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Administrator - Guide on Campaigns Notifications

When you run a campaign in Q7Leader, the platform automatically sends the right emails to managers, team members, and admins at the right time. This article explains who receives each email, when, and why.

A campaign is a structured program that guides your team through a series of phases, such as launching the campaign, completing self-assessments, holding conversations, and generating a final report.

Each phase has a scheduled start date. When that date arrives, Q7Leader automatically sends the relevant notification emails to the appropriate participants.

Not every campaign includes every phase.

TeamScan, SelfScan, and Conversations are optional, depending on how the campaign is configured, so you may not see every email described below.

 

In this article, you will find more information about:

 

Campaigns Notification Overview

Phase Who receives the email Purpose
Campaign Launched Managers Announce the campaign has started
TeamScan Summary Managers List of team members to scan
SelfScan Request Members Prompt to complete self-scan
Conversation Summary Managers List of team members for review conversations
Campaign Completed Admins & Managers Notify that results are ready to view
Campaign Report Ready Requesting user Deliver the download link for the report

 

Campaign launched

Campaign notifications are sent automatically during the overnight processing cycle. To ensure the launch notification is sent, set the campaign Start Date at least one day before the intended launch date.

  • When it's sent: On the campaign's start date.

  • Who receives it: Managers whose team members are included in the campaign.

  • Subject: Q7Leader - [Campaign Name] is Launched

  • What's included: The campaign name, details about the form being used, and a link to open the application.

This kickoff email lets managers know that the campaign has started for their team.

 

TeamScan – For Managers

  • When it's sent: When the TeamScan (ProfileScan) phase begins.

  • Who receives it: Managers with team members participating in this phase.

  • Subject: Q7Leader - ProfileScan your team members

  • What's included: The campaign name and a list of team members who need to be scanned.

This email prompts managers to log in to the platform and complete the ProfileScan for the listed team members.

 

SelfScan Request

  • When it's sent: When the SelfScan phase begins.

  • Who receives it: Team members participating in the campaign who have SelfScan access.

  • Subject: Q7Leader - Do your SelfScan

  • What's included: The campaign name, a direct link to complete the SelfScan, and the completion deadline.

This email is sent directly to team members, prompting them to complete their self-assessment before the deadline.

 

Conversation Summary (for Managers)

  • When it's sent: When the Conversation phase begins.

  • Who receives it: Managers with team members participating in this phase.

  • Subject: Q7Leader - Annual Review Conversation with your team members

  • What's included: The campaign name, form details, and a list of team members to have conversations with.

At the same time, each participating Team Member receives an individual notification confirming that a conversation has been scheduled.

Additional automatic notifications may also be triggered for Conversations and Objectives, depending on the events and actions completed in the platform.

For more information, see this article.

 

Campaign Completed

  • When it's sent: After the campaign end date has passed and the report has been generated, either automatically or manually by an admin.

  • Who receives it: Admins and managers with access to campaign reports.

  • Subject: Q7Leader - [Campaign Name] reached its completion

  • What's included: The campaign name and a link to view the results and report.

 

 

Campaign Report Ready

  • When it's sent: As soon as a requested report has finished generating.

  • Who receives it: The user who requested the report.

  • Subject: Q7Leader - [Campaign Name] Report generated

  • What's included: The campaign name and a direct link to download the report.

 

 

Good to know

Emails are triggered by phase start dates, not by manual actions. As long as a phase is enabled in your campaign configuration, the corresponding notification is sent automatically when its start date is reached.

If a campaign does not include a specific phase (for example, no Conversations are configured), the related emails will not be sent. There is nothing extra to disable.

If someone on your team reports not receiving an expected email, first check that:

  • The relevant phase is enabled in the campaign configuration.
  • The campaign Start Date has passed.
  • The participant has an active user account in the platform.

Notifications are only sent to participants with an active user account.