How to set up survey communications and launch your survey

The Communications page is the final step before your survey goes live. This is where you schedule the survey, configure how respondents access it, and set up the emails they will receive, from the initial invitation through to reminders and dashboard access notifications for your report owners.

Setting your survey dates

1. On the Communications page, set the survey launch date — the date when invitation emails will be sent to recipients.
2. Set the survey end date — the date when the survey closes and responses stop being accepted.
3. Alternatively, tick 'Leave survey unscheduled' if you want 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 will be included in the invitation email automatically.

Setting up the invitation email

1. Customise the email subject line and message body.
2. Upload an image for the email header and customise the footer if needed.
3. Personalise the email using piped fields. Supported fields are: , , and . These fields pull in each recipient's individual data automatically.
4. Click 'Preview Email' to review exactly how the email will appear to recipients before you send it.

Setting up reminder emails

1. Configure one or more automated reminder emails to be sent to respondents who have not yet completed the survey.
2. 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

1. Configure email notifications to alert report owners when the survey closes and dashboard results become available.
2. Customise the timing and content of these notifications to match your reporting schedule.

Reviewing and launching

1. Once all communication templates are saved, click 'Continue'.
2. Review the full survey schedule summary. You can return to any previous step to make changes before launching.
3. Click 'Launch Survey' to send invitation emails to all recipients on the scheduled launch date.

💡 For Milestone surveys: After saving communications, click 'Setup the next milestone' to configure the following milestones in sequence, or 'Back to edit survey' to make changes to the current milestone before moving on.

💡 Resending emails after launch: If a participant did not receive or lost their invitation email, go to the Invite Email tab and click 'Resend Email'. Search for the individual and resend.

Note: the survey must already be launched to use this function. The same applies for reminder emails, the survey must be live and a reminder must already be scheduled.

Something not working?

• Piped fields like are showing as plain text in the email — Check that the field name matches exactly — including the double curly braces and lowercase spelling. Also verify that the employee's preferred name is populated in the Employee List.
• I cannot find the 'Resend Email' option — The resend option is only available after the survey has been launched. If the survey is still in draft, you will not see this option.
• Respondents are not receiving survey emails — See the Troubleshooting & FAQs article: 'Respondents are not receiving survey emails' for a full troubleshooting guide.

Still Need Help?

If you are having trouble setting up your survey communications or launching your survey, Reach out to us at support@engagerocket.co and we'll be happy to assist!