Emails Overview

The Emails section is where you manage communication with Subjects and Responders throughout your 360-degree feedback project.

This includes sending invitations, reminders, and tracking email activity.

Why Emails Matter

Emails are a key part of the feedback process. They are used to:

• Invite Subjects to enter their Responders
• Remind Subjects to enter their Responders
• Invite Responders to complete the questionnaire
• Remind Responders to submit their feedback
• Keep the project moving toward completion

Clear and timely communication helps improve response rates and overall project success.

What You Can Do in This Section

Within the Emails section, you can:

• Configure and send invitation emails
• Set up and manage reminders
• Customize email content
• Monitor email delivery and engagement

This allows you to manage all subject and responder communication from one place.

How Emails Fit Into Your Workflow

Most emails are typically used after people have been added to the project.

A common sequence is:

1. Add people and assign relationships
2. Review email settings and content
3. Schedule emails
4. Monitor responses
5. Send reminders as needed

Effective email management helps keep your project on track.

Types of Emails

Panoramic Feedback uses automatic emails to manage communication with Subjects and Responders throughout your project.

Each email type serves a specific purpose at different stages of the feedback process.

Subject Emails

Subject emails are sent only to Subjects (those receiving feedback).

These may include:

• Subject Catalyst
  Sent before the feedback process begins. It invites Subjects to enter their Responders and provides access to the Subject Portal.
• Subject Reminder
  Sent to Subjects who have not entered enough Responders.
• Subject Address Correction
  Sent when responder email addresses entered by a Subject are incorrect, allowing them to update the information.

Responder Emails

Responder emails are sent to all Responders (including the Subject if self-assessment is included).

These include:

• Responder Pre-Announcement
  An optional email sent in advance to notify responders about an upcoming feedback project. This email does not include access details.
• Responder Catalyst
  The main invitation email. Sent on the project start date, it includes each Responder’s unique access ID and instructions.
• Responder Reminder
  Sent to Responders who have not yet completed their feedback. Multiple reminders can be scheduled.

Report Emails

• Automatic Report
  Generates and sends reports to Subjects automatically on a scheduled date. This requires a report design to be configured in advance.

How These Emails Work Together

A typical email sequence may look like this:

1. Subject Catalyst
   Sent when Subjects are asked to enter or confirm their responders
2. Subject Reminder(s)
   Reminder emails sent to Subjects who have not yet completed their tasks
3. (Optional) Responder Pre-Announcement
   An introductory email notifying responders that a feedback request is coming
4. Responder Catalyst
   The main invitation email sent to responders with access to the questionnaire
5. Responder Reminder(s)
   Reminder emails sent to responders who have not yet submitted feedback
6. (Optional) Automatic Report
   Automatically delivers completed 360 reports directly to Subjects.

Understanding how these emails work together can help you plan communication effectively, improve participation rates, and create a smoother experience for both Subjects and responders.

Tips for Managing Emails

• Review and tailor email content
• Use clear and professional language
• Send test emails to yourself to review wording and formatting
• Avoid sending Catalyst emails immediately before weekends, as they may be overlooked
• Send reminder emails at appropriate intervals
• Monitor response rates and adjust your email schedule if needed