Regular scheduling of feedback collection surveys

Purpose

 1.1. Ensure systematic and unbiased collection of feedback from apprentices, mentors, and partners at regular intervals.
 1.2. Facilitate continuous improvement by gathering actionable insights on training quality, engagement, satisfaction, and operational challenges.
 1.3. Reduce administrative burden by automating the scheduling, distribution, reminders, and tracking of feedback survey cycles.
 1.4. Standardize communication across multiple channels, ensuring optimal outreach irrespective of user preferences.
 1.5. Integrate feedback analysis into existing CRM, LMS, and reporting tools for holistic view and responsive actions.

Trigger Conditions

 2.1. Pre-defined calendar dates (e.g., monthly, end of term, post-placement).
 2.2. Completion of predefined milestones (e.g., module completion, assessment results finalized).
 2.3. New apprentice enrollments or program initiations.
 2.4. Ad-hoc or triggered manually by the apprenticeship coordinator upon request.
 2.5. Automatic generation following key events, like graduation, withdrawals, or complaints.

Platform Variants

 3.1. Google Workspace (Apps Script, Google Forms):
  • Feature/Setting: Time-based triggers for form dispatch; auto-email on calendar events.
  • Sample: Use Apps Script to send Forms based on Sheets event dates.
 3.2. Microsoft Power Automate (MS Forms, Outlook):
  • Feature/Setting: Scheduled cloud flow—when time/event hits, email survey link.
  • Sample: “Recurrence” trigger with “Send email (V2)” action using Forms link.
 3.3. Twilio (Programmable SMS):
  • Feature/Setting: Schedule SMS delivery for feedback requests; use SMS API “Messages.create()”.
  • Sample: Cronjob triggers REST API POST to send SMS with survey URL.
 3.4. SendGrid
  • Feature/Setting: Marketing Campaigns—automated drip email campaign; “Send Single Mail” API for scheduled sends.
  • Sample: Use scheduled campaign with personalized survey links.
 3.5. SurveyMonkey
  • Feature/Setting: Automated collector setup with recurring invitations; API “Create Collector” with schedule param.
  • Sample: Configure recurring collector via web dashboard.
 3.6. Slack (Workflow Builder, API):
  • Feature/Setting: Scheduled workflow or chat message; “chat.scheduleMessage” API for timed reminders.
  • Sample: Workflow that posts in #apprenticeship channel every two weeks.
 3.7. Mailchimp
  • Feature/Setting: Automations—scheduled email series for feedback; “Campaigns.create” API endpoint for sequence.
  • Sample: Monthly automated campaign with feedback link.
 3.8. Zoho Survey
  • Feature/Setting: Scheduled survey invitations using automation rules; “Schedules” inside Zoho CRM triggers.
  • Sample: Set up “Schedule Survey” in Zoho Survey dashboard.
 3.9. Airtable
  • Feature/Setting: Airtable Automations—trigger form email on date field; “Send Email” automation.
  • Sample: Record due date triggers email with form link.
 3.10. HubSpot
  • Feature/Setting: Workflows—trigger survey email after pre-set intervals; “Send Survey Email” action.
  • Sample: Enrolled contact gets email X days after enrollment.
 3.11. Typeform
  • Feature/Setting: API “Create notification” connected to schedule; webhook for feedback requests.
  • Sample: Zapier/Script triggers Typeform notification.
 3.12. Salesforce (Flow Builder, Surveys):
  • Feature/Setting: Scheduled Flow for survey invitation; “Send Survey Invitation” element.
  • Sample: Weekly batch flow sends emails to cohort.
 3.13. Outlook 365 (Power Automate integration):
  • Feature/Setting: Flow triggers on Team calendar event; automatic survey attachment.
  • Sample: “When an event starts” → “Send email” with form.
 3.14. WhatsApp (Cloud API):
  • Feature/Setting: Template messages scheduled via API; “messages” endpoint with schedule parameter.
  • Sample: Use API to push survey template monthly.
 3.15. Monday.com
  • Feature/Setting: Automation recipes—“When date arrives, send form.”
  • Sample: Item date hit → email with survey link.
 3.16. Zoho CRM
  • Feature/Setting: Workflow automation to send survey at status changes; built-in “Email Notification.”
  • Sample: On module complete → send email with feedback form.
 3.17. Pabbly Connect
  • Feature/Setting: Scheduled workflow to send survey via chosen channel; “Scheduler” trigger.
  • Sample: Use Scheduler to create recurring task sending survey links.
 3.18. Freshdesk
  • Feature/Setting: Automations post-ticket close; “Dispatch feedback survey” action.
  • Sample: On closed inquiry, trigger survey email.
 3.19. ActiveCampaign
  • Feature/Setting: Automated series—feedback form as post-completion message; “Automations” builder.
  • Sample: Triggered by tag for course completion.
 3.20. Intercom
  • Feature/Setting: Conversational automation; “Outbound Messages” scheduled based on user journey.
  • Sample: Weekly bot message with survey link.
 3.21. Qualtrics
  • Feature/Setting: Email triggers in survey distribution; “Recurring Surveys” scheduler.
  • Sample: Monthly survey sent via recurring distribution.
 3.22. BambooHR
  • Feature/Setting: Scheduled reminders/forms via workflow; “Custom Reminders” feature.
  • Sample: Automated notification to apprentices monthly with feedback form.

Benefits

 4.1. Reduces manual effort; minimizes administrative error.
 4.2. Ensures consistent sample size and unbiased insights across time.
 4.3. Improves apprentice engagement through timely, relevant touchpoints.
 4.4. Centralizes analytics; accelerates improvement cycle.
 4.5. Supports regulatory compliance and quality standards for feedback documentation.
 4.6. Customizes outreach per stakeholder—maximizes response rates.
 4.7. Integrates seamlessly with existing education management and reporting tools.