This article explains how to set up automatic reminders and account deactivation for participants in personalized projects and employee surveys. It covers defining reminder and expiry dates, linking mail templates for reminders, and creating rejection messages for expired accounts.

Defining Reminder and Expiry Dates

You have to define a reminder date and/or an expiry date for each participant. If the date is reached and the participant has not participated yet (i.e. disposition codes 11, 12), either a reminder will be sent automatically or the account will automatically be excluded from participation.

You can define the reminder or expiry dates

• in the fields “Expiry date” and “Date of reminder” in the detailed view of the participants in the Participant administration.
• when importing the variables “date_of_remind” and “date_of_expire”. Use the format: YYYY-MM-DD HH:MI:SS.
• when bulk-editing

The system checks once per hour which participants require a reminder or should be deactivated. I.e. these functions are accurate on an hourly basis. Smaller time units cannot be considered.

Linking Mail Templates for Reminders

When using the reminder function, you should link to an appropriate mail template:

• Create a mail template of the “Reminder” type.
• Select this template in the field “Mail template for automatic reminders” in the Projects → {Selected project} → Project properties menu.

Defining a Rejection Message for Expired Accounts

When using the account expiry function, you should create an appropriate rejection message:

• Enter the desired message in the field “The time frame for the participant to complete the survey has expired” in the Projects → {Selected project} → Project properties → Survey messages menu.

FAQ

How often does the system check for reminders and expired accounts?

The system checks once per hour for participants requiring reminders or account deactivation. This means the functions are accurate on an hourly basis, and smaller time units cannot be considered.

Can I set different reminder dates for different participants?

Yes, you can set individual reminder dates for each participant using the Participant administration, during import, or through bulk-editing.

What happens if I don’t set a rejection message for expired accounts?

If you don’t set a custom rejection message, participants with expired accounts may see a generic message or no message at all when trying to access the survey. It’s recommended to always set a clear and informative rejection message.