360 Feedback Emails and Reminders

Check your spam or junk folder and, if your organization has one, its email quarantine. Search for the project organizer’s name or Panoramic Feedback.

If you still cannot find it, contact the project organizer to check your email address and resend the invitation. Do not use a colleague’s link or personal ID. For trouble opening an invitation you have received, contact Support.

The platform sends one invitation containing the assignments and a separate personal ID for each subject. Use the link and ID for the person whose questionnaire you are completing.

If an expected assignment is missing, ask your project organizer to check the participant list.

Prepare automated emails on the EMAILS tab and schedule their send dates. The platform uses the email addresses and assignments in your participant list to send the relevant links and personal IDs.

Explain the purpose, deadline, confidentiality arrangements, report recipients, and where to get help. Check the wording and recipient lists before scheduling.

• Subject emails: ask subjects to nominate their evaluators through the Subject Portal, when that workflow is used.
• Evaluator emails (labeled “Responder” in the platform): invite evaluators, including people completing a self-assessment, and remind them to respond.
• Automatic Report emails: generate and deliver individual reports when that feature is available and configured.

Automatic Report delivery is a Premier feature. Review report generation and delivery before using it.

Schedule enough reminders to give participants a reasonable opportunity to respond without crowding their inboxes. Consider the response window, work schedules, and the number of assessments each person has been asked to complete.

Use scheduled Responder Reminder delivery so the personal IDs included are accurate. If the deadline changes, make the new date clear in the reminder.

Scheduled automated emails are sent once a day, at around 6:30 a.m. Eastern Time. Allow for that daily schedule when setting send dates.

The Re-send emails action sends eligible messages immediately. Use scheduled delivery for Responder Reminders.

1. Open the EMAILS tab and select the original invitation.
2. Choose More Actions → Re-send emails.
3. Select the intended recipients and choose Re-send.

Use this for a lost invitation or a delivery problem after checking the address. Re-sent messages are dispatched immediately. Do not use this action for Responder Reminders; schedule those so their personal IDs are accurate.

Review the bounce notice and confirm the recipient’s address. Correct the address in the project’s participant records, then resend or reschedule the original invitation for the corrected address.

Bounce handling can differ when subjects nominate evaluators through the portal; notices may go to the subject for correction. Check the project’s routing settings and ask Support if you need help with a delivery error.

1. Confirm the participant’s address, assignment, and scheduled send date.
2. Ask them to check spam, junk, and any organizational quarantine.
3. If several people in one organization are affected, ask their IT team to review email filtering.
4. Contact Support with the project and delivery details if the problem continues.

The current delivery guidance lists panoramicfeedback.com, 360respond.com, and mandrillapp.com for IT review. Ask Support to confirm the appropriate allowlisting requirements before your IT team changes filtering rules.

1. Add or correct the people and their assignments in the participant list.
2. Open the original invitation on the EMAILS tab.
3. Change its send date and save it.

The rescheduled invitation goes to people who have not received that initial email, including new or corrected addresses. Allow for the daily scheduled send time. Use Re-send emails when an existing recipient needs another copy.