Before launching your first survey, make sure these two foundations are in place for a smooth and insightful project:
-
Organisational Structure: This is the layout of your teams and units. It helps you segment survey results by department, level, or other key groups making your insights more meaningful and actionable.
-
Employee List: This is your complete and accurate list of people who will be receiving the survey. It ensures responses are tracked correctly and that demographic filters like tenure or job function are available for analysis.
Together, these act as the backbone of your project. When set up correctly:
- Your reports will reflect the right team structures and hierarchies.
- Your data will be complete, relevant, and easy to analyse.
- Your insights will be more actionable and meaningful.
This is your first checklist. Setting up these pillars early on ensures your platform is ready to support a successful survey experience from day one.
In the sections below, we’ll guide you step-by-step through how to get both right.
Pillar 1: Your Org Structure — The Blueprint Behind the Insights
Your organisational chart tells us how your teams are structured who reports to whom, what departments exist, and how everything connects. This helps you zoom into each team’s experience while keeping the big picture in view.
Here’s how to set it up:
Step-by-Step:
-
Go to the “Employees” tab in the top menu
-
Then click “Organisational Chart” on the right-hand panel
-
Choose Bulk Actions > Import Units to upload your team layout all at once
-
Don’t have a template yet? Click Download Template
-
If you're ready, just drag and drop your file or upload it manually
-
Double-check the hierarchy (Level 1, 2, etc.), then click Confirm Unit
Pro Tip: You can always go back and upload a new file if you need to make changes. No worries, we’ve got you!
Pillar 2: Your People Data — The Heartbeat of Your Surveys
Next, let’s add the real stars of your organisation your employees. The Employee List tells us who’s in your teams, so your surveys reach the right people and your reports reflect the right context.
Step-by-Step:
-
Head back to the “Employees” tab, and click “Employee List”
-
Click Import (top right corner)
-
You can either, download a blank template and fill it in, or upload your completed list right away
Before uploading your employee list, you can refer to the Instructions sheet in the downloaded template for guidance. To make it even easier, here are a few quick tips to help you fill it in smoothly:
-
Keep Columns A–G as they are (no changes or deletions)
-
Full name and email or employee ID are required
-
Use DD/MM/YYYY format for start dates (this powers automatic tenure calculations)
- Unit-based attributes, defined by the organizational structure, start from column H
- You can add extra fields attributes like Job Grade, Department, or anything you need in the subsequent column
Choose Your Import Mode:
-
Merge List: To add or update employees without affecting current entries
-
Replace Entire List: This wipes the slate clean and replaces the whole list with the new file
Need to update your employee list in the future? Simply click Export to download it, make your edits, and upload it back, no need to start from scratch!
Why These Pillars Matter?
Together, your org structure and employee list create a powerful base for everything that follows. Your structure shows where insights come from; your employee list brings those voices to life.
Think of it like preparing for a big event, your organisational chart is the seating plan, and your employee list is the guest list. Once both are ready, your event (aka survey) will run smoothly and reach exactly the right people.
If you have any questions or need further assistance, feel free to reach out to us at support@engagerocket.co We're here to help!