Creating Survey Campaigns

AdminSupervisor

🔒Requires permission: Surveys.Create

A survey campaign is a distribution of a survey template to a specific group of caregivers. Each campaign has its own name, schedule, recipient list, and response tracking. This guide walks through the complete process of creating a new campaign.

Prerequisites

Before creating a campaign, ensure the following are in place:

• A survey template exists for the type of survey you want to send. See Survey Templates for instructions on creating templates.
• An event exists (for event-tied campaigns) with caregivers imported into its candidate pool. See Event Management for event setup details.
• You have the Surveys.Create permission assigned to your role.

Step 1: Start a New Campaign

1. Navigate to the event's detail page and click the Surveys tab, or navigate to Surveys in the left sidebar for a cross-event view.
2. Click + New Campaign.
3. The campaign creation wizard opens.

Step 2: Select the Event

If you started from within an event, the event is automatically pre-selected. Otherwise:

1. Use the Event dropdown to select the event this campaign is associated with.
2. The candidate pool for the selected event will become available for recipient selection in a later step.

info

For campaigns not tied to a specific event (e.g., general outreach or referral programs), see General Campaigns.

Step 3: Select a Template

1. The Template dropdown displays all available templates, filtered by survey type.
2. Use the Type filter to narrow the list to a specific survey type (Availability, Confirmation, Travel, or Exit).
3. Select the desired template. A preview of the template's questions and layout appears below the dropdown.
4. Review the preview to confirm this is the correct template.

tip

If no suitable template exists, you can create one directly from this screen by clicking Create New Template. You will be redirected to the template editor and can return to campaign creation afterward.

Step 4: Configure Campaign Details

Fill in the following campaign settings:

Field	Description	Required
Campaign Name	A descriptive name for this campaign (e.g., "Spring 2026 - Availability - Memorial Hospital").	Yes
Start Date	The date and time when the survey should become available to recipients. If set to a future date, the campaign will be in a Scheduled state until that time.	Yes
Deadline	The date and time after which the survey will no longer accept responses. Caregivers who have not completed the survey by this date will see an "expired" message.	No
Reminder Schedule	Configure automatic reminders for recipients who have not yet completed the survey. See Reminder Configuration below.	No

Reminder Configuration

Automatic reminders help improve response rates by nudging caregivers who have not yet completed their survey. Configure reminders as follows:

1. Toggle Enable Automatic Reminders to on.
2. Set the First Reminder -- the number of days after the initial send to send the first reminder (e.g., 2 days).
3. Set the Repeat Interval -- the number of days between subsequent reminders (e.g., every 3 days).
4. Set the Max Reminders -- the maximum number of reminders to send per recipient (e.g., 3 reminders).

Reminders are only sent to recipients who have not yet completed the survey. Once a caregiver submits their response, they are automatically removed from the reminder queue.

Setting	Recommended Value	Notes
First Reminder	2 days	Gives caregivers time to respond before the first nudge.
Repeat Interval	3 days	Avoids overwhelming recipients while maintaining urgency.
Max Reminders	3	Sufficient to capture most responses without becoming intrusive.

tip

For time-sensitive campaigns (e.g., Availability surveys for an upcoming event), consider shorter intervals: First Reminder at 1 day, Repeat Interval at 2 days.

Step 5: Select Recipients

Recipients are the caregivers who will receive the survey. There are two methods for selecting recipients:

Option A: Candidate Pool (Recommended)

Select recipients from the event's existing candidate pool:

1. Click Select from Candidate Pool.
2. The full list of caregivers imported into the event is displayed.
3. Use filters to narrow the list:
   • Status -- Filter by caregiver status (e.g., Available, Confirmed, Pending).
   • Specialty -- Filter by clinical specialty (e.g., RN, LPN, CNA).
   • Facility -- Filter by assigned facility.
4. Select individual caregivers using checkboxes, or click Select All to include the entire filtered list.
5. The selected count is displayed at the bottom of the list.

Option B: Custom Recipient List

Manually specify recipients by uploading a list or entering information directly:

1. Click Custom Recipients.
2. Choose one of the following methods:
   • Upload CSV -- Upload a CSV file containing caregiver email addresses. The CSV must have a column header named Email.
   • Manual Entry -- Type or paste email addresses directly into a text area, one per line.
3. The system validates each email against known caregiver records. Any unrecognized emails are flagged with a warning.

caution

Custom recipients who do not have an existing caregiver record in the platform will receive the survey but their responses will not be linked to a caregiver profile. For best results, use the Candidate Pool method whenever possible.

Recipient Summary

After selecting recipients, the wizard displays a summary:

Metric	Description
Total Selected	The number of caregivers selected to receive the survey.
Valid Email	The number of selected caregivers with a valid email address on file.
Missing Email	The number of selected caregivers without an email address. These caregivers will not receive the survey.
Previously Surveyed	The number of selected caregivers who have already received a survey of the same type for this event.

note

If any selected caregivers have already received a survey of the same type for this event, a warning is displayed. You can choose to include them (they will receive a new survey) or exclude them.

Step 6: Review and Create

1. The final step displays a summary of all campaign settings:
   • Campaign name and event
   • Selected template
   • Start date and deadline
   • Reminder configuration
   • Recipient count
2. Review all details carefully.
3. Click Create Campaign to save the campaign.

After creation, the campaign is in one of two states:

• Draft -- If the start date is in the future and you did not choose to send immediately.
• Scheduled -- If the start date is in the future and automatic sending is configured.

info

Creating a campaign does not immediately send the survey. To send the survey, see Sending Surveys.

Campaign List

After creation, the campaign appears on the Surveys tab within the event, or on the global Surveys page. The campaign list shows:

Column	Description
Campaign Name	The name of the campaign. Click to open the campaign dashboard.
Survey Type	The type of survey (Availability, Confirmation, Travel, Exit).
Status	Draft, Scheduled, Active, Completed, or Archived.
Recipients	The number of recipients.
Response Rate	The percentage of recipients who have completed the survey.
Created	The date the campaign was created.

Editing a Campaign

You can edit a campaign's settings before it is sent:

1. Open the campaign from the campaign list.
2. Click Edit Campaign in the top-right corner.
3. Modify any settings -- name, schedule, reminders, or recipients.
4. Click Save Changes.

caution

Once a campaign has been sent (status is Active), you can still add recipients and adjust reminder settings, but you cannot change the template or campaign name.

Next Steps

• Sending Surveys -- Learn how to send or schedule your campaign.
• Monitoring Responses -- Track responses and send reminders after sending.