HR Survey / Employee Audits: Overview
VisualVault’s HR Survey / Employee Audits are secure, user-friendly features used by HR teams to prepare for and conduct employee audits.
Objective
Making employee audits faster, more accurate, and more secure.
This feature helps streamline the entire audit process by:
Organizing employee records in one place
Allowing Survey Leaders to create and manage surveys
Assisting Coordinators select which employees to audit
Making it easy to upload, view, and manage documents
Allowing the Compliance Team to verify document accuracy
Supporting collaborative, in-person reviews with the Auditor/Surveyor
Instead of sorting through folders manually or emailing documents back and forth, this app keeps everything in a centralized system.
Description
Key Functionality
Launch HR Survey / Employee Audits within your VisualVault database.
Note: First opens to the Survey List dashboard.
Survey List Dashboard – Manage and reference current and past surveys.
To create a new survey, click "New Survey."
To toggle between Active Surveys or Closed Surveys, select from the dropdown list.
To search the Survey List, use the "Search..." field.
For bulk actions, choose one or more surveys from the list, by clicking the checkboxes.
To delete one or more surveys, click "Delete Survey"
To open the Survey screen, click on the name of a survey.
Survey Screens
Details tab – Create and configure surveys.
Employees tab – View definite employees and access related documents. From this tab, open the Coordinator Screen.
Coordinator Screen – Used by Coordinators to select employees.
To open the Coordinator Screen, go to Employees tab, and click Coordinator Screen
To coordinate who is included in the survey, click Add Employees or Remove Employees.
To send a link to the Survey to others, click Share.
To return to Employees tab, click Back.
Documents tab – Manage documents included in the survey. From this tab, open the Document Viewer.
Document Viewer – Launch to view, edit, or filter documents.
Click Documents
Click the View Documents icon.
Easily access included documents. Interact using the toolbar.
Click Save As to
Click Save or Close when done.
Missing Documents tab - Review and ensure all required documents have been submitted by reviewing and identifying missing or matched documents.
Filter views, easily navigate through tabs, manage employees, and more.
Business Process Flow
User Groups and Permissions
User Group | Definition | Permission |
|---|---|---|
VaultAccess | Full Admin rights across the system. | ✅ Owner |
Survey Admin | Maintains the survey list and oversees the survey process. Enabled to delete survey(s) from the Survey List Dashboard. | ✅ Editor |
Survey Leaders | Designs, conducts, and analyzes surveys. They are responsible for creating surveys, sharing surveys with Survey Coordinators, and meeting with the Auditors/Surveyors to review the Employees and Documents tabs. | ✅ Editor |
Survey Coordinators | Responsible for employee selection. They identify the employees to be marked as "definite" for the survey. Otherwise, they are an informed role. | ✅ Editor |
Compliance Team | Focuses on document accuracy. They are responsible for selecting each document to be included in the survey, ensuring it belongs to the correct employee, and verifying that the document type is accurate. | ✅ Editor |
Auditor/Surveyor | Assess the results of the survey. For the purposes of this documentation, these terms are considered equivalent. | 🚫 No access |
FAQ
Can anyone create a new survey?
No. Only VaultAccess or Survey Leaders have the permission to create and configure surveys using the Details Tab.
How are employees selected for a survey?
Survey Coordinators access the Coordinator Screen (via a shared link from Survey Leaders) to first add employees to the survey and then mark employees as “Definite”.
What types of Documents can be uploaded to include in the survey?
The default supported formats include PDF, JPG, PNG, DOCX, and DOC and files can be up to 100 GB in size. Supported formats and file size may be adjusted.
Can documents be removed after being added to a survey?
Yes. Survey Leaders and the Compliance Team can select documents from the list in the Documents Tab, and click “Remove Docs”. This will remove them from the survey without deleting the file itself. If a document was uploaded, the same procedure applies and the file is not removed from the document library either.
Can survey status be changed after it's created?
Yes. Survey Leaders can toggle the status between Active and Closed. This automatically populates or clears the End Date field.
Is historical survey data saved?
The Survey List Dashboard stores all closed and active surveys for tracking, reference, and audit history. However, if a Survey Administrator deletes a survey from the survey list, that data cannot be restored.
Can I edit the list of document types in the Details Tab?
Yes. Survey Leaders can override the default list of document types during setup.
Can the Auditor/Surveyor use this feature on their own?
No. The Auditor/Surveyor do not have logins or system access. They sit with a Survey Leader or Compliance Team member during audit sessions.
Need help? Please contact your organization’s site administrator, for troubleshooting. If the issue remains unresolved, VisualVault Support is available to assist.