Automate sending survey reminders

Automation”.Overview

This guide walks you through the process of using the automation functionality to send surveys to contacts and prospective providers, as well as setting up automated survey reminders. The functionality allows users to personalize reminder messages and schedule multiple reminders.

Functionality: Automating Survey Reminders

Purpose

The automation functionality allows you to automatically send surveys to contacts and perspective providers. Additionally, you can set up automated reminders to be sent if the survey is not completed within a specified number of days. This feature ensures that recipients are reminded to complete their surveys, helping you achieve higher response rates.

Key Features

• Personalised Reminders: Personalisation tags can be added to reminder messages, ensuring that each recipient receives a message tailored to them.

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• Multiple Reminders: You can schedule multiple reminders to be sent at different intervals (e.g., after 3 days, 4 days, etc.).

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• Visibility of Reminders: When editing an automation, you can now see all the reminder messages that you’ve added, ensuring transparency and control over your survey reminders.

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Setting Up Automated Survey Reminders

Step 1: Create a New Automation or Edit an Existing Automation

1. Navigate to Contact Automation Settings:

   • Use the Create icon on the homepage or,

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   • Go to the Manage Automation page on your dashboard and choose “Create an Automation.”

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   • Choose to create a new automation or edit an existing one.

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2. Select Automation Action:

   • Choose the action on “Surveys”, "Send Survey to Contacts" or "Send 360° Survey" as the desired automation task.

   • On the Create Automation page:

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   • On the Edit Automation page:

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3. Configure Survey Details:

   • Set up the survey details, including the survey to be sent and the recipients (contacts or perspective providers).

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Step 2: Add Reminder Messages

1. Add a Reminder:

   • In each tab of the survey automation setup, you’ll find an option to add reminders.

   • Click on "Add Reminder" and select the number of days after which the reminder should be sent if the survey is not completed.

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2. Personalise the Reminder:

   • Use personalisation tags to include recipient-specific information, such as their name or a custom message.

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   • Ensure that the tags are correctly added to the reminder message.

3. Schedule Multiple Reminders:

   • You can add multiple reminders by repeating the previous steps, specifying different intervals for each reminder.

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4. Save the Automation:

   • Once you’ve configured your reminders, save the automation.

Step 3: Reviewing and Editing Reminders

1. Editing an Automation:

   • If you need to edit an existing automation, go back to the Automation section and select the automation you want to modify.

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2. View All Reminders:

   • When you select the “Survey” "Send Survey to Contacts" or "Send 360° Survey" action, you will now be able to see all the reminders you previously added.

   • This allows you to verify that all reminders are in place and personalised as intended.

3. Adjust Reminders as Needed:

   • If necessary, you can adjust the content, timing, or personalisation of any reminder directly from the Edit Automation page.

Troubleshooting

• Reminders Not Sending: Ensure that your automation is active and that the reminders are correctly scheduled.

• Personalisation Issues: Double-check the tags used in your reminder messages to ensure they match the fields in your contact database.