Campaign workflow and email timings

Campaign launch 

When an account owner or account admin clicks the "Invite learners" button, one of the following happens:

  1. If the campaign start date is five or less business days from the current date, then learners and managers are invited via email to participate in the campaign. 
  2. If the campaign start date is greater than five business days from the current date, then no invites will be sent until the current date is five or less business days from the campaign start date. 

New learner or manager

If the learner or manager is new to Yarno, they will receive a You've been invited to Yarno! email. 

In the email will be a link to Accept invite. Clicking that link will take them to an account activation page, where they fill out their nickname and password. Once done, they're shown the welcome tour. 

If the campaign includes primer questions, they'll be asked to answer them. 

Once all primer questions have been answered, the learner or manager will either be taken straight through to the campaign (if the campaign has already started), or they'll be shown the campaign start date and told to hold tight until the campaign starts. 

Reminder emails

If a learner or manager has not accepted their invite to Yarno after two days, they receive a reminder email.

If a learner or manager has not answered their primer questions after two days, they receive a reminder email. 

Existing learner or manager

If the learner or manager has already completed a campaign in Yarno, they will receive a You've been invited to a new campaign! email.

In the email will be a link to Accept invite. 

If the campaign includes primer questions, they'll be asked to answer them. 

Once all primer questions have been answered, the learner or manager will either be taken straight through to the campaign (if the campaign has already started), or they'll be shown the campaign start date and told when to hold tight until the campaign starts. 

Reminder emails

If a learner or manager has not accepted their invite to the new campaign after two days, they receive a reminder email.

If a learner or manager has not answered their primer questions after two days, they receive a reminder email. 

Answer primer questions 

Only applicable if primer questions are included in the campaign.

When they login, learners and managers are invited to complete their primer questions. 

Reminder email

If a learner or manager has not answered their primer questions after two days, they receive a reminder email. 


During the campaign

Daily

Learners & managers

From the first day of the campaign, learners and managers receive daily notification emails. These emails are sent at the notification time chosen by the account owner or account admin before the campaign is launched. 

Reminder email

If a learner or manager has unanswered questions, they'll receive an email reminder. 

Weekly

Managers, account admins and account owners

At 4pm each Friday, weekly report emails are sent to managers, account admins and account owners. 


Campaign close

Campaign about to finish

Two business days before a campaign's end date, at 8am local time campaign learners and managers are sent a Campaign About To Finish email which explains that the campaign is coming to a close. If the campaign is less than seven days long, no Campaign about to finish email will be sent. 

Campaign cooldown

At midnight on the final day of the campaign, the campaign enters a ‘cooldown’ state. This means that no new questions will be generated for learners and managers. 

Revisit primer questions 

Only applicable if primer questions are included in the campaign. 

The next business day after a campaign' end date’ at 8am local time, learners and managers are sent the Revisit Primer Questions email which encourages them to login and complete their post-campaign primer questions.

Reminder email

One business day after the Revisit Primer Questions email, learners and managers that have not yet answered their post-campaign primer questions are reminded to do so. Learners that have answered will not be sent this email.

Campaign close

At midnight local time, two business days after the campaign end date the campaign is marked as closed. This means that learners and managers can no longer answer questions on the campaign. It also means that learners and managers are now available to start on other campaigns.

Campaign wrap-up

At 8am local time on the morning of the next business-day (following campaign close), the Campaign Completion email is sent outlining that the campaign has now closed. Learners and managers are asked to provide feedback on the campaign via an NPS score. 

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