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 and Administrators: Configure the quarterly cadence, manage the question bank, set survey duration, and view all reports.
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 enable Pulse Surveys.
Under Survey Frequency, select Quarterly.
Select your launch week. Surveys are displayed by week (e.g., "Week of Jan 5, 2026"), not by specific date. The year is always visible.
Choose your survey open window: 2, 3, or 4 weeks. This is a required field. Surveys always close at the end of the final Friday of the window.
Set the number of Pulse questions per survey. The default is 30; the recommended range is 20–30. A warning appears if you go above 30 or below 5.
Select Update.
Note: The per-survey question count cannot exceed the size of your active Pulse question bank. If it does, saving is blocked with an inline error. |
How to edit upcoming survey dates
You can shift an upcoming survey date up to ±2 weeks from its original anchor. All future surveys adjust automatically to maintain the 13-week quarterly cadence.
Changes will not apply to the currently active cycle, only to upcoming ones.
In Officevibe Settings, go to Pulse Surveys.
Find the upcoming survey in the schedule. Officevibe shows a rolling window of the next 3 upcoming surveys.
10. Select the date and adjust within the ±2 week range.
11. Select Update. All future survey dates update automatically.
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
The default is 30 questions per survey. This total includes Pulse Survey quantitative questions and any custom text questions. Follow-up and SMART questions are excluded from the count.
To adjust:
Go to Officevibe Settings, then select Pulse Surveys.
Under Questions per survey, enter your preferred number.
Select Update.
The recommended range is 20–30 questions. A warning appears if you go above 30 or below 5 — you can proceed, but staying in range supports better participation and data quality.
Add custom text questions
You can include multiple custom text questions in a quarterly survey. They are always delivered to employees first, before Pulse questions.
Deactivate questions
There is no cap on how many Pulse questions you can deactivate. Two things to keep in mind:
If your per-survey count equals your active bank size, all employees receive the same questions (order is randomized per employee).
If your per-survey count is lower than the bank size, Officevibe distributes questions across employees automatically using the existing rotation algorithm.
Tip: If you deactivate too many questions after setup, Officevibe surfaces an in-app warning before the next survey launches so you can correct the configuration. If you want every employee to answer the same questions each quarter, set your per-survey count to match your active bank size exactly. |
How participation is calculated
For quarterly surveys, participation is tied to a specific survey close date, not a rolling 30-day window.
Participation = employees who answered or skipped at least one question in the most recent closed survey ÷ employees who received that survey.
An employee is considered active if they participated in the most recent quarterly survey.
Inactive = no interaction with that survey
Participation stats only reflect responses collected before survey close.
The Send Reminder action is disabled after the survey closes.
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.
Group by time unit
A new Group by time unit control is available in trend-based reports. Options include Day, Week, Month, Every 2 months, Quarter, Biannual, and Annual. This control is independent of the date range filter.
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.
1–2 reminder notifications during the open window (frequency scales with survey duration).
Last-chance alert 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, the organization default applies.
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. |