Who can use this feature?
Available on:
All Culture Amp subscriptions that include Effectiveness
When you have finished configuring your survey Settings, Design and Communications you are ready to set your schedule and create 360 processes.
This article explains how to set your launch plan schedule with default due dates and reminders, activate the survey, manage open feedback processes, and override the default due dates for individual processes if needed.
Step 1: Configure the Launch Plan Schedule
Go to the Launch Plan page of your survey configuration and review the Schedule settings. These settings are used by Culture Amp to determine when to send survey invitations and reminder emails, and all dates are relative to each individual process’s launch date.
Due Dates:
Survey Due (default: 14 days) — How many days after each individual 360 process launch that reviewer responses are due.
For example, if set to 14 and a process is launched on May 1st, responses will be due on 15 May.
Feedback Review Due (default: 7 days) — How many days after the survey due date that the feedback review (by the coach or manager) is due.
Reminders:
Reminder (default: 3 days) — How many days before the survey due date an automatic reminder email is sent to reviewers who have not yet submitted. Only one scheduled reminder can be set per process.
See Reminder Emails below for how to trigger additional manual reminders.
Send Time (default: 10:00 am) — The time of day (in your account timezone) at which all automated email communication will be sent.
Once you’re happy with the settings, click Update Schedule to save. Changes only apply to new individual processes created after the update — existing processes are not affected
Planning to launch processes across multiple days? Because the schedule dates are relative to each individual process’s launch date, processes launched on different days will have different due dates. If you need all reviewers across all processes to share a fixed calendar deadline, you can override the due date per process after activating the survey, when selecting participants — see Edit Due Dates for Individual Participants below.
Step 2: Activate the Survey
When you are ready to begin creating individual feedback processes, click Choose Participants at the top of your Launch Plan page. This changes the survey from Draft to Live and enables the Manage 360s link in the Process Manager.
Resources: Review the following two articles for further information on sending surveys to individual participants, depending on your workflow.
How Do I Send The Individual Effectiveness Survey? (detailed instructions on Admin-driven surveys)
How Do I Send The Individual Effectiveness Survey For Employee-Driven Surveys? (detailed instructions on Employee-driven surveys)
The diagram below illustrates the steps, roles and communications involved in launching the survey, and running each feedback process:
Start a New Individual Feedback Process for an Employee
Once you’ve activated your 360° Feedback Survey, you will be able to begin setting up each individual process for your employees who are seeking feedback
From the Launch Plan page, select Manage 360's to access the page where you can add participants and manage processes.
Click Create 360
Choose Employee/s and Coach using the search fields
Click Save Draft
On the process manager page, select the 360 process and click Request Nomination button to kick off the nomination workflow and notify the employee to nominate reviewers
Once the employee has nominated reviewers, click the Launch button to send survey emails out to reviewers
Note:
If you would like to select reviewers on behalf of the employee and start their 360° feedback process right away, you may choose all the Reviewers and select “Launch” to send invitations to provide feedback immediately.
If you want to create 360s for a lot of employees at once, you can do it quickly with Bulk create
360 surveys CANNOT be switched to a different survey type
It is not possible to run a 360 survey without the Self Review
It is possible to change the due dates, Send Reminders and Delete processes for existing single or multiple processes via the Process Manager, however updates to the Launch Plan settings will only come into play for any new processes created after the update.
Admin are able to create, review, and manage their own 360 process from the survey configuration and process manager page. They will not be blocked from viewing a 360 another admin created on their behalf if they have account admin permissions.
Managing an Open Feedback Process
While an individual’s feedback period is open, an administrator can:
Add/Remove Reviewers or change the Coach
View any submitted feedback
Send Survey Reminders to Reviewers who’ve not yet responded.
Additional reminders cannot be scheduled outside of what is entered on your launch plan, so this would need to be done manually via the manage responses option.
Once an individual’s process is completed (the due date for feedback has passed), an administrator can:
Share Feedback to send email notification and enable feedback results access for Employee
Send Feedback Reminder to Coach
360 processes move through each step based on actions that are taken. This could happen when an Admin launches the process, someone completes their nominations, a participant views their feedback (in the Coachless flow), or a Coach shares feedback with the participant. These actions move the process into the next status.
Sharing feedback with a participant, as an example, would move the status to review which would block any outstanding reviewers from submitting. If this occurs, an Admin can unshare the feedback, which would move the process back to collect.
Note: If a participant with an unsubmitted response is deactivated, they’ll disappear from the Configure Participants list (as it only shows active users), but they’ll still appear in Manage Responses with a Pending Response status. They would need to be removed as a reviewer prior to being deactivated to be removed from this view.
Reminder Emails
For Individual and Leadership Effectiveness (360) surveys, 1 reminder email can be set to send to reviewers a certain number of days before the feedback due date arrives. This will default to 3, but can be edited on your launch plan, along with the specific time the reminder should send.
While you cannot schedule more of these reminders to be sent automatically, you do have the option to trigger manual reminder emails to reviewers who have not yet submitted. This can be done via the process manager page under the Manage Responses option.
Tip: It is not possible to disable email reminders specifically, but if needed you can start a Support Conversation to request that all emails be disabled on the survey. Just keep in mind that this would mean there are no emails triggered for the survey at all, including invitations.
Edit Due Dates for Individual Participants
When you set up your 360 survey, you set a default due date for all participants on the Launch Plan Schedule — for example, 14 days after each participant is invited. Because this is relative to each process’s launch date, processes launched on different days will have different due dates.
To set a fixed calendar deadline for all reviewers regardless of when each process is launched, or just to have more flexibility in general, you can manually override the Feedback due by date per process using the steps below.
To override the due date for a specific process:
From the Process Manager page of your survey, click the options menu (...) next to the participant you need to edit.
Select Configure Participants.
Scroll down to the Feedback due by and Complete by section.
Use the calendar to select the new due dates.
Click Update to save your changes.
This will only adjust the due dates for that specific participant. Their automated reminder notification will automatically update to reflect the new due date based on the reminder settings in your launch plan, as long as their reminder has not already been sent.
Thinking about running an Individual Effectiveness survey at your company? Culture Amp Effectiveness allows employees to easily gather 360 feedback from managers, peers, and reports. Find out more at cultureamp.com/effectiveness.
FAQs
Can I schedule additional reminder emails for a 360 effectiveness survey?
Can I schedule additional reminder emails for a 360 effectiveness survey?
For Individual and Leadership (360) effectiveness surveys, it is not possible to schedule additional reminders outside of the one you set in your Launch plan. With that said, you can still manually trigger reminders to reviewers who have not yet submitted their responses. This can be done via the process manager page under the manage responses option next to a participant's name.
What does the orange 'i' icon on a participant's process mean?
What does the orange 'i' icon on a participant's process mean?
This icon will show when a 360’s feedback is overdue. You can hover over the status (“Collect” or “Review” for example) next to the icon to see the number of days the feedback is overdue by.
If the Admin viewing the Process Manager page is a reviewer on a 360 process and was added as a reviewer before the feedback due date, the warning icon will not appear.
Do participant demographics get locked in at the time of survey launch, or as each participant is added?
Do participant demographics get locked in at the time of survey launch, or as each participant is added?
For 360 Effectiveness surveys, the snapshot process works differently from other survey types (like the Engagement Survey). Demographics aren't locked at the initial survey launch because 360 surveys work through individual processes for each participant.
When you add participants to a 360 survey after launching the overall survey, you create individual feedback processes through the Process Manager. Each participant gets their own process, which can be launched individually or in bulk.
The demographic information is captured individually for each participant as their specific 360 process is created and launched, rather than being locked for all participants at once during the overall survey activation.
Is it possible to set a maximum or minimum nomination limit for a 360 survey?
Is it possible to set a maximum or minimum nomination limit for a 360 survey?
No, it is currently not possible to limit nominations to a certain number, or enforce a minimum amount of nominations that must be entered. If this is an important factor for you, we would recommend editing your survey communications to inform participants of the minimum and maximum number of nominations they should enter when going through that process.
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