Project Settings: Pulse Settings – Kantata Knowledge Base

Access Groups: Pulse

Overview

In Pulse Settings within a project, you can activate or deactivate survey types, modify the Pulse schedule, cancel scheduled surveys, add and remove survey recipients, and manage the question bank.

To access Pulse Settings, select the Settings(“ ”) icon from the Pulse Summary on the Activity tab of the project. If both client and team Pulse are activated on the account, a drop-down menu will appear with options for Client Pulse Settings and Team Pulse Settings; otherwise the settings page will open directly.

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Schedule

In the Schedule tab, you can view and configure the Pulse schedule settings.

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On the left side are options to turn On or Pause Pulse, activate and deactivate the different survey types, change the survey schedule, and update the frequency.

Send Date for First Survey—This sets when the first survey will be sent. This date cannot be changed once a survey has been sent.

Project Start

When It's Sent	This is a one-time survey sent on the date selected in Send Date for First Survey.
Focus	This survey focuses on activities that occur at the beginning of the project.
Questions	If the Project Start Default question set is selected, all active, standard project start questions are sent in this survey.
Actions	Set a Send Date for First Survey to set when this survey will be sent. Select a question set in the Pulse Schedule on the right side to change the questions that will be sent. You can activate or deactivate the project start survey up until it has been sent.

Recurring Date

When It's Sent	This survey is sent on a recurring basis. If the project start survey is activated, the first recurring date survey is sent the selected number of weeks after the project start survey. If the project start survey is deactivated, the first recurring date survey is sent on the date selected in Send Date for First Survey.
Focus	Surveys of this type focus on ongoing project activities.
Questions	If the Recurring Date Default question set is selected, one question from each category is randomly selected and regardless of the number of active questions, the survey is always 3 questions.
Actions	Set the Send every [#] weeks field to choose how often to send this survey. Select a question set in the Pulse Schedule on the right side to change the questions that will be sent. Note: Only 4 recurring date surveys appear in the schedule at a time. After a recurring date survey is sent, a new recurring date survey is added to the schedule. New recurring date surveys are always configured to use the Recurring Date Default question set by default. To use custom question sets for recurring date surveys, you must manually update the question set each time a new survey is added to the schedule. How frequently you need to do this will depend on the Send every [#] weeks setting. You can activate or deactivate recurring date surveys at any time. You can also cancel a single scheduled survey.

Task Completion

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Project End

When It's Sent	This is a one-time survey sent once the project status has been changed to one of the blue, completed statuses. Once sent, the project end survey will not be sent again if the project status is changed to a different status color then back to a blue status. Once sent, all other scheduled surveys will be removed.
Focus	This survey reflects on the project as a whole.
Questions	If the Project End Default question set is selected, all active, standard project end questions are sent in this survey.
Actions	Select a question set in the Pulse Schedule on the right side to change the questions that will be sent. You can activate or deactivate the project end survey up until it has been sent.

Send One Time

When It's Sent	The survey is sent at 8 AM PT on the date selected.
Focus	Surveys of this type typically focus on ongoing project activities.
Questions	Select a question set in the Pulse Schedule on the right side. During Project question sets are available to choose.
Actions	Set a Send Date for the survey then select Add New Survey. Select a question set in the Pulse Schedule on the right side to change the questions that will be sent. You can skip or restore the one-time survey up until it has been sent.

As you make changes to the options on the left, the Pulse Schedule on the right side updates dynamically. The right side shows information for the scheduled surveys, including the survey type, send date or projected date, and questions. You can also perform the following actions:

Use the Question Set drop-down menu to change the questions that will be sent for a specific survey.
Skip a single survey. The canceled survey will remain in the Pulse Schedule if you want to reactivate it before the date passes.
Restore a previously skipped survey. This option is available up until the survey’s send date has passed.

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NOTE

For recurring date surveys, only the next 4 scheduled surveys are shown in the Pulse Schedule on the right side.
- New recurring date surveys always use the Recurring Date Default question set by default. To use custom question sets for recurring date surveys, you must manually update the question set each time a new survey is added to the schedule.
For task completion surveys, the projected dates are based on the task due dates; however, the surveys will be sent whenever the tasks are marked as completed.
For the project end survey, the projected date is based on the project due date (as set in Project Settings); however, the survey will be sent when the project status is changed to one of the blue, completed statuses. Once sent, the project end survey will not be sent again if the project status is changed to a different status color then back to a blue status.
Once the project end survey is sent, all other scheduled surveys will be removed.

Tip: Surveys can be resent from the Survey Responses page, accessible via the Pulse tab.

Recipients

By default, all team and client project participants are recipients of Pulse surveys. You can add more survey recipients without adding them to the project. This is especially useful for collecting feedback from your clients who may not have a Kantata login.

To add a new recipient, enter their Full Name and Email, then click Add. The recipient appears in the table below.

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To stop sending surveys to someone, check Do Not Send for that person. Changes are saved automatically.

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Note: Newly added project participants may take a few minutes to appear in the Pulse recipients list.

Questions

The Questions tab displays a list of Pulse survey questions. Default questions and any custom questions for your account are included.

The following information is shown:

Question—The text of the question. This is what appears in the survey.
Category—Which category the responses to this question will contribute to: happiness, collaboration, or confidence.
Type—Which survey type the question will be included in.
- Project Start—A one-time survey sent at the beginning of the project.
- During Project—Surveys sent on a recurring basis—recurring date and task completion surveys—or one-time surveys that are manually sent.
- Project End—A one-time survey sent at the end of the project, when the project is marked as completed.
Recipient—Internal Team or external Client.
Do Not Send—Check this option to exclude this question from surveys for this project. Changes are saved automatically.

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How to Deactivate Survey Questions for a Project

You can deactivate certain questions to exclude them from surveys for the project.

Select the Settings(“ ”) icon from the Pulse Summary on the Activity tab of the project.
If both client and team Pulse are activated on the account, select Client Pulse Settings or Team Pulse Settings from the drop-down menu that appears. Otherwise, the settings page opens directly.
Select the Questions tab.
Locate the question you want to deactivate, then check Do Not Send for that question. Changes are saved automatically.

How to Cancel a Single Survey

You can skip a single scheduled survey without deactivating surveys in the project. This is useful if you want to cancel a survey around the holidays, during a project delay, or for any reason. Only recurring date surveys can be skipped.

Select the Settings(“ ”) icon from the Pulse Summary on the Activity tab of the project.
If both client and team Pulse are activated on the account, select Client Pulse Settings or Team Pulse Settings from the drop-down menu that appears. Otherwise, the settings page opens directly.
In the Schedule tab, locate the scheduled survey you want to skip.
Select the Skip button for that survey.

The survey information becomes grayed out and the Skip button becomes a Restore button.

You can reactivate a scheduled survey before the date passes. To reactivate a scheduled survey, click the Restore button in the Schedule tab.

How to Resend Pulse Surveys

Select the Pulse tab in a project.
In the Pulse Scores Tables at the bottom, locate the survey you would like to resend, then select the Link (“ ”) icon.
The Survey Responses page opens.
To resend the survey to an individual recipient, in the recipients table, select the Send (“ ”) icon that is inline with the recipient you would like to resend the survey to.

Note: This option is only available if you have permission to see respondent names.
To resend the survey to all non-respondents, select the Send (“ ”) icon above the recipients table, then select Resend in the confirmation modal that appears.

When It's Sent	This survey is sent each time certain deliverables or milestones are completed.
Focus	Surveys of this type focus on reflecting on the project phase or task that was just completed.
Questions	If the Recurring Date Default question set is selected, one question from each category is randomly selected and regardless of the number of active questions, the survey is always 3 questions.
Actions	Select Milestone Completion or Deliverable Completion to choose the task type that these surveys will be tied to. In the drop-down menu, select the specific tasks that should trigger a survey when they are marked as completed. Only tasks that have not been completed appear in the dropdown. Select a question set in the Pulse Schedule on the right side to change the questions that will be sent. By default, tasks will not trigger a survey; Pulse settings must be updated for each new milestone or deliverable if desired. You can activate or deactivate task completion surveys at any time.