Launch Your Listening Event | Point-In-Time

The Launch phase does three things. It makes your event live, it sends your invitations and reminders, and if you are using a personal identification number (PIN) page it gives you a code and a link to hand out. The wording of the emails was decided back in the Communications phase, so this is the phase where you choose who gets them, when, and on which channel.

Get to the Launch phase

There are two ways in, and everything else in this article happens from the page they take you to.

From within the Event Builder

1. Click Launch in the left panel.

From Listen

1. In the Live Events section or the All Events section, click Manage Event for the event you want to launch.
   The Event Builder opens, displaying the Overview page.
2. In the left panel, click Launch.
   The Review tab appears, showing a high-level summary of your event.

Make your event active

Making your event active is what opens it up. From that moment, anyone you invited can take it as soon as they log in to the platform, and you can start creating notifications. Activating the event does not contact anybody on its own, so there is no rush between this step and the next one.

1. Review the details for your event, then click Make Event Active at the bottom right.
   A confirmation message appears.
2. Click Confirm.
   A message appears asking whether you want to keep working on the event or head back to Listen.
3. Close the message by clicking the X icon, or click Go to Listen to return to the Listen page.
   The event is now active, and a Close Date option appears on the tab.
4. To set when the event closes, click Schedule Closed Date, choose a date and time, then click Save.

Create and schedule notifications

Notifications are your invitations and reminders. Each one is built from a template you set up in the Communications phase, so here you are choosing which template goes to which people and when. You can create as many as you need, which is how most people handle an invitation followed by two or three reminders. Each one can go to everyone or to a specific group of people, at a time that suits them.

1. On the Launch page, click the Send tab.
2. Click + New Email Notification.
   The Create Email Notification dialog box appears.
3. Click the Email Template dropdown, then select a template.
4. Click the Notification Status dropdown, then choose when it goes out.

5. Click the Status of Recipients dropdown, then choose who receives it.

6. To send this notification only to people in certain demographic groups, like one country or one department, turn on the demographic option and pick the group. Send to specific groups of people walks through it. Leave it off to send to everyone who fits the Status of Recipients you picked.

Sending to people you added late

When you choose Group, a second dropdown called Late Addition Group appears. Pick the group you want to reach.

Every time you add late invitees, everyone added on that day goes into one group, named Late Additions followed by the date. If you added people on more than one day, each day is its own group, so you will set up one notification for each.

Say 40 new hires join partway through your event and need an invitation. Everyone would email your whole original list again, and Not Finished would reach every original invitee who has not submitted yet. Group reaches just the 40. To add late invitees in the first place, see Support Participants.

7. If you want this notification delivered through chat, scroll down to the chat settings and use the check boxes described in Send through chat instead of email.
8. Click Save.
   A Confirm Notification message appears.
9. Review your notification details, then click Send Notification.
   The notification sends or is scheduled, and the status shows as Pending until it has reached everyone.

Change or cancel a notification

• To edit it, click Action, then select Notification Settings.
• To cancel it, click Action, then select Delete.

Send to specific groups of people

Every notification can go to everyone, or only to people in certain demographic groups. That opens up a few things that used to need a separate event or a Perceptyx team member:

• Send each region its invitation at a sensible local time.
• Send a different version of an email to different groups, like a version written for frontline teams and one for office staff.
• Remind one part of the business without emailing everyone else.

How it works

You pick one demographic, like Country or Department, and then one or more values from it. Anyone who has any of those values gets the notification. Pick Country, then Canada and United States, and everyone in Canada or the United States is included. The list comes from your organization's employee data, so the demographics you can pick depend on what your organization sends to Perceptyx.

You can only use one demographic per notification. If you need people who are in the United Kingdom and in Sales, that is not something a single notification can do.

The demographic works on top of the Status of Recipients you picked. Choose Not Finished with Country set to Canada, and the reminder goes to people in Canada who have not submitted yet.

Set it up

These steps happen inside the Create Email Notification dialog box, after you have picked your template, send time, and Status of Recipients.

1. Turn on Send to a specific demographic.
   The demographic fields appear.
2. Click the Demographic dropdown, then pick the demographic you want to use.
3. Pick one or more values from the list next to it.
   A count shows how many people match. Check it before you save, since it is the quickest way to spot a filter that catches more people, or fewer, than you meant.
4. Finish the rest of the notification as usual, then click Save.

Example: one invitation per region

Say half your people are in the United Kingdom and half are in the United States, and you want everyone to get their invitation at 9:00 in the morning local time, written for their region.

1. In the Communications phase, build two emails: a United Kingdom invitation and a United States invitation. Create and Test Your Listening Event Communications covers building emails.
2. Back in Launch, create a notification with the United Kingdom template, scheduled for 9:00 in the London time zone, sent to Country: United Kingdom.
3. Create a second notification with the United States template, scheduled for 9:00 in the Eastern time zone, sent to Country: United States.

Do the same for reminders. Because each notification only reaches its own country, nobody gets the other region's email.

Avoid sending people two emails

Each notification sends to everyone it matches, on its own. Nothing stops one person from matching two notifications, and if they do, they get both emails.

The most common way this happens is having a notification for a specific group alongside one that goes to everyone. Everyone in that group is also part of everyone, so they get two. When your notifications are set up this way, a warning appears on the Send tab. It does not stop you from saving or sending, because sometimes that is what you want.

Send through chat instead of email

If your organization uses the Perceptyx app for Microsoft Teams or Slack, a notification can arrive as a chat message. Two check boxes in the notification dialog box control this, and they do different things.

Chat Only is worth using for people who do not sit at a desk, who rarely open email, or whose whole working day happens in Teams or Slack. It also means you are not asking the same person twice for the same survey, which is one of the more reliable ways to get people to tune out invitations altogether.

You set this per notification, not for the whole event. Combined with sending to specific groups, that means you can send your frontline teams a chat message and your office staff an email from the same event.

Worth knowing before you turn on Chat Only

• The email template you selected is not used. Chat Only needs a template chosen before it will let you save, but nothing is sent from it, so do not count on the wording in that template reaching anyone.
• There is no email backup. Anyone in the audience who does not have the chat app installed will not receive this notification at all, so check that your audience is set up for chat before you rely on it.
• Nothing here is permanent. Clear Chat Only and that notification goes back to normal email delivery. There is nothing to rebuild.
• If your organization delivers notifications to a different messaging service through a webhook connection rather than through Teams or Slack, these same settings apply to it.

Share a code or a link

If you turned on the PIN page for your event, which is the page where participants enter a personal identification number to get in, the Launch phase also gives you a quick response (QR) code and a link you can hand out yourself. This is how you reach people who do not have a work email address.

Generate a quick response code

1. In the Generate QR Code section, click Generate.
   The code is created.
2. Click Download.
   The image saves to wherever your downloads normally go.

From there you can put it on a poster, a break room screen, a payslip, or anywhere else your people will actually see it.

Copy the link

1. In the Survey URL section, click Copy URL.
   The link is copied to your clipboard.

Paste it into an email, an intranet post, or wherever you are explaining how to take part. The link will not work until your event is active, so you can share the instructions ahead of time without anyone getting in early.