❓ Why It Matters
360 surveys often involve many participants across multiple teams. Without reminders, completion rates can drop and survey timelines slip.
Manual follow-ups are time-consuming and easy to miss — especially when one person is assigned to several child surveys. Automated reminders solve this by:
Sending reminders on your configured schedule without any manual action.
Making sure each feedback provider gets only one reminder per cycle, even if they're assigned to multiple child surveys within one parent survey.
Skipping anyone who has already submitted their survey, so you're never sending unnecessary emails.
🔧 How to Enable Automated Reminders
Surveys → Edit parent 360 survey → Basics → Optional → Automations
1. Go to Surveys → create or edit an existing parent 360 survey.
2. Navigate to Step 1: Basics → Optional → Automations.
💡 Automated reminders are configured at the parent survey level only. You won't see these settings inside child surveys.
3. Toggle Enable automated reminders to ON.
4. Choose:
Reminder (default is Reminder 1)
If you have not added more than one reminder under communication step, default will be pre-selected.
only reminders configured within the parent survey can be selected.
Frequency (e.g., every 2 days)
5. Click Save&Continue. Once your survey is active, reminders will send automatically according to your schedule. No further action needed.
🧠 How It Works
Reminder Time: Sent at 2:00 PM UTC
Selected Reminder: Only one reminder can be automated. Defaults to Reminder 1, if more than one reminder is set up you can choose between them.
Editable Frequency: Every X days (controlled by numeric input)
Reminder Scope: Only participants with a sent survey link in the Parent 360 survey and have not yet responded.
Turning reminders Off: Will pause the schedule. Turning them back ON restores the previous settings.The reminder schedule will restart counting from the day reminders are turned ON again.
Turning reminders ON before or after survey launch: Automated reminders can be configured at any time.
If reminders are turned ON before the survey launches, the reminder schedule will begin counting from the survey launch date (whether launched automatically or manually).
If reminders are turned ON after the survey has already launched, the schedule will begin counting from the date the reminders are enabled.
📋 Tracking Reminder Status
Surveys → Actions (three dots) next to the Parent 360 survey → Manage Participants
Once automated reminders are enabled, you can see their status directly in Manage Participants. Two columns will appear in the participants table:
Column | What it shows |
Last reminder | The date the most recent reminder was sent to this participant |
Scheduled reminder | The date the next reminder is due to be sent |
If no reminder has been sent or scheduled yet, the column will show "-".
An info banner at the top of the page will also show the date and time of the next scheduled reminder.
You can export this information at any time — the downloaded Excel file includes the same last reminder and scheduled reminder data shown in the table.
🔄 Manual Reminder Overrides
You can still send a manual reminder at any time from parent and/or child (Actions → Preview and send reminder), even when automation is enabled.
When automation is on, you'll be asked to choose:
Send reminder now: Sends immediately, next automated reminder remains scheduled.
Send on scheduled date: Sends only on next scheduled date (disabled if user is inactive).
💡 Sending a manual reminder does not cancel or reset your automated schedule. Both can run alongside each other.
📝 Reminders and Survey Status
Reminder behaviour changes depending on where your survey is in its lifecycle:
Survey status | Reminders sent? | Can you change settings? |
Draft | No | Yes |
Active | Yes, per your schedule | Yes |
Closed | No | No |
💡 If you reopen a closed survey, automated reminders will restart from the reopen date.
⚠️ Edge Cases & Rules
Condition | Behavior |
No survey sent | No reminders scheduled |
Reminder frequency exceeds time before close | Input shows error: “The selected frequency does not allow any reminders to be sent before the survey closes. Please choose a different one.” |
Participant status is inactive | Excluded from reminders |
New participants added mid-survey | Added to reminder schedule only after survey is sent from parent level |
Survey closed early | Cancel all scheduled reminders |
Participant submits survey | No further reminders sent |
Reminder (parent survey) content changed | New content used for future sends |
Reminder (child survey) content changed | No impact on automated reminders |
Custom reminder deleted (parent survey) | Will automatically switch to the default reminder |
Survey duplicated | Automation disabled by default |
Survey re-opened | Automation remains active |
✨ Tips for Best Results
Set up reminders before you send the survey. You can configure automations while the survey is in Draft — reminders won't send until the survey goes live.
You only need to configure this once at the parent level. Reminders automatically apply to all child surveys under the parent. There's nothing to set up separately for each child.
Reminders are smart about duplicates. If a feedback provider is assigned to more than one child survey, they'll only receive one reminder email per cycle — not one per survey. If they complete one but not another, they'll still receive a reminder for the outstanding survey.
Check the Communications page for a quick overview. When automated reminders are scheduled, a banner on the Communications page (under the parent survey) will show the next reminder date. Click Edit automations to go straight to your settings.
🙋 FAQ
Q: Can I automate more than one reminder?
No. Only one reminder can be automated. If multiple exist, you must choose one.
Q: Can I set up automated reminders for child surveys?
No. Reminders are configured at the parent survey level only and apply automatically to all child surveys. Child surveys don't have their own reminder settings.
Q: What happens if I add new participants after reminders are already scheduled?
New participants will be included in upcoming reminders, as long as their survey invite was sent (or a link was generated) from the parent survey.
Q: What if a participant is inactive?
Inactive participants are excluded from automated reminders. If a participant becomes inactive after reminders are set up, they'll stop receiving them automatically. If they become active again, they'll be added back to the schedule.
Q: Will reminders still send if I edit the reminder message?
Yes. Any updates to the reminder content in the parent survey will apply to upcoming reminders without disrupting the schedule.
Q: What if a participant completes the survey before the next reminder is due?
Reminders are automatically skipped for anyone who has already submitted. You don't need to do anything manually.
Q: Can I pause automated reminders?
Yes. Toggle them off anytime. A confirmation will appear before pausing.
Q: What if I want to manually send a reminder but keep automation?
Use the “Send reminder now” option — your future schedule remains intact.
Q: What happens if the selected reminder is deleted?
The system will automatically switch to the default reminder. You may keep using the default (and update its content if needed) or create and select a new custom reminder.
Q: Who can set up automated reminders?
Org Admins and Survey Admins have access to the Automations settings for 360 surveys.
💬 Need Help?
If you have questions or need assistance, reach out to our support team or contact your Customer Success Manager.