NOTE: Please note that several features in this guide are for paid subscribers. If you encounter something you don't have access to, please contact us to learn more about our subscriptions.
Guide content
- If you have not logged in before
- If you already have a company profile
- Choose between different survey types
- Name the survey
- Select frequency
- Set start and end date
- Invitation text and language
- Invite participants to the survey and add filters
- 8a. Invite via GAIS Organization, filters are created (GAIS recommends)
- 8b. Invite via data file and add filters
- 8c. Invite via manual entry
- Overview of your organization - immediate manager
- Comments and dialogue
- Additional questions
- 11a. Additional questions in multiple languages
- Settings
- Send the survey
1. If you have not logged in before
Start by creating a company profile - it’s quick and easy.
2. If you already have a company profile
Use this link. Click on Surveys in the top banner, and click on Create New Survey.
Then select Create new company survey.
3. Choose between different survey types
Choose whether you want to conduct a Full GAIS Survey, a Quick GAIS Survey, a Workplace Risk Assessment (WRA) Survey, or a Factor Survey.
WRA Survey and several of the factor surveys belong to paid subscriptions.
Note: This guide is based on setting up a full GAIS survey with 38 questions divided into 7 factors. However, the setup is the same for all types of surveys.
4. Name the survey
Give your survey an appropriate name. Avoid including the year in the name if you plan to conduct multiple surveys in a series over several years. Suggested name: “Job Satisfaction Survey at [Company Name]”.
You can conduct multiple surveys within the same series. This allows you to compare results from several surveys within the same series. Within a series of surveys, you can change the frequency.
5. Select frequency
You can choose between different surveys frequencies - depending on your needs.
Once you have selected a frequency, you can now see a series of "balls" that make up the timeline for upcoming surveys. The example below shows that you are in the process of the first survey with the time stamp April 2025. Because a 6-month frequency has been selected, the following survey is scheduled to be sent out six months later. The time of the upcoming surveys can always be changed.
6. Set start and end date
Choose a start and end date for the survey. By default, the survey is not sent out automatically on the selected date. If you want GAIS to automatically send out the survey, you can press the gear icon and select that option. Then GAIS will send out the invitations to the participants at 6:00 AM on that day. Once the survey has been sent out, you can still change the end date, for example, if you want the survey to run for another week.
7. Invitation text and language
You need to write a text that participants receive along with the link to the survey itself. GAIS has created a predefined text that you can use as a starting point. You can drag the dotted lines to expand the text field. Also, choose who should be the sender of the invitation.
Language selection - belongs to paid subscriptions
If the GAIS survey has to be sent out to employee groups in different languages, you can version the invitation text for the different languages.
8. Invite participants to the survey and add filters
You can choose between 3 different ways to invite participants. The process for creating filters depends on which method you choose:
- Via GAIS Organization (the recommended method if you are a GAIS Pro, Premium or Enterprise customer)
- Via data file
- Via manual entry
8a. Invite via GAIS Organization, filters are created (GAIS recommends)
If you have created an Organization for your company on the company profile, you can use it as a data source for your survey. This is a great advantage. Access GAIS Organization with a paid subscription. Read about creating an organization.
Swipe the button to the right to use Organization as a data source. With the arrow key, you can choose whether to send to everyone in the organization or some of the segments you have defined in your organization.
Filter creation: Once you have created your Organization in GAIS, the filters are pulled from it and created automatically. You can see an overview of your various filters.
8b. Invite via data file and add filters
If you need to invite many participants and have not created a GAIS Organization, we recommend inviting via uploading a data file. A data file is a list where everyone you want to invite to participate in the GAIS survey is listed.
Your data file must contain at least:
- column headers in the top row
- the columns Name and Email, so GAIS knows who the participants are and can send out invitations
The more information the data file contains, the greater the opportunity you have to filter the data afterwards.
It is very important to be thorough with the data file. It is the basis for your subsequent opportunities to filter and work with your data. Read more about how to create a great data file.
- Filter creation: Once your data file is imported, you must associate filters so that you get the best benefit from GAIS.
- Overview: First, you see an overview of how many and who your data file contains. If it looks correct, you continue.
- Immediate manager: Indicate whether your data file has a column with the immediate manager. If so, more features become available, including the possibility of anonymous dialogue between manager and employees. When you press "yes", you will see a list of the people listed as "immediate manager" in the data file. If a manager's name appears who should not fill out a survey themselves (e.g., the director), you will be asked to enter an email address here.
Mandatory filters: are data that GAIS always collects. Here you must choose whether GAIS should ask each participant if data should be retrieved from your data file or a combination. If you retrieve data from a file, you must choose which column in the data file the information should be retrieved from.
Other filters: are data that you choose to add yourself. The different filters correspond to the columns you have in your data file. For each filter, you must choose whether you want to use the filter, whether data should be retrieved from your data file.
8c. Invite via manual entry
If you choose manual entry, you manually enter the email and name of each person who should participate. Enter them one at a time and press Add each time.
9. Overview of your organization - immediate manager
The next step in the setup is an overview of your organization. If you have defined the immediate manager via your organization or data file, it will appear here, and you do not need to do more. By specifying the immidiate manager in the survey, more functionalities in GAIS become available. When the nearest manager is specified, it opens up, among other things, the possibility of dialogue (anonymously) between manager and employees, which the next step in the setup is about.
10. Comments and dialogue
Here you choose whether it should be possible for the survey participants to write comments, and whether it should be possible to reply to these comments and thereby engage in dialogue.
- Comments: You can choose whether participants should have the opportunity to write comments in the form of free text when they complete their survey. The comments are always anonymous and can be of great benefit when working further with the survey results.
- Dialogue (belongs to paid subscriptions): You can also choose whether there should be an opportunity to have a dialogue with the participants about the comments they have given. It takes place after the survey is completed. The dialogue takes place in an anonymous chat room. If you turn on dialogue, you must choose who should be allowed to have a dialogue, it can either be the company profile's administrators and/or the nearest manager.
11. Additional questions
In addition to the standard questions of the GAIS survey, there may be something extra you would like to have answered by the participants. You can add questions from the GAIS Catalog or questions you formulate yourself.
| Add question from GAIS Catalog | Add questions formulated by yourself |
| GAIS Basic | Not possible | Up to 5 |
| GAIS Pro | Unlimited | Up to 10 |
| GAIS Premium | Unlimited | Unlimited |
| GAIS Enterprise | Unlimited | Unlimited |
NOTE: GAIS automatically saves the additional questions you either select from the question catalog or formulate yourself. You can easily trydifferent formulations, edit them and replace them with others in the process. You just have to make sure that the questions are as you want them before you send out the invitations. After that, they cannot be changed.
About eNPS
eNPS (Employee Net Promoter Score) is a widespread method for measuring employee satisfaction. You can add a classic eNPS question via the question catalog. Learn more about eNPS.
About own questions
You can choose three types of questions in the questions you formulate yourself: Multiple Choice, 0-10 Scale and Free text. For each question, you have the option to write a help text.
- Multiple Choice: Write your question and specify answer options.
- 0-10 Scale: Remember that your question must be formulated so that you can answer on a scale from 0-10, where 0 is low and 10 is high. "To what extent... " is a good way to start such a question.
- Free text: Questions with free text work well to hear participants' thoughts on a specific area. On the other hand, free text questions are not good if you want to take the temperature and compare with other data.
11a. Additional questions in multiple languages - belongs to paid subscriptions
When you have defined participants with several different languages in your organization, you have the option to translate your own questions, just as you do with the invitation text.
When you click Add a new question, you must select the survey's primary language.
Once you have confirmed the primary language, you start by formulating the question in your primary language and then proceed to the other language(s).
12. Settings
Show immediate manager's name in the questionnaire - belongs to paid subscriptions
Some companies have a complex structure that makes it difficult for employees to know which manager is being referred to in the management questions. Therefore, you can enable a function where the nearest manager's name appears in the survey, so the employee knows who they should have in mind in relation to the management questions.
Mini-reports for small teams - belongs to paid subscriptions
You have the option to enable "mini-reports". At GAIS, we take anonymity very seriously, and therefore the main rule is that it is not possible to see reports with fewer than 5 people. However, in many companies there are small units and departments with few employees. Therefore, for paying customers there is the option of high level mini-reports, which give small departments the opportunity to get their own, but simpler report without filtering, segmentation and distribution. In this way, we maintain anonymity. Mini-reports can be set for each individual survey.
Settings for benchmarks
You can choose which benchmarks should be displayed in employee, company and section reports respectively.
- Company report: a section of the report is benchmarked against the report for your entire company
- GAIS Live Industry: benchmark against your industry (only for GAIS Premium and Enterprise).
- Job Satisfaction Index: a benchmark for the Danish population in general.
13. Send the survey
Once you have completed all the steps to create the survey, you are ready to send your company survey. Double-check that everything looks as it should. Then press "Approve and send invitations."
Congratulations - your survey has now been sent!
Create segments
You can create data segments from your survey. Data segments are subsets of a survey, for example, a department or participants in a specific age group. It is a great advantage to create segments when you want to share part of a report with others but do not want to give access to the entire report. Read how here.
