How to Use Reminders to Collect Recurring Video Responses

Videospan’s Reminders feature lets you automatically collect recurring video updates from your team or community — using the same workflow as the Prompt Calendar, but with a consistent, repeating question.

Instead of sending new prompts each time, Reminders deliver the same question on a recurring schedule — perfect for weekly updates, progress check-ins, or recurring reports.

What Reminders Do

With Reminders, you can:

• Automatically email participants on a regular schedule (daily, weekly, or monthly).

• Ask them to record a quick video answering the same recurring question (for example: “What’s new this week?”).

• Automatically collect and brand every response using your assigned template.

It’s the simplest way to maintain a steady flow of consistent, on-brand updates — without re-creating prompts each time.

Step-by-Step: Setting Up a Reminder

1. Open a Collection

From your Videospan dashboard, select the Collection where you want to collect recurring responses.
Reminders are tied to specific collections — all responses will appear here automatically.

 Create a Reminder

Inside the collection:

1. Click Reminders in the left-hand navigation.

2. Select Create Reminder.

3. Enter your recurring question or message (for example: “Share your weekly highlight or team update!”).

Tip: Keep your question short and conversational — it should invite quick, authentic responses.

3. Set the Schedule

Choose how often and when participants should receive the reminder:

• Daily — ideal for quick status logs or reflections.

• Weekly — great for team updates or weekly recaps.

• Monthly — for reports, testimonials, or milestone check-ins.

You can also set:

• The start date, delivery time, and time zone.

• An optional end date if the series is temporary (like a campaign).

Add Participants

Click Add Participants to select who should receive the reminder emails.
You can:

• Add new email addresses directly.

5. Assign a Brand Template

Make sure your collection has brand templates assigned.
All reminder responses will:

• Automatically apply your brand styling,

• Include your logo, colors, fonts, bumpers, and captions, and

• Be ready for review and publishing immediately.

Note: The brand template ensures every recurring response maintains visual consistency — even when recorded by different participants.

6. Launch the Reminder

Click Activate Reminder to start.
Participants will begin receiving the recurring email invitations at the scheduled times.

Each email includes:

• Your recurring question,

• A “Record My Response” button,

• A secure recording link that works from any device (no login required).

Managing Responses

All responses collected through Reminders automatically appear in your linked collection.
You can:

• Review and approve videos,

• Apply AI repurposing,

• Generate branded clips for social channels, or

• Share directly using Videospan’s branded playback links.

Best Practices

• Use Reminders for consistent, repeatable questions (e.g., “What’s new this week?” or “What are you focusing on next?”).

• Use Prompt Calendars for unique, evolving prompts (e.g., campaign-specific stories or thought leadership).

• Keep reminder cadence predictable — for example, every Monday morning at 9 a.m.

• Rotate participants between collections to keep engagement high.

Summary