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
• Make Your Event Active
• Create & Schedule Notifications

Create & Test Your Email Invite

Email templates provide a quick way to create invitation emails (as well as reminder and reporting access emails). After you create a template you can send a test email.

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. 

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. They are denoted by brackets (e.g., [First Name]). Your data file is the source for available placeholders.

9. Add the event URL to your template (included by default in the global templates).

Note: If your company has set up SSO for your listening events, choose the SSO Survey URL placeholder option.

10. Click Save Email.

11. 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.

Note: You can also create reminder emails at this time, using the same process.

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.