How can we help you?

Before launching your first survey, configure your organization's basic information. This configuration defines how your company appears in all emails and communications employees receive.

Before you start

Steps

1. Access the organization profile

1. Log in to Team Insights.
2. In the side menu, click Organization.
3. Select Profile.

2. Upload the logo

1. Click the logo area or the upload button (pencil).
2. Select an image from your computer.
3. Recommended size: 200 x 200 px, in PNG or JPG format.

3. Complete the organization details

* Organization ID is a default field with no operational use. If you contact the support center, we may ask you to share it with us (you can do so without any problem).

4. Save the changes

Click Save at the bottom of the page to apply the changes.

Troubleshooting

Custom fields are your employees' demographic attributes (segmentations)—such as area, department, gender, country or position—which you will then use to segment survey results. Keep in mind that there are also existing fields in the employee panel that do not need to be created as custom fields (seniority, age range, manager).

In this section you can preload the segmentations so that employees only have to answer the survey questions, avoiding possible segmentation errors and saving time when answering the survey.

Before you start

Steps

1. Access Custom fields

1. In the side menu, click Organization.
2. Select Custom fields.
3. You will see the "New Custom Field" button to create a new field, or the list of fields already created in your organization so you can edit them.

2. Review existing fields

The available fields appear in the list and can already be assigned to employees. Some common examples:

• Department
• Area
• Gender
• Remote work
• Country
• Workplace
• Company

3. Create a new field

1. Click + New Custom Field.
2. Enter the field name (for example: "Department").
3. Choose the field type:

1. If you chose Single choice or Multiple choice, add each possible value to the list. You can enter them one below another, and they will be loaded separately when you save.
2. Save the field.

Troubleshooting

To send surveys, you first need to upload the employee list. Employees can be added in bulk using an Excel file or individually. Employees are the recipients of all surveys.

Before you start

Bulk import via Excel

1. Access the employees screen

1. In the side menu, click Organization.

2. Select Employees.

3. You will see three tabs:

2. Download the Excel template

4. Tip: If you have already created the custom fields, click the Export Users button. This will create the template with the fields already created.

5. Click the Import employees button.

6. In the wizard, download the official template (.xlsx). If you have already completed step 4, this is not necessary.

7. Complete the template with your employees' data. The only mandatory field is the email address. The additional columns correspond first to the Name and Last name fields (to create non-anonymous surveys and to make it easier to track sends and participation), date of birth (to obtain age range), Start date (to obtain seniority range), Managers (if you want to be able to filter by each person's manager), and then any custom fields you have created.

3. Follow the import wizard

The process has 4 steps:

8. Import file — upload the completed Excel file.

9. Select fields — map each Excel column to the corresponding field in Team Insights.

10. Review values — the system shows a preview of the data and flags possible errors before confirmation. If new values are detected in custom fields, you can create them automatically here, but be careful not to duplicate fields (for example, because of spaces in the middle or at the end) for the same segmentations.

11. Import data — confirm the import. The employees are loaded into the system.

Manual entry (individual employee)

12. On the employees screen, click + Add employee.

13. Complete the fields: First name, Last name, Email address and any fields you need to create the survey.

14. Save.

Troubleshooting

The survey creation wizard guides the process from start to finish in six steps: Settings, Questions, Recipients, Automate, Message, and Summary and Activation.

Before you start

Steps

Step 1 — Settings

1. Click New Survey.

2. Choose a starting template:

3. Choose the anonymity level:

Step 2 — Questions

4. Review the questions included in the template or create them from scratch.

5. Modify, delete or add questions as needed. The available types are:

6. For each question you can configure:

•     Always show in pulse — the question appears in every cycle without rotating. If you choose the “Pulse” sending mode (see the sending mode section).

•     Add responses to conversation — open-ended responses are connected to the Conversations module.

•     Create or choose Categories (Dimensions) – If you want to group questions within the survey for analysis, you can create categories and assign them to each question.

7.   Multilingual Survey. If you want users to be able to choose from more than one language, you must enable the Multilingual Survey button. When you do, configure the survey's primary language (the language in which you will write the survey as an administrator) and a language configuration button will appear. When you click it, you can choose the language you want to add, and you will have the option to automatically translate the questions into that language. Then, in the questions section, you will see the questions duplicated in the selected languages and you can edit their wording if you wish.

Step 3 — Recipients – Survey scope

Choose who will receive the survey: the entire organization, a group filtered by a segmentation, or people selected manually.

2. Configure a filter (if applicable)

1. Select the custom field you want to filter by (for example: Country).

2. Choose the value (for example: Spain).

Step 4 — Automate launch

If you chose Recurring or Pulse mode, configure the frequency and start dates here. For Manual mode, this step allows you to schedule a specific start date.

Survey modes

It is important to choose the sending mode, because it defines when and how the survey reaches employees. Team Insights offers three options.

Understanding them avoids having to reconfigure the survey after launch.

The three modes:

-       Manual launch

The administrator has full control over timing. The survey is sent immediately or on the manually scheduled date.

The administrator decides and it is closed manually.

Ideal for: one-off surveys or surveys for a specific context (onboarding, exit, a specific

event).

• The administrator chooses the send date.

• The administrator decides when to close the survey.

• It does not repeat automatically.

-       Recurring send

The survey is launched automatically every X months, following a schedule predefined by the administrator.

Ideal for: periodic measurements that can be compared over time (annual, quarterly, monthly climate surveys).

• The frequency is configured (every X months).

• Each cycle sends all questions at the same time.

• The results of each cycle can be compared with one another.

-       Pulse send

Questions are distributed progressively over time in groups of questions defined by the user.

Ideal for: continuous monitoring without overwhelming employees.

• Questions rotate among employees according to a configurable cadence.

• Each question can be marked as "Always show in pulse" if it is a

fixed question.

• Allows data to be accumulated continuously

• If you have many employees and want constant monitoring without overwhelming them, it is a great option.

Quick comparison:

Step 5 — Survey sending type:

Email message /

By default, Team Insights will send an email to each employee, where you can choose the subject and message.

1. Review the email subject (it is generated automatically, but you can edit it).

2. Preview the full email that employees will receive. You will see exactly how the employee will receive it, including the start button.

3. Verify that the subject and content are correct before continuing.

Customize how the survey is sent

If you prefer to send it through your intranet or another channel, you can prevent it from being sent by email. You can download the survey links for each employee and deliver them however is most convenient, or share the API link that will be created with the technical department.

Step 6 — Summary and Activation

3. Review the summary of the entire configuration.

4. If everything is correct, click Activate.

5. The survey becomes active and is sent or scheduled according to your criteria.

Create custom fields

Before activating any survey in Team Insights, it is essential to define its sending mode. This decision determines the frequency, automation and the way employees will receive the questions.

Before you start

1. Manual Launch

The administrator retains full control over the survey lifecycle. There are no calendar automations.

• How it works: The survey is sent the moment the administrator clicks "Activate" (or on a single scheduled date). It remains open collecting data until the administrator decides to close it manually.
• Ideal for:
  • One-off contextual surveys (e.g. feedback on a corporate event, diagnosis after a restructuring).
  • Specific processes such as Onboarding (onboarding) or Exit Interview (exit).

Key features:

• The administrator chooses the exact send date.
• The administrator decides when it closes.
• It does not repeat automatically.

2. Recurring Send

Designed to automate identical periodic measurements structured over time.

• How it works: The administrator configures a fixed frequency (for example, every 3 months). When the date arrives, the system automatically sends all the questions in the questionnaire to all recipients at the same time. At the end of the cycle, the survey closes automatically and prepares for the next period.
• Ideal for: Annual, semiannual or quarterly climate measurements where the goal is to compare exactly the same snapshot across stable time periods.

Key features:

• Automated frequency configuration (every X months).
• Each cycle sends the complete block of questions.
• Allows a direct historical comparison between cycles (Q1 Cycle vs Q2 Cycle).

3. Pulse Send

The most advanced option for maintaining a constant pulse of the organization without overwhelming the team.

• How it works: Instead of launching all questions at once, the system meters and distributes them progressively over time in "small doses" or bursts (e.g. every 15 days). Questions rotate intelligently among employees.
• Ideal for: Continuous engagement monitoring, prevention of burnout and companies with large workforces that want fresh data every week without causing survey fatigue.

Key features:

• Questions rotate among employees according to the configured cadence.
• Allows questions to be marked as "Always show in pulse" for critical metrics that should not rotate (e.g. eNPS).
• Drastically reduces user fatigue and accumulates data continuously.

Mode comparison

This video shows the experience from the employee's point of view: from receiving the email to completing the survey. It is useful for anticipating team questions and knowing exactly what each person sees at every moment.

Before you start

The process from the employee's side

1. Receiving the email

The employee receives an email with the following characteristics:

2. Starting the survey

1. The employee clicks the START button in the email.

2. The survey opens directly in the browser.

3. There is no need to log in or create an account.

3. Responding and submitting

1. The employee answers the questions at their own pace.

2. They can pause and resume from the same link if they do not finish in one session.

3. When finished, they confirm submission. Intermediate sessions are not saved due to GDPR.

1. The administrator will see the status change to RESPONDED in the tracking panel.

Troubleshooting to share with the team

Once the survey has been sent, the Participation section lets you monitor response progress in real time, identify who has not yet responded and reactivate participation with individual or bulk reminders.

Before you start

Steps

1. Access survey tracking

1. In the side menu, click Surveys.

2. Select the survey you want to monitor.

3. Click the Participation tab.

2. Interpret the participation funnel

The funnel shows how many employees have passed through each status:

You will also see the average time employees took to complete the survey and a timeline chart showing how responses arrived over time. Keep in mind that if an employee leaves the survey open for a long time, the average completion time will be affected.

4. Send reminders

Individual reminder:

4. Find the employee in the table.

5. Click the Resend button in that row.

6. The employee will receive a new email with their personal link.

Bulk reminder:

Click the Resend unanswered surveys button and an email will be sent to each employee.

Troubleshooting

As employees respond, Team Insights organizes the data into three tabs: Summary, Participation and Responses. Each tab gives you a different perspective, from overall indicators to each participant's individual responses. We covered the Participation tab in video 5, “Participation tracking”.

Before you start

How to access the results

1. In the side menu, click Surveys → All surveys.

2. Find the survey you want to review in the list.

3. Click the bar chart icon on the right side of the row.

4. The results panel will open with the three tabs: Summary, Participation and Responses.

Summary tab

The Summary tab is the main entry point to the results. It shows three key indicators at the top, followed by details by category and by question.

Overall indicators

Results by category

Below the indicators you will find one card for each thematic category you created in the survey (for example, Work Environment, Internal Communication, Leadership...). Each card shows the average score, standard deviation, AI sentiment and NPS for all questions in that category.

Results by question

Further down you will see the complete list of questions with their individual score. Clicking Expand on any question displays three charts:

Below the charts, the platform generates automatic natural-language observations: for example, "The standard deviation is ±3.0, which means employees have very different opinions" or "The result is above the overall average".

Participation tab

The Participation tab shows employees' response status: who has responded, when, and how the participation rate has evolved (you have more information in video 5).

Participation charts

Recipient list

Below the charts you will find the recipient table. You can search by name, filter by status and see the date each employee responded. In extra-anonymous surveys, names appear as "Anonymous user". In anonymous surveys, first and last names appear so you can contact employees while the survey is active; when it is closed, “Anonymous User” will appear, and you will be able to download the results with their participation segmentations.

Responses tab

The Responses tab lets you view each participant's individual responses, question by question. It is useful for understanding the context of a score or reviewing open-ended responses.

Navigate between respondents

1. Use the < > arrows to move from one respondent to the next.

2. The dropdown selector lets you jump directly to a respondent by order number.

3. For each respondent you will see the response date and time, how long they took to complete the survey, and their answers to each question with the score highlighted.

Download and connect data

Troubleshooting

The Analysis section lets you explore survey results by cross-referencing the data with employees' demographic fields. Each analysis consists of one or more tables, each independently configurable to segment by area, country, gender or any other field defined in the organization.

Before you start

Steps

1. Access the Analysis section

1. In the side menu, click Analysis.

2. You will see the list of existing analyses with their name, creation date and the survey they are linked to.

3. To create a new one, click New Analysis.

4. To open an existing one, click the corresponding row.

2. Configure an analysis table

What data do you want to display?

How should it be segmented?

5. Under "View results by", choose the main segmentation field (for example: Country, Area or Gender).

6. Optionally, under "and also segment by", choose a second cross-segmentation field for a more detailed analysis.

Additional columns you can enable:

3. Interpret the results

Results are displayed as percentages alongside the sample size for each segment. Example:

4. Manage the analysis tables

Within a single analysis you can have multiple tables, each with its own configuration. The available actions for each table are:

•     Add table — adds a new table with a different segmentation.

•     Clone — duplicates the current table so you can make quick variations.

•     Up / Down — reorders the tables within the analysis.

•     Delete — deletes the table.

5. Export the data

Click Export data to download the results in Excel or CSV format.

Troubleshooting