Launch Your Listening Event | Point-In-Time & Lifecycle

After adding participants to your event and configuring event settings, you are ready to move to the Launch phase. This phase includes creating and testing your email invite, making the event active, and creating and scheduling notifications (invites and/or reminders).

This article walks through:

• Create & Test Your Email Invite and Reminders
• Make Your Event Active
• Create & Schedule Notifications
• Generate a QR Code/Distribute URL (PIN Page Only)

Create & Test Your Email Invite and Reminders

Email templates provide a quick way to create invitation and reminder emails. After you create a template you can send a test email. You can also format the email content.

Note: The Distribute Yourself Create PIN Page Link and Distribute Yourself Create Anonymous Link delivery methods (selected in the Invite phase) do not support email templates. 

Create and Test Your Invite and Reminder Emails

1. Navigate to the Launch phase for your event.

From within the Event Builder:

1. Click Launch in the left panel.

From Listen:

1. In the Active 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.

2. Click the Configure Emails tab.

3. Click +Add New Template (top right).

The Add New Template dialog box appears.

4. Click the Email Name box and type a unique name for the email.

5. Select a global template to edit (optional).

6. Click Create.

7. Populate/edit all required (*)  fields. 

Note: The Sender Name field is not pre-populated. The Sender Name is typically the person or group championing the event (e.g., the CEO, the HR team, etc.).

8. In the Body section of your email, click the Placeholder dropdown to add in pre-populated fields, including first and last name, email, survey URL, and language selections. 

Note: If you use a global template, the placeholders may already be added to the email body. They are denoted by brackets (e.g., [First Name]). Your data file is the source for available placeholders.

Note: If your company has set up SSO for your listening events, choose the SSO Survey URL placeholder option. Your company must set up an automated data feed from your HRIS system to Perceptyx in order to use the SSO Survey URL functionality.

Before using the SSO Survey URL, verify that all employees have access to take the survey using an SSO link. Workers in the field, or in distribution or manufacturing centers often do not have this capability. In these cases, consider using a unique link or PIN page.

9. Click Save Email.

10. Click Send Test Email.

A test email is sent to the email address associated with your login credentials. The Placeholder fields do not populate in the test email. 

11. If you want to also create reminder emails at this time, use the same process.

Formatting Options

When you create your invitation email in the Configure Emails tab, the Body section includes a formatting bar you can use to enhance the email.

The toolbar includes standard formatting features, such as bold, italic, and underline; font characteristics (family, size, color, and highlight); alignment options; and a hyperlink option. Two additional options can be particularly helpful:

• Insert Image

Use this option to insert an image (e.g., logo, banner, etc.) anywhere in the body of the email. Note that any images you insert must be housed on a website. 

To insert an image:

1. Click Insert Image in the toolbar.

A popup appears.

2. In the Insert Image via URL box, type or paste the URL for the image.

3. Click Insert. 

• Source

Use this option to view and modify the HTML code for the email content. For example, if you want to use a font color that is different from those available in the toolbar, you can add or change a color code or hex code. The following example shows the standard Blue color applied to the text Your opinion matters! Clicking Source in the formatting toolbar shows the HTML code with the current hsl color code:

You can change the hsl code (or replace with a hex code) to create a custom color:

To modify HTML code:

1. Click Source in the toolbar.

The code for the message appears.

2. Make your changes.

3. Click Source in the toolbar to return to the standard text display.

Make Your Event Active

After you create and test your email invite you make your event active. Changing the status to Active does not launch the event, but it does enable you to schedule email notifications, which do launch the event.

1. Navigate to the Launch phase for your event.

From within the Event Builder:

1. Click Launch in the left panel.

From Listen:

1. In the Active 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.

        2. Click the Configure Emails tab.

        3. Review the details for your event, then click Make Event Active (bottom right).

A confirmation message appears.

4. Click Confirm.

A message appears prompting you to keep working on the event or return to the Listen page.

       5. Close the message by clicking the X icon, or click Go to Listen if you want to return to the Listen page.

Create & Schedule Notifications

After you create your emails and your event is active, you can schedule when your emails are sent. 

1. Navigate to the Launch phase for your event.

From within the Event Builder:

1. Click Launch in the left panel.

From Listen:

1. In the Active 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.

        2. Click the Send tab.

        3. Click +New Email Notification.

The Create Email Notification dialog box appears.

4. Click the Email Template dropdown, then select an email template.

5. Click the Notification Status dropdown, then choose when to send emails:

   1. Send Immediately:
      Emails are sent when you click Save. The event link in the email is live.

   2. Schedule on Later Date:
      Specify the date/time to send the emails. The event link in the email becomes live at the scheduled date and time.

   3. Draft:
      Keeps the status in draft mode until you are ready to set a notification status.

6. Click the Status of Recipients dropdown, then select a status for who will receive the email: 

   1. Not Finished: 
      Only participants who have not clicked Submit on their event (for reminder emails). This option doesn’t appear if you are using a universal link for your event.

   2. Everyone: 
      All participants, regardless of completion status.

7. Click Save.

A Confirm Notification message appears. 

8. Review your notification details, then click Send Notification.

The notification is sent or scheduled to send and the status displays as Pending until it is sent to all participants.

Note: You can click Refresh List (top right) to view the latest status. When all the notifications are sent, the status changes to Complete. 

9. If you need to cancel your notification, click the gear icon, then click Delete.

Generate a QR Code/Distribute URL (PIN Page Only)

If you enable the PIN page option for your listening event, the Launch phase in the Event Builder includes options to generate a QR code and to copy a URL for you to distribute.

Note: If you chose the Distribute Yourself Create PIN Page Link delivery method in the Invite phase, the Configure Emails and Send tabs are not available.

Generate a QR Code

You can provide a QR code for participants to access the event. Simply generate the code, download it, and distribute it.

1. Navigate to the Launch phase for your event.

From within the Event Builder:

1. Click Launch in the left panel.

From Listen:

1. In the Active 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.

       2. In the Generate QR Code section, click Generate.

The QR code is generated.

3. Click Download.

The image of the QR code is downloaded to your default download location.

Copy the URL for Distribution

You can copy the event URL to distribute to participants. The URL won’t be live until you launch your event.

1. Navigate to the Launch phase for your event.

From within the Event Builder:

1. Click Launch in the left panel.

From Listen:

1. In the Active 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.

       2. In the Survey URL section, click Copy URL.

The URL is copied to your clipboard so you can paste it into an email or other location with instructions for accessing the event via PIN page.

3. If applicable, create and test your email invite, make your event active, and create and schedule notifications.