Communications setup in Program Summary

Notifying employees about a survey's start and sending reminders throughout the survey window are essential for improving survey participation.

Note

Always-On programs don't include a Communications section. Skip this step.

There are three sections to set up:

• Notification Timing
• Email Settings
• Configure Notifications

Notification Timing

Send survey invites and reminders between the times that you select. Your organization's default time zone is selected in General Settings. If your organization chooses to send emails based on users' time zones, the text in this setting reflects that.

Important

Viva Glint can successfully process 10,000 - 15,000 surveys and email invites per hour. Factor in these processing limitations and the number of employees in your distribution list when selecting a delivery window.

For example, if your organization plans to send invites to 100,000 employees, extend your delivery window to ten hours to allow all emails to deliver on the survey start day.

For very large organizations and distribution lists (more than 250,000 employees), some emails may be pushed to the following day.

Email Settings

Use the Email Settings section to determine email addresses used to contact users and whether to use multiple languages in email templates.

Choose where email notifications are sent

When personal email is set up as an optional system attribute, this email option becomes visible. Select Company email and personal email to better contact exiting employees.

Send survey notifications in multiple languages in a single email

If your organization has employees in areas where local guidelines require you to communicate in multiple languages, consider switching this toggle to On and setting up emails in multiple languages.

Configure Notifications

The following sections display as setup actions and each field can be edited by selecting the pencil symbol that displays when selecting a row.

Editing the survey invitation

Select Survey Start to activate the Survey Invitation slider window.

Check Send notification to ensure that the send date is correct.

Disabling the survey invitation

If you want to include content that the Viva Glint platform doesn't support - like URLs, HTML, images, or videos - toggle the Send Notifications setting to Off and use your own email service for survey notifications.

Tip

Always send your organization a survey invite! Participation is essential for uncovering useful feedback.

Use Reminders

To encourage users to participate, use the first, second, third, and final reminder email templates during the survey window.

Note

Survey takers only receive reminders if they haven't completed their survey.

Use the Pencil symbol to open the window and then:

• Change reminder email dates, which are preset.
• Preview your reminder. You can change the language and preview the message in other languages.

Add survey reminders

The dropdown menu from the Add survey Reminder button lets admins add reminders. Reminders display on the Communications page with an alarm symbol.

Customize email content

Use this email customization guidance to add custom text to your Glint survey emails.

Notifications when survey results are available

The results notification email is a one-time notification to let users know that survey results are available. The email sends to users in roles with live reporting access 24-hours before the email to all others (including phased access).

Important

For all users to receive a results notification, ensure that all roles are granted access (phased or live) in the Reporting section of the survey program before the survey closes.

To set up the results notification email:

1. From the admin dashboard, go to Configuration and choose Survey Programs.
2. Select a survey and go to the Communications section in Program Summary.
3. Select the Edit & Preview option on the Survey End email.
   • This email is turned off by default.
4. In the edit pane that appears, switch Send notification to On.
5. In the Send field, enter a number of days after survey end date to send the email.
   • The default is three (3) and the maximum is 30 days.
6. Select Save Changes in the top right of the edit pane.

Important

Access must be scheduled to be live 24 hours before the results notification email is scheduled for sending.

Note

To edit Team Conversations notifications, follow this guidance.

Configure Nudges

Set up who in your organization receives Nudges to promote continued action on feedback.

Select Configure Nudges to open the Nudges setup page. Follow the in-platform guidance.

Final saving of communication edits

After adding or editing reminder dates, select the right facing arrow and then Save and Continue.

Next Step

Coaching setup in Program Summary.