Recurring surveys and scheduling

What recurring surveys are

Some questions are worth asking once. Others are worth asking on a rhythm: a quarterly check-in with a key vendor, a monthly pulse on how the crew feels about a new tool, an annual review of a TPA relationship. Recurring surveys let you set a survey up once, pick a cadence, and have Verinode re-send it to the same people on schedule, without you rebuilding it every time.

Verinode does not decide what to ask or who to ask it. You write the questions, you pick the recipients, and you pick the cadence. Verinode's job is to remember the schedule, send the same survey to the same cohort each time it comes due, and give you a place to see what's coming and to pause it if your priorities change.

Where to find it

Open Forms from the sidebar at iq.verinode.ai/forms. The page opens on the Surveys tab (the other two tabs are Audits and Reviews, which don't currently expose the schedule toggle described here).

Scheduling lives in two places on this page:

• The Upcoming · next 30 days row. A horizontal row of tiles, one per recurring series that has a fire due in the next 30 days. This is the "what's coming" view.
• The + Add Survey button, top right of the page. Opens the create modal, where the Run on a schedule toggle turns a one-time survey into a recurring series.

Pausing and resuming a series happens from a survey's own detail panel, opened by clicking any tile for that survey (from the Upcoming row or from Most recent).

Setting up a recurring survey

1. 1Click + Add Survey on the Forms page (Surveys tab).
2. 2Build the survey as usual: pick a template or start from scratch, set the title, and choose who's being asked about (a vendor, your team, a tool, and so on).
3. 3In the Run on a schedule section, check the box. The copy under it reads: "We'll re-send to the same group on the cadence you pick. Pause anytime from the survey detail panel."
4. 4Pick a cadence from the six options: Weekly, Every 2 weeks, Monthly, Quarterly, Every 6 months, or Annually. Quarterly is selected by default when you first check the box, but you can change it before saving.
5. 5Pick recipients and finish the rest of the survey as normal, then save.

The cohort you pick at creation is frozen into that series. Every future fire goes out to the same people, the same way a "send it to the team every quarter" instruction would work if you ran it by hand, except Verinode remembers to do it. If your team changes and you want a different roster on the series going forward, you'll need to close the series and start a new one with the updated recipients; recurring series don't currently pick up newly added team members automatically.

Cadence labels

The six cadences you can choose from, and what each one means in practice:

| Label | Interval | |---|---| | Weekly | Every 7 days | | Every 2 weeks | Every 14 days | | Monthly | Every calendar month | | Quarterly | Every 3 calendar months | | Every 6 months | Every 6 calendar months | | Annually | Every calendar year |

Weekly and Every 2 weeks advance by a fixed number of days. Monthly, Quarterly, Every 6 months, and Annually advance by calendar months (or a year), which means the exact day can shift slightly at month-end. A quarterly series created on March 31, for example, next fires on June 30, not "June 31," since June doesn't have 31 days. This is normal calendar-month behavior, not a scheduling error.

If a survey isn't recurring at all, it's simply labeled One-time wherever a cadence would otherwise show.

The Upcoming (next 30 days) row

This row sits on the Forms page under Explore, titled Upcoming · next 30 days. It shows every recurring series (not one-off instances) whose next scheduled fire falls within the next 30 days, soonest first.

Each tile shows:

• A date headline: "Today" if the fire is due today or overdue, "Tomorrow" for the next day, "In Nd" for anything within a week, and a calendar date (e.g. "Aug 14") beyond that.
• A status label above the date: Recurring if the series is active, Paused if you've paused it. A paused series still shows here with its last-computed next date, so you have visibility into what's on hold.
• A meta line below: the cadence label and the invitee count, for example "Quarterly · 6 invitees."
• The survey's title and, where set, the subject name (the vendor, tool, or team member the survey is about) in the tile's preview area.

Clicking a tile opens that survey's detail panel directly, with the recurrence controls in view.

Empty state. If you have no recurring series scheduled to fire in the next 30 days (including if you've never set one up), the row reads:

No surveys scheduled to repeat. Toggle "Run on a schedule" when you build a survey to see quarterly tool checks, monthly vendor pulses, and annual reviews land here automatically.

What happens when a series fires

You don't need to do anything when a recurring survey comes due, this runs on its own on a schedule. A few things worth knowing about how it behaves:

• Each fire clones a fresh, active copy of the survey with the same questions and the same subject, and sends it to the frozen recipient list from when the series was created.
• The schedule only advances after a fire successfully goes out, so a transient failure doesn't silently skip a cycle or double up the next one.
• If a series somehow has no recipients frozen on it (for example, an edge case from an older series), Verinode still advances the schedule rather than getting stuck retrying the same broken cycle indefinitely, but no survey goes out that cycle.

Recipient frequency guard

If the same person sits on more than one of your recurring (or one-time) surveys, or if a cadence is set aggressively, Verinode caps how often any single recipient gets a survey invite email from you: at most one survey invite per recipient within a rolling window of 14 days, across every survey you run, not per series.

This exists so that a person who is an invitee on three of your surveys doesn't get three separate invite emails in the same stretch, and so a weekly series doesn't re-email the same roster every single week with no floor. The cap applies across your entire Forms activity, both the scheduled fires and any survey you send by hand.

In practice this means: if you're wondering why a recipient on the Upcoming row's invitee count didn't get an email for a given fire, check whether they were already invited to a different survey of yours within the past two weeks.

Pausing and resuming recurrence

Open any recurring survey's detail panel (click its tile from Upcoming or Most recent). Just below the Questions list, a recurrence panel shows the cadence label, the next fire date, and a Pause or Resume button.

• While active, the panel reads the cadence and "next fires [date]," with the note: "We'll send the same survey to the original cohort on this cadence. Pause to stop without losing history." Click Pause to stop the series.
• While paused, the panel reads the cadence and "paused," with the note: "Resume to put the series back on schedule. Next fire is recomputed from today, not catch-up." Click Resume to restart it.

Two things worth being deliberate about:

1. Pausing doesn't delete anything. The series, its full response history, and its recipient list all stay intact. Pause is for "not right now," not "start over."
2. Resuming recomputes the schedule from today, it doesn't catch up. If you pause a quarterly series for six months and then resume it, Verinode doesn't fire six backed-up quarters' worth of surveys. It computes the next fire as one cadence forward from the moment you click Resume.

Best-practice example

Say you run a Quarterly tool-satisfaction pulse to five team members about your estimating software. It shows up in the Upcoming row as "In 12d · Quarterly · 5 invitees." Two of those five people are also invitees on a separate monthly vendor survey you run. If that monthly survey happens to fire nine days before the quarterly one, those two people are inside the 14-day frequency window, so they're skipped on the quarterly fire while the other three still receive it, keeping the response count meaningful without you having to manually track who got emailed what. If the tool switch falls through and you stop using the estimating software for a stretch, pause the series from its detail panel rather than let a stale question keep firing. Resume it once you're using the tool again, and it picks up on a fresh quarterly clock from that day.

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