Survey Scheduling

Survey schedules define when surveys are sent, who receives them, and which questions are asked. This page covers all scheduling options and targeting configurations.

Schedule Types

GuideMode supports three scheduling patterns:

Weekly Schedules

Send surveys on the same day each week.

Field	Type	Description
dayOfWeek	0-6	0 = Sunday, 1 = Monday, …, 6 = Saturday
timeOfDay	HH:MM	24-hour format (e.g., “09:00”)

Example: Every Monday at 9am

{
  "scheduleType": "weekly",
  "dayOfWeek": 1,
  "timeOfDay": "09:00"
}

Monthly Schedules

Send surveys on the same business day each month.

Field	Type	Description
dayOfMonth	1-31	Business day number (skips weekends)
timeOfDay	HH:MM	24-hour format

Example: First business day at 10am

{
  "scheduleType": "monthly",
  "dayOfMonth": 1,
  "timeOfDay": "10:00"
}

Triggered Schedules

Send surveys based on user activity rather than calendar.

Trigger Type	Description	Configuration
session_count	After N AI sessions uploaded	{ "type": "session_count", "threshold": 25 }

Example: After every 25 sessions

{
  "scheduleType": "triggered",
  "triggerConfig": {
    "type": "session_count",
    "threshold": 25
  }
}

Targeting

Surveys can target different audiences:

Organization Targeting

All organization members receive the survey.

{
  "targetType": "organization"
}

Use case: Company-wide pulse checks, quarterly health surveys.

Team Targeting

Only members of selected teams receive the survey.

{
  "targetType": "teams",
  "targetTeamIds": ["team-uuid-1", "team-uuid-2"]
}

Features:

• Only enabled teams receive surveys
• Members are deduplicated across teams
• Users in multiple targeted teams get one survey

Use case: Team-specific feedback, project retrospectives.

Individual Targeting

Specific named users receive the survey.

{
  "targetType": "individual",
  "targetUserIds": ["user-uuid-1", "user-uuid-2"]
}

Use case: Targeted follow-ups, new hire onboarding surveys.

Fatigue Prevention

GuideMode prevents survey overload with built-in limits:

Setting	Default	Description
surveyMinimumIntervalDays	7	Days between surveys for same user
surveyMaxActivePerUser	1	Maximum pending surveys per user

These are configured at the organization level in Settings → Organization → Survey Settings.

Prevention Rules

Before creating a new survey instance:

1. Check active count - User has fewer than surveyMaxActivePerUser pending surveys
2. Check interval - User’s last completed survey was more than surveyMinimumIntervalDays ago
3. Check duplicates - No existing instance for same schedule + due date

Schedule Fields Reference

Field	Type	Required	Description
name	string	Yes	Schedule display name
description	string	No	Optional description
surveyType	string	No	Type of survey (default: ‘team_experience’)
purpose	enum	No	Survey purpose category
scheduleType	enum	Yes	‘weekly’, ‘monthly’, ‘triggered’
dayOfWeek	integer	Weekly	0 (Sunday) to 6 (Saturday)
dayOfMonth	integer	Monthly	1-31 (business day number)
timeOfDay	string	Yes	“HH:MM” format (24-hour)
triggerConfig	object	Triggered	Trigger configuration
targetType	enum	Yes	‘organization’, ‘teams’, ‘individual’
targetTeamIds	uuid[]	Teams	Team IDs to target
targetUserIds	uuid[]	Individual	User IDs to target
isActive	boolean	No	Whether schedule is active (default: true)

Question Configuration

Each schedule can customize which questions are asked:

{
  "questionConfig": {
    "version": "1.0",
    "questions": [
      { "id": "overall_productivity", "enabled": true, "order": 1 },
      { "id": "job_satisfaction", "enabled": true, "order": 2 },
      { "id": "ai_tool_impact", "enabled": false, "order": 3 }
    ]
  },
  "randomizeQuestionOrder": true,
  "textQuestionsAtEnd": true
}

Setting	Default	Description
randomizeQuestionOrder	true	Randomize question order per response
textQuestionsAtEnd	true	Place text questions last (when randomized)

See Survey Questions for the complete list of available questions.

Notification Flow

Email Notifications

Users receive:

• Assignment email - When survey is assigned
• Reminder email - If pending for more than 3 days

Users can disable these in their settings:

• emailSurveyAssignments - Toggle assignment emails
• emailSurveyReminders - Toggle reminder emails

Related Documentation

• Surveys Overview - Survey system overview
• Survey Questions - Complete question reference
• People - User notification settings