Create and Test Your Listening Event Communications | Point-In-Time & Lifecycle

After completing the Invite phase (choosing the invitation delivery method and adding participants), you can move to the Communications phase, where you create and test your event invitation and reminder emails. If your listening event won’t use email communications (e.g., you will use a QR code or an anonymous link you distribute yourself), you can skip this phase. 

This article walks through:

• Create an Email Communication
• Customize Your Email Communication
• Test Your Email Communication

Create an Email Communication

Email templates offer a fast and convenient way to create invitation and reminder messages. The Event Builder includes two default templates: Invitation and Reminder. You can use these templates as-is, customize them for a specific email, or use them as the basis for creating your own reusable templates. Simply select a template, edit and format the content as needed, and save your email. You’ll schedule it for delivery during the Launch phase. After saving, you also have the option to 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 Communications phase for your event.

From within the Event Builder:

1. Click Communications 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 work with.

The Event Builder opens, displaying the Overview page.

2. In the left panel, click Communications.

2. Click + Add New Template.

The Add New Template dialog box appears with the default Invitation and Reminder templates available for selection.

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

4. Optionally select one of the default templates to edit.

5. Click Create.

The new template is created. If you selected one of the default templates, some content is pre-populated.

6. 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.).

7. In the Email Content section of the screen, click the Placeholder dropdown to add in pre-populated fields if needed, including first and last name, email, survey URL, and language selections. 

Note: If you use a default 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.

8. Click Save Email.

Customize Your Email Communication

Customization options for your email communication include adding a banner, specifying a background color, and using formatting options in the formatting bar.

Add a Banner

You can add a banner by uploading a high quality image. The banner can appear at the top (default) or the bottom of your email. You can see a preview of the banner when it uploads.

File requirements:

• Image must be in JPEG or PNG format

• Image size cannot exceed 200 KB

• The recommended dimensions are 600 px wide x 150 px high

1. In the Email Customization section of the screen, click Choose File under Banner Image.

2. Navigate to the location of the image you want to use, then double-click the image file.

The image uploads and appears in the Banner Image preview area.

Note: If your image does not meet the file requirements, an error message will appear.

3. If you want the banner to display at the bottom of the email, select the Place Banner at the Bottom of the Email checkbox.

4. Click Save Email.

Note: To remove a banner image, click Remove in the Banner Image preview area.

Specify a Background Color

You can specify a custom color for the email background. By default, the HEX code for the current background color displays in the Email Background Color box. You can type or paste in the HEX code for a different color. You can also click the color circle in the box to display a color picker. Choose a color from the color box, a color slider, or use the eye dropper to click a color you want to use. You can also type in an RGB value, an HSL value, or a HEX number

1. Click the Email Background Color box, then type the HEX code for the color you want to use, or click the color circle and use the color picker to specify a different color.

The color displays in the circle next to the color box.

2. Click Save Email.

Format Email Content

When you create your email, the Email Content 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 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.

4. Click Save Email.

Test Your Email Communication

After you create and customize an email communication, you can send a test email to see what it will look like for recipients. If needed, you can continue to modify and test the email. 

1. Make sure you have saved your customizations.

2. Click Send Test Email.

A test email is sent to the email address associated with your login credentials. 

Note: The Placeholder fields do not populate in the test email.