Reminders: Making sure you get the responses you're looking for

It's frustrating having to follow up with your team or your customers to get responses to the prompts you create in Videospan.  Let us do the reminding for you!  Whether you want to remind someone until you get a response from them or you want to remind your team (or yourself!) to respond to a prompt on a weekly basis, we've got you covered!

Creating Reminders for a Prompt

The steps to send reminders to a individual email or a group are simple:

1. Create or select a prompt for which you want to send reminders
2. On the left-hand side bar, select "Reminders"
3. Click on "+ Add Reminders" on the top right
4. Fill out the form. Below is a description of each of the fields
   • Emails: A list of the email addresses you want to send reminders to.  You can submit one at a time, or put multiple emails separated by commas.  If you've sent reminders before, there will be suggested emails listed above the emails box which you can use to add emails.
   • Custom message (optional): The text of a message that will be included in the email reminder.
   • Reminder Frequency Selection (optional): Defaults to sending a reminder every other day for 5 occurrences. You are able to specify how often (e.g. "Every 2 days", "Every 1 week on Friday", "Every 2 Weeks on Mondays", etc) you want reminders to be sent.  When changing options, a calendar will appear below showing the date and time that reminder emails will be sent.
   • Starting Date (optional): The date and time you want the first reminder to send.  This field also determines the time that all future reminders will be sent.  Default is to send at the current date and time.
   • Ending Date (optional): The date after which no further reminders will be sent.
   • Response Behavior: 
     • Stop Sending Reminders, I only want one response - Once a response is received from this reminder, we will no longer send further emails.
     • Keep Sending Reminders, I want more than one response - Regardless of responses, we will keep sending reminder emails.  This is useful for cases where you want periodic responses to the same prompt (e.g. A weekly series from your executive team about their priorities for the week)
5. Submit the form.

What do the different reminder statuses mean?

• Scheduled: The reminder has been created and will be sent at the appointed time.
• Sending: The initial reminder has been sent, and there are more emails scheduled to be sent in the future.
• Response Received: A response has been received.  We won't send any more emails.
• Expired: We sent all of the scheduled emails, but didn't receive any response.  The links that were sent in the user's email are still valid, and a response could still be received.
• Unsubscribed: The user clicked the unsubscribe link.  You won't be able to scheduled any additional reminders for that person's email for this prompt.
• Canceled: You manually stopped the reminder from being sent.  You can create another reminder with the same email if you would like.