⚠️ Who is this article for? This guide is for Entity Admins and users with a custom role that grants survey management access. If you cannot see the Communications page in your survey setup, you may not have the necessary permissions — contact your Entity Admin for help.
The Communications page is the final step before your survey goes live. This is where you schedule the survey dates, configure how respondents access it, and set up all the emails they will receive — from the initial invitation through to reminders and dashboard access notifications for your report owners.
💡 Where to start: Complete your questionnaire setup and recipient list before configuring communications. The Communications page is step 3 of the survey setup flow.
Setting Your Survey Dates
On the Communications page, set the survey launch date — this is the date when invitation emails will be sent to recipients. Then set the survey end date, which is when the survey closes and responses stop being accepted. If you are not ready to schedule yet, tick Leave survey unscheduled to manage the timing manually and launch the survey yourself at a later stage.
Configuring Survey Access
Choose how participants will access the survey — via a button link embedded in the email or via a QR code. Both options are included in the invitation email automatically, so you do not need to choose one over the other.
Setting Up the Invitation Email
Customise the email subject line and message body for your invitation. You can upload a header image and customise the footer if needed. Use piped fields to personalise the email with each recipient's individual data — supported fields are , , and . Click Preview Email to review exactly how the email will appear to recipients before you send it.
Setting Up Reminder Emails
Configure one or more automated reminder emails to be sent to respondents who have not yet completed the survey. Customise the subject line and message body for each reminder. Reminders are sent automatically to non-completers only — respondents who have already submitted will not receive them.
Setting Up Dashboard Access Notifications
Configure email notifications to alert report owners when the survey closes and dashboard results become available. Customise the timing and content of these notifications to match your reporting schedule.
Reviewing and Launching
Once all communication templates are saved, click Continue to review the full survey schedule summary. You can return to any previous step to make changes before launching. When you are ready, click Launch Survey — invitation emails will be sent to all recipients on the scheduled launch date.
💡 For Milestone surveys: After saving communications for one milestone, click Setup the next milestone to configure the next one in sequence, or Back to edit survey to make changes before moving on.
See how to manage survey recipients for Milestone surveys.
Something Not Working?
Piped fields are showing as plain text in the email instead of the recipient's name.
- Likely cause: The field name may be incorrectly formatted, or the employee's data may be missing in the Employee List.
- Action: Check that the field uses the exact format including double curly braces and lowercase spelling (e.g.
). Also verify that the relevant field is populated for each employee in the Employee List.
I cannot find the Resend Email option.
- Likely cause: The survey has not been launched yet.
- Action: The resend option is only available after the survey has gone live. If the survey is still in draft, launch it first. See how to resend survey invitation emails.
Respondents are not receiving survey emails.
- Likely cause: The email address on file may be incorrect, or emails may be filtered by the recipient's mail server.
- Action: Check each affected employee's email address in the Employee List and ask them to check their spam or junk folder. For further help, visit our Troubleshooting & FAQs.
Still Need Help?
If you have questions about setting up survey communications or launching your survey, reach out to us at support@engagerocket.co and we'll be happy to assist!