Luna HR Docs

Wellness

The Wellness module helps you understand how your team is feeling and provides a safe channel for raising concerns. It includes pulse surveys for regular check-ins and a safeguarding system for anonymous reporting.

Key features

  • Pulse surveys — short, regular surveys to gauge team wellbeing
  • Survey templates — create reusable survey templates with different question types
  • Anonymous responses — survey responses are anonymous by default to encourage honest feedback
  • Safeguarding — confidential reporting channel for employees to raise concerns
  • GDPR compliance — responses are anonymised and can't be traced back to individuals

How it works

Surveys

For employees

  1. Go to Wellness from the sidebar
  2. Any pending surveys appear at the top of the page
  3. Click on a survey to respond — questions may include ratings, free text, or multiple choice
  4. Submit your response — it's anonymous and can't be linked back to you

Previously completed surveys are shown below for reference.

You'll only ever see and be able to answer surveys you're actually in the audience for — targeting is enforced when the form is served and again when the response is recorded, so a survey aimed at another team can't be answered by someone outside it.

For admins

  1. Go to Admin > Wellness Surveys
  2. Create a survey template with your questions
  3. Launch the survey — choose which teams or departments to include, and set a deadline
  4. Monitor response rates as employees complete the survey
  5. Review aggregated results — responses are shown as averages and distributions, never individually

Safeguarding

The safeguarding feature provides a confidential way for employees to report concerns about workplace safety, bullying, harassment, or other serious issues.

  1. Go to Wellness and click Report a Concern
  2. Describe the concern — you can choose to remain anonymous
  3. The report goes to your company's safeguarding lead (or, if none is set, every administrator), who is told a new report has arrived — without any of its details
  4. You can check the status of your report from the wellness page

Reports are handled confidentially and logged for audit purposes.

Admin setup

Survey templates

Create templates from Admin > Wellness Surveys:

  • Give each template a name and category (general, mental health, management, culture, etc.)
  • Add questions with different types (rating scale, free text, multiple choice)
  • Set whether responses are anonymous (recommended)

Launching surveys

When launching a survey:

  • Choose the template
  • Select the target audience (whole company, specific departments, or teams)
  • Set a deadline
  • Employees are notified and the survey appears on their wellness page

Publishing tells exactly the people the survey targets — an in-app notification and the New Survey Published email (switch it off or reword it under Admin > Email Templates; each person's Wellness surveys toggle on the Notifications page also applies). Managers of the targeted teams are left out when the survey excludes them, and nobody who has left, is working their notice or is suspended is invited. Large audiences are invited in batches over a few minutes rather than all at once. Lifecycle surveys (onboarding, anniversary, leaver and so on) invite people as they reach the trigger instead.

Wellness policy

Set under Policies, per org node, and inherited down the tree like every other policy:

  • Anonymity threshold — the fewest responses a survey needs before its results are shown. A survey takes the strictest value among the nodes or people it targets; you can raise it for one survey but not lower it below the policy, and never below 3.
  • Max active surveys — how many surveys aimed at a node can be live at once. Checked when you publish; publishing one more is refused until another is closed. Applies to surveys targeted at org nodes.
  • Participation required — members see a Required badge on their pending surveys, on the Wellness page and the dashboard.

Safeguarding administration

Configure safeguarding from Admin > Safeguarding:

  • Choose a safeguarding lead — on the Who is told about new reports card. Every new report is assigned to the lead, who is told in Luna and by email. With no lead chosen, every administrator is told instead — so choose a lead if a report could concern an administrator. The email gives only the reference, category and priority, never the details. You can also add up to 10 extra addresses, such as an external HR provider
  • Review reports — administrators can view submitted concerns, update case status, and add notes
  • Case management — track each report through stages: received, under review, action taken, closed
  • Anonymity — who filed a report is not recorded in the activity log, and the reporter is never among the people notified. Reports are visible to administrators
  • Audit trail — all actions on safeguarding cases are logged for compliance