Survey Setup – Manage Communications FAQ

Unsure how to schedule your survey or customise the emails your participants receive? This guide addresses the most common questions around setting survey dates, configuring survey access, managing email communications, and resending invitation or reminder emails.

Browse the questions below to find the answers you need and ensure your survey communications are set up correctly before launch.

Communications Page Overview

Questions	Answer
What can I configure on the Communications page?	The Communications page has four sections: Set survey dates (when the survey opens and closes), Survey access (how participants access the survey), Schedule communications (invite and reminder emails), and Schedule communications to access dashboard (notifications for report owners).
Do I need to complete all four sections before launching my survey?	Yes. Once all communication templates have been saved, click "Continue" to proceed. You can always return to the survey page to edit your settings before the survey is launched.

Setting Survey Dates

Questions	Answer
How do I set the launch and end dates for my survey?	Under "Set survey dates," select your preferred launch date and time, and your survey end date and time. Note that the survey can only be scheduled at least 15 minutes from now, and the end time must be at least 30 minutes after the start time. Click "Save changes" to apply. All times are based on your local timezone.
I am not ready to set a fixed launch or end date yet. What should I do?	You can tick "Leave start time unscheduled" or "Leave end time unscheduled" to keep the timing flexible and manage it at a later stage.
How does survey date scheduling work for Milestone surveys?	For Milestone surveys, recipients with auto-scheduled invites will receive the survey a set number of days after their start date (e.g., 30 days) at 08:00 AM. Recipients with manually scheduled invites will receive the survey based on their individually assigned schedule. You can set an end date or tick "Leave end time unscheduled" to keep it open-ended.

Survey Access

Questions	Answer
How do participants access the survey?	You can configure two access methods under "Survey access": via a clickable button or via a QR code. Both options can be selected at the same time and will be included in the email communications sent to participants.
Can I offer both a button and a QR code in the same email?	Yes. Simply tick both "Via button" and "Via QR code" options and click "Save changes." Both access methods will be included in the survey invitation email.

Schedule Communications – Email Header & Footer

Questions	Answer
Can I customise the email that participants receive?	Yes. Under "Schedule communications," you can customise the Email header and footer, Invite email, and Reminder emails. The header allows you to upload a banner image (max 650px wide, 150px tall, 5MB), and the footer can be tailored to include personalised content or additional information.
Can I include employee-specific information in the email footer?	Yes. As of August 2025, the system supports piped fields in both the Invite and Reminder emails. You can use , , and to personalise email content dynamically for each recipient.

Schedule Communications – Invite & Reminder Emails

Questions	Answer
When will the invite email be sent to participants?	The invite email will be sent at the time your survey is launched. It will not be sent until you have scheduled your survey's launch date and time under "Set survey dates."
Can I preview the invite email before it goes out?	Yes. Click "Preview email" at the bottom right of the Invite email section to review how the email will appear to recipients before sending.
How do I set up reminder emails?	Under "Reminder emails," you can schedule one or more automated reminder emails to be sent to participants who have not yet completed the survey. Click "+ Add reminder email" to add additional reminders, and click "Edit" next to each reminder to set the date, time, subject line, and message body.
Can I customise the content of the reminder email?	Yes. Similar to the invite email, you can customise the subject line and message body of each reminder email to align with your company's tone and branding.

Schedule Communications to Access Dashboard

Questions	Answer
How do I notify report owners when survey results are ready?	Under "Schedule communications to access dashboard," toggle "Schedule to send email" to ON. Set the date and time you want the notification to go out, enter the relevant role groups in the "Which role groups should we send it to?" field, and customise the email subject and content. Click "Save changes" to apply.
Who receives the dashboard access email?	The email is sent to Report owners — the stakeholders who have been assigned access to view the survey results dashboard. EngageRocket recommends sending this email after you have collected sufficient responses from survey recipients.

Resending Invitation & Reminder Emails

Questions	Answer
A participant says they did not receive or deleted their invitation email. Can I resend it?	Yes. Go to the "Invite email" tab under Schedule communications and click "Resend email." Search for and select the individuals you wish to resend the invitation to, then click "Resend email" to confirm. Note that the survey must already be launched for this function to be available.
Can I resend a reminder email to specific participants?	Yes. Go to the "Reminder emails" tab and click "Resend email" next to the relevant reminder. Search for and select the individuals you wish to resend the reminder to. Note that the survey must already be live and a reminder must already be scheduled for this function to be available.
Will resending an invitation or reminder email send it to everyone again?	No. When resending, only recipients who have not yet responded to the survey will receive the email again. Participants who have already completed the survey will not be included.

Still having trouble? Our support team is here to help. Email us at support@engagerocket.co or reach out directly to your dedicated Customer Success Manager for personalised assistance.