 days before the survey opens.
Launch confirmation when the survey opens.
Survey close notification with results available - sent next day after survey close date (or next Monday, as survey close on Fridays).
Employee notifications
Launch notification when the survey opens.
Reminders during the open window: none for a 2-week survey, one for a 3-week survey, and two for a 4-week survey.
Last-chance alert two days before the survey closes.
What employees experience
Employees receive a quarterly survey on their preferred delivery day within the scheduled week. If no preference is set, or the preference is a weekend day, employees receive the survey on Monday.
Surveys use the one-question-at-a-time format.
Progress is saved across sessions. Employees resume at the next unanswered question.
Previously submitted answers cannot be edited.
The survey close date is always visible so employees know their deadline.
If an employee opens the survey after it has closed, a clear "survey closed" state is shown.
Important: Partial completions are acknowledged in-product after survey close. Employees cannot submit additional answers once the survey closes. |