Run a Scan and Collect Employee Feedback in Wenite

Learn how to set up, send, and collect a scan in Wenite — from choosing your instrument through monitoring responses and closing the round.

A scan is the engine of your data collection in Wenite. Whether you’re measuring employee engagement, assessing team culture, or gathering input for a leadership programme, the process follows the same structured path: choose your instrument, configure it for this client, send it to the right people, and let Wenite handle the logistics while you monitor progress. This guide walks you through each step.

Run a scan from start to finish

1. Open the client dossier and navigate to data collection

   From the Cockpit, click the client you’re working with to open their dossier. Go to the relevant project or trajectory, then select the Data collection tab. Here you’ll see any previously run scans alongside the option to start a new one.

2. Choose or import an instrument

   Click Add instrument and decide how you want to source your scan:

   • Wenite library — browse ready-to-use instruments for engagement, culture, onboarding, leadership effectiveness, and more.
   • Import — bring in a scan or questionnaire you’ve used before, either from another Wenite project or by uploading your own format.
   • Build from scratch — use the instrument editor to write your own questions and logic from the ground up.

   Choose the instrument that best fits the question you’re trying to answer for this client. If you’re unsure, start with a standard benchmark scan — it gives you a solid baseline and allows comparison over time.

3. Configure the scan

   Before you send anything, configure the scan to fit this engagement:

   • Anonymity settings — choose whether responses are anonymous, pseudonymous, or identified. Anonymous is the default recommendation for employee-facing scans (see below).
   • Language — select the language your respondents will complete the scan in. You can enable multiple languages for multilingual teams.
   • Deadline — set a clear closing date. A visible deadline significantly improves response rates.
   • Introduction text — add a brief message that explains to respondents why they’re being asked to complete the scan and what will happen with the results.
4. Send the scan to respondents

   Add your respondents by uploading a contact list, entering email addresses manually, or generating a shareable link that participants can use to self-register. Review your list, then click Send. Wenite dispatches personalised invitations immediately and tracks who has opened, started, and completed the scan — all without exposing individual responses to you if the scan is set to anonymous mode.

5. Monitor response rate

   Once the scan is live, check the Response tracking panel to see real-time participation figures. You’ll see total invitations sent, how many have been opened, and how many are completed. If response rates are lagging, you can send a targeted reminder to non-responders directly from Wenite with a single click — no manual email list needed.

6. Close the round and review results

   When the deadline passes — or when you’re satisfied with the response rate — click Close round. Wenite locks the data, calculates results, and presents your findings in the results dashboard. From here you can explore breakdowns, identify themes, and start building the narrative for your report.

Anonymity and trust

The quality of your data depends directly on how safe respondents feel when they answer. When employees trust that their individual responses cannot be traced back to them, they give more honest answers — particularly on sensitive topics like management quality, psychological safety, and cultural issues.

Wenite’s anonymous mode is designed to give respondents that confidence. Responses are aggregated before they reach you, and individual entries are never surfaced in the consultant view. This isn’t just good ethics — it’s good methodology. More candid responses make your analysis stronger and your advice more credible.

When you communicate the scan to employees, be explicit: tell them the scan is anonymous, explain what will happen with the results, and clarify that no individual scores will be shared with their manager or HR. That transparency drives participation and data quality in equal measure.

After the scan

You don’t need to do anything to move results into the dossier — it happens automatically. Once you close the round, the findings attach to the project inside the client’s dossier. You’ll find them in the Results section, formatted and ready for analysis. Over time, repeated scan rounds in the same dossier build a longitudinal picture — you’re not starting from scratch each time, you’re adding to a living record that compounds in value with every engagement.

Set a firm deadline when you configure the scan, and mention it explicitly in your invitation message. Scans with a visible closing date consistently achieve higher response rates than open-ended ones — the deadline creates the urgency that nudges people to respond rather than defer.

You can import existing survey instruments you’ve used outside Wenite — whether built in another tool or collected as a document. Use the Import option in the instrument selector to bring them in and make them part of your reusable library going forward.