Scheduling Survey Emails - Quick Start
This video explains how schedule a survey by creating and customizing templates, adding reminders, thank-you emails, and scheduling send times. It covers copying text from documents, ensuring the survey link is retained, and editing text for clarity. Users can save templates for personal or shared use within an organization.
Video Length: 5:37
Overview
The email scheduler helps you send survey invitations, reminders, and thank you messages to your participants. You can choose between two campaign types depending on how your survey operates.
Choose Your Campaign Type
The first step is selecting the right campaign type for your survey. This decision affects how and when emails are sent to participants.
Decision Framework
Choose Point in Time if:
Your survey launches on a specific date (e.g., annual engagement survey, quarterly pulse)
All participants should receive the survey at the same time
Your survey runs for a defined period (typically 1-4 weeks)
Example: Company-wide engagement survey launching March 1st
Choose Lifecycle if:
Participants enter your survey at different times throughout the year
Your survey runs continuously (e.g., exit surveys when employees leave, onboarding surveys for new hires)
Each participant has their own independent timeline
Example: Exit survey sent to departing employees
💡 Still not sure? Point in Time = everyone starts together. Lifecycle = people start when they join.
Quick Setup Guide
Point in Time Setup
Step 1: Schedule your initial invite
Set the exact date and time (in UTC timezone) when all participants will receive the survey invite
Example: March 1, 2026 at 2:00 PM UTC
Step 2: Upload your participants
Best practice: Upload participants BEFORE the scheduled invite time
If you add participants after the invite has already been sent, you'll need to click "Send Now" to include them
Step 3: Schedule your reminders
Add as many reminders as needed
Each reminder must be scheduled AFTER the previous email
Example: Reminder 1 on March 5, Reminder 2 on March 8
Step 4: (Optional) Add a thank you email
Automatically sent when participants complete the survey
No scheduling required
Lifecycle Setup
Step 1: Add your first participants
No scheduling needed - invites automatically send the next day at 7:00 AM EST
OR click "Send Now" to send immediately
Step 2: Configure reminder intervals
Set how many days after each email the next reminder should send
Example: "Wait 3 days" after invite, "Wait 2 days" after first reminder
Step 3: (Optional) Add a thank you email
Automatically sent when participants complete the survey
No scheduling required
Step 4: Continue adding participants
As new participants join (e.g., new employees onboard, employees give notice), simply add them to the list
They'll automatically receive the invite the next day at 7:00 AM EST
Key Differences Summary
Invite Timing
You schedule exact date/time
Auto-sends next day at 7:00 AM EST
Reminders
Schedule specific dates
Set intervals (e.g., "3 days after invite")
Best for
One-time surveys with fixed dates
Ongoing surveys with rolling enrollment
Participant Upload
Upload before launch date
Add continuously as needed
Common Scenarios
"I'm running our annual engagement survey in May"
→ Use Point in Time. Schedule the invite for your launch date, add all employees before that date, and schedule reminders throughout the survey period.
"We survey all departing employees when they give notice"
→ Use Lifecycle. When an employee gives notice, add them to the survey. They'll automatically receive the invite the next day and follow the reminder schedule you configured.
"I'm doing a pulse survey every quarter"
→ Use Point in Time. Create a new campaign for each quarter with the appropriate launch date.
"We survey new hires 30 days after their start date"
→ Use Lifecycle. Add new hires 30 days after they start, and they'll enter the email sequence automatically.
Need More Detail?
Point in Time Surveys - Complete Guide → - Detailed walkthrough of scheduling, managing participants, and troubleshooting
Lifecycle Surveys - Complete Guide → - In-depth guide to intervals, participant timelines, and continuous enrollment
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