Background
If you schedule the survey for the same day and enable data collection, survey notifications from the channels that you've enabled will send immediately, regardless of survey and employee time zones.
If you select a future start date and enable data collection, the survey round will automatically open on the date you've set, and survey notifications will send at the time and time zone that you have configured. To configure your send-out time settings, see Set survey send-out time.
Alternatively, employees can respond to the survey after the round opens before receiving a notification, by accessing the survey in their mobile app, personal dashboard, or via kiosk mode.
If you don't set a send-out time for survey notifications, the fallback send-out time is 09:00. The time zone of the employee record works with the send-out time to assess when each employee should receive the notification.
You can set the time zone of the employee record manually (see Set employee record time zones in the user interface or Set employee record time zones using data import), or Peakon will detect it automatically for each employee, from the browser settings in the previous survey.
If no time zone is present on the employee record, there’s a fallback order for each individual employee.
- Survey schedule time zone.
- Company time zone.
- UTC time zone.
For subsequent survey rounds, the survey detects the time zone of each employee that doesn't already have a time zone on their employee record. Future survey rounds use the detected employee time zone for each employee, unless you override it on their employee record. We recommend setting the employee record time zones manually, if you're using VPN tools that affect employee IP address locations.
Configuration examples
| Employee record time zone | Schedule time zone | Company time zone | Survey time | First survey round | Subsequent survey rounds |
|---|---|---|---|---|---|
|
Not set or detected. |
Not set. |
Not set. |
Not set. |
09:00 UTC.The survey uses the standard survey time and time zone as fallback. |
Survey detects time zones from last time. 09:00 in the local time zone of each employee. |
|
Not set or detected. |
Not set. |
Copenhagen, Denmark. |
10:00. |
10:00 Copenhagen, Denmark. The survey uses the last fallback option: company time zone. |
Survey detects time zones from last time. 10:00 in the local time zone of each employee. |
|
Not set or detected. |
Lisbon, Portugal. |
Copenhagen, Denmark. |
10:00. |
10:00 Lisbon, Portugal. The survey uses the first fallback option: schedule time zone. |
Survey detects time zones from last time. 10:00 in the local time zone of each employee. |
|
Paris, France. |
Not set. |
Copenhagen, Denmark. |
Not set. |
10:00 Paris, France. |
10:00 Paris, France. |
|
Paris, France. |
Not set. |
Copenhagen, Denmark. |
10:00. |
10:00 Paris, France. |
10:00 Paris, France. |
|
Paris, France. |
Lisbon, Portugal. |
Copenhagen, Denmark. |
10:00. |
10:00 Paris, France. |
10:00 Paris, France. |
|
Not set or detected. |
Lisbon, Portugal. |
Copenhagen, Denmark. |
Not set. |
09:00 Lisbon, Portugal. The survey uses the first fallback option: schedule time zone. It also uses the standard 09:00 send-out time, since survey time isn't available. |
Survey detects time zones from last time. 09:00 in the local time zone of each employee. |
Multiple time zones
If you have geographically dispersed employees, we recommend setting their time zones on their employee record. Create separate schedules if both conditions are true for your geographically dispersed employees:
- They're more than 8 hours apart from each other.
- They must receive the survey at 09:00 in their local time.
The survey round opens at 00:30 in the time zone of the survey schedule, and schedules the survey emails. If the schedule contains employees more than 8 hours ahead of schedule time zone, their local 09:00 send out time might already be in the past. Example: If the survey opens on the 1st of June at 00:30 in London, it's already 11:30 in the morning in Auckland. Employees from Auckland will receive their survey immediately, but it's not possible to notify them at 09:00 on this schedule.
| Use Case | Solution | Description |
|---|---|---|
|
Create separate schedules with different time zones, targeting employees by their segments. |
This approach gives you the chance to have different types of schedules. Example: Company, new starters, specific regions. You can still combine multiple time zones in each schedule by setting the time zone on each employee record. If you don't have employee record time zones, the survey automatically detects them for each employee after their first survey. |
|
Create separate schedules without setting the schedule time zone. Set the company time zone to most eastern time zone, and set the employee record time zones. |
This approach provides the flexibility of multiple schedules, while being time zone aware due to employee record time zones. All email jobs are queued at the most eastern time, so they can reach all employees at 9AM in their time zone. |
|
Use the main Company schedule, or create your own all-encompassing schedule. Set schedule time zone to most-eastern time zone in your company. |
This approach enables you to keep everyone on the same schedule, while also being fully time zone aware. |
Email send-out time
The time zone aware configuration only impacts the survey email and reminder emails.
| Email type | Time zone aware? |
|---|---|
| Survey emails | ✓ Time zone aware |
| Reminder emails | ✓ Time zone aware |
| Daily digest emails | ✘ Weekdays 06:00 AM UTC for everyone |
| Low participation emails | ✘ 03:00 AM UTC |
| Schedule reminder emails | ✘ 03:00 AM UTC |
| Instant sensitive comment notification email | ✘ Could be instant or in daily digest |
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