Adding Additional Questions

Using the Additional Questions feature, you can create a library of business-specific questionnaires (called 'Question Groups') that can be added to a position and:

• Presented to all workers who onboard into the position who must review and respond before completing their Onboarding process.
• Displayed in the Worker Profile of a Worker in the position to review and respond either before completing their Onboarding process or when assigned. The Worker or an authorised Administrator can also view and update Additional Questions after Onboarding if required. 

Creating Question Groups

Question Groups are created in Company Settings > Additional Questions. 

To add a new Question Group:

1. Go to Company Settings > Additional Questions and select 'Add a question to library'.
2. The Question Group setup screen will display. Add a name and a description for your question group, and set the following attributes for the group, as required:
   • Show Question Group in Worker Profile - selecting 'No' for this option will restrict visibility of the question group to the Onboarding process only.
   • Who can answer this question group? - selecting 'Anyone' wil allow Administrators (HR Managers or Company Administrators) to update responses to questions on a Worker's behalf. Selecting 'Worker' will restrict the ability to update responses to questions to the Worker only. 
   • Would you like to attach to all positions by default? - selecting this option will link the question group with all positions in your company. All workers onboarded into any position will be shown this question group.
   • Who would you like to be notified when workers respond? - if required, select a person who will receive any responses provided by workers when they answer questions in this groups. The nominated person will be assigned answers as a Task in Xemplo, with an email notification. The task will include:
     • Details of the worker - their name and start date
     • The answer/s they provided for the question group

Adding Questions to a Question Group

Once you've added the basic setup for your Question Group, you'll be able to add your first question to the group on the same screen. 

To add a question:

1. Add Question Text - this is the text that will be presented to the worker for them to answer.
2. Set an Answer Type - this can be Yes/No, text input, a file upload or a dropdown menu. If you select 'Dropdown', you will need to supply the values shown in the dropdown in the Dropdown options separated by comma field.
3. Specify if this question must be answered or not - if the Answer Required field is set to yes, when shown this question the worker must provide an answer.

When saved, your Question Group will then display with the first question added. To add additional questions, select the '+' option in the Question Group.

Updating and Archiving Question Groups

To update an existing Question Group, open the required group using the Edit option. You will be able to update all attributes as required.

If you no longer wish to use a Question Group, you can archive this group using the Archive option.

When question groups are archived:

1. They will no longer show in the library, unless you select the 'Show Archived Questions' option.
2. If the question groups is attached to all or some positions, it will be removed automatically and will not be asked to any workers during onboarding. 

Exporting Answers to Question Groups

As well as sending answers received to a nominated user, you can also export a .CSV file with all responses received to date using the Export option.

Adding a Question Group to a Position

If you want to attach a Question Group to specific positions individually instead of all positions, you can do this from the Position screen.

To add a Question Group to a position:

1. Find the required position from the HR > Positions screen, and select Edit.
2. On the General tab of the Position record, you'll find the Worker Questions section. Here you will see all question groups already associated with this position, along with the the option to add more if required:
   • If a question group has been added to all positions in Company Settings, it will be displayed in the list of Worker Questions with a 'default' icon:
     
3. To add a new question group, select the 'add' icon (+):
4. Choose the desired question group from the library, and select Add. The question group will now be added to the list for this position.
   

You can also add new question groups to the library from the position screen by selecting the New option on the library screen. When you select 'New', you will be taken to Company Settings > Additional Questions screen to update the library.

When new question groups are added to a position, you'll be prompted to indicate whether you want the question group automatically assigned to either all existing Workers linked to the position, or only new Workers onboarded to the position from that point onwards.