Dispatching Reminders and Deactivating Accounts Automatically

1 Defining Reminder and Expiry Dates
2 Linking Mail Templates for Reminders
3 Defining a Rejection Message for Expired Accounts

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You can send reminders to participants or have their accounts deactivated automatically in personalized projects and employee surveys.

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 detail 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.