Configuring Campaign Survey Settings¶
This guide walks platform users through configuring a campaign in VOÏA end‑to‑end — from creating the campaign shell to fine‑tuning the AI conversation, topics, and personas.
Looking for a worked example?
Jump to End-to-end example: Northwind Logistics — ShipPilot Q1 Onboarding at the bottom of this page to see every field populated with realistic values.
Where these settings live¶
There are two related screens in the campaign workflow:
- Create / Edit Campaign (
Campaigns → New CampaignorCampaigns → <name> → Edit) Covers basic info, schedule, privacy, invitation email content, and reminders. - Survey Configuration (
Campaigns → <name> → Survey Configuration) Covers product focus, industry & topics, survey controls, topic prioritization, personas, and customization.
Most fields default to your account‑level defaults. Each section on the Survey Configuration screen has a Sync with account defaults toggle so you only override what is genuinely different for this campaign.
Inheritance and the lock state
- When a section's Sync with account defaults toggle is ON, the campaign uses the values from your business account and shows them in a read‑only "inherited" panel. Any later change at the account level flows through automatically.
- When the toggle is OFF, the campaign keeps its own copy of the values; account‑level changes no longer affect this campaign for that section. A Revert to business defaults button is provided.
- Once a campaign moves to Active or Completed, the Survey Configuration screen becomes view‑only. A red banner is shown at the top of the page and every field renders with a small lock icon. This protects in‑progress responses and preserves the configuration for reporting.
1. Basic information (Create / Edit Campaign)¶
| Field | What it does | Allowed values / default | Recommended usage |
|---|---|---|---|
| Campaign Name | Display name across the platform and in emails. | Free text, up to 200 chars. Required. | Use a name that reads well to participants — it appears in subject lines. |
| Description | Internal notes about goals and audience. | Free text. Required to mark the campaign Ready. | Capture the "why" so future analysts can interpret results. |
| Campaign Language | Language used for all emails, survey pages, and AI conversations. | English or French. Default: English. |
Pick the dominant language of the audience. Cannot be changed once active. |
| Survey Type | How the survey is conducted. | Conversational (VOÏA) (default, recommended) or FullRead (classic structured). |
Conversational gives richer insights; classic suits compliance‑style surveys. Cannot be changed after activation. |
2. Campaign schedule¶
| Field | What it does | Allowed values / default | Recommended usage |
|---|---|---|---|
| Start Date | First day invitations may go out. | Any date ≥ today. Required. | Allow at least 1 business day after creation for vetting. |
| End Date | Last day responses can be collected. | Must be after Start Date. Required. | A 2–4 week window typically yields the best balance of urgency and completion. |
Note
The midpoint reminder date and Last Chance reminder date are derived from these two dates and shown live in the form.
3. Privacy settings¶
| Field | What it does | Default | Recommended usage |
|---|---|---|---|
| Anonymize Survey Responses | Hashes participant and company names in reports. Participants appear as Participant‑{hash}. |
Off. | Leave OFF when CSMs need to follow up individually. Turn ON for sensitive engagement / pulse surveys. Permanent once enabled — set at create time. |
4. Invitation email content¶
When Customize invitation email content for this campaign is OFF, VOÏA uses your account‑level email templates. When ON, the following fields override the templates for this campaign only.
| Field | What it does | Allowed values | Variables |
|---|---|---|---|
| Email Subject | Subject line of the invitation. | ≤ 500 chars. | {participant_name}, {campaign_name}, {business_account_name} |
| Introduction Message | Opening paragraph of the email body. | ≤ 2000 chars. | Same as above. |
| Call‑to‑Action Button Text | Label of the survey button. | ≤ 100 chars. | — |
| Closing Message | Paragraph before the sign‑off. | ≤ 2000 chars. | Same variables as intro. |
| Footer Note | Small print at the bottom of the email. | ≤ 1000 chars. | — |
Tip
Use Preview Invitation on the Edit screen to see the rendered email with your branding before activating.
5. Reminders¶
| Field | What it does | Allowed values / default | Recommended usage |
|---|---|---|---|
| Send reminder emails to non‑respondents | Master switch for both reminders. | On by default. | Leave on — reminders typically lift completion 15–25%. |
| Last Chance Reminder | How many days before End Date the final reminder is sent. | 7, 10 (default), or 14. |
10 days works for most 3–4 week windows. |
| Midpoint Reminder | Automatically sent at the campaign's halfway point. | Automatic — not configurable. | Shown read‑only in the form for awareness. |
A spacing alert appears in the form if the Last Chance reminder would land before or too close to the midpoint reminder.
Mid‑campaign reminder emails — what's automatic vs. configurable¶
Reminder email content is standardized
Reminder email subject, body, and CTA text are not editable per campaign. Only the campaign name, the participant's name, your branding (logo, company name, tagline) and the survey link change. To influence what reminders look like, configure your branding at the account level (see Branding & Customization).
Two reminder types are sent automatically:
A. Midpoint reminder — sent automatically halfway between Start Date and End Date.
- Badge:
⏰ Midpoint Reminder - Subject template:
Reminder: {campaign_name} - Your Feedback is Valuable - Greeting:
Hello {participant_first_name}, - Intro: explains the campaign is at midpoint and invites the participant to complete it.
- CTA button:
Complete Survey→ personalised survey URL. - Security note clarifies that the link expires when the campaign closes.
- Branding: logo + tagline pulled from your
BrandingConfig.
B. Last‑chance reminder — sent the configured number of days before End Date (default 10).
- Badge:
⏰ Friendly Reminder - Same subject template and structure as the midpoint reminder.
- Intro emphasises that the campaign closes shortly — last chance to share feedback.
6. Survey Configuration — Product Focus¶
This is the first section on the Survey Configuration screen.
| Field | What it does | Allowed values | Recommended usage |
|---|---|---|---|
| Campaign focus | Targets the campaign at a single product from your products directory, or leaves it company‑wide. | Company‑wide or any product name from business_account.products_directory. |
Use a product to focus AI questions and reporting. |
| Sync product description with account defaults | When ON, uses the description and target‑clients text from your account. | On by default. | Override when this campaign is about a different product or audience than your usual book of business. |
| Product/Service Description | Free‑text description used by the AI to ground questions. | ≤ 5000 chars. | Be specific and concrete — feeds directly into AI follow‑ups. |
| Target Clients | Free‑text description of who you are surveying. | Free text. | Helps the AI calibrate vocabulary and depth. |
If a previously selected product is no longer in the directory, a warning appears and you should pick a new value.
7. Survey Configuration — Industry & Topics¶
| Field | What it does | Allowed values | Recommended usage |
|---|---|---|---|
| Campaign Industry Override | Switches the industry lens for AI focus. | Use business account default (blank) or any value from the platform's industry list. |
Override only if this campaign targets a different segment than your account's default industry. |
| Effective VOÏA Conversation Focus Areas | Read‑only table showing the topic hints VOÏA will emphasize for the effective industry. | Auto‑computed. | Use it to verify the right industry was selected. |
| Advanced — Custom Topic Hints (JSON) | Power‑user override that replaces the platform/business hints for selected topics. | JSON object: { "Topic Name": "comma, separated, focus, keywords" }. |
Leave blank for 99% of campaigns. The ? button next to the section opens a sample with a Copy JSON button. |
8. Survey Configuration — Survey Controls¶
| Field | What it does | Allowed values / default | Recommended usage |
|---|---|---|---|
| Sync survey controls with account defaults | When ON, inherits Max Questions and Max Follow‑ups from the account. | On by default. | Override only when this campaign needs a noticeably shorter or longer conversation. |
| Conversation Tone | Tone the AI uses (set at the account level; shown on the Account Defaults drawer). | Warm & Friendly, Professional, Direct, etc. |
Aligns with brand voice — managed under account defaults. |
| Max Questions | Hard cap on the number of questions VOÏA may ask. | 3–50. Default 8. |
6–8 is the sweet spot for completion rate. |
| Max Follow‑ups per Topic | How deeply VOÏA may probe a single topic. | 1–5. Default 2. |
2 keeps conversations focused; 3 is good for diagnostic surveys. |
Note
The Account Defaults drawer (the floating "Account Defaults" button on the right) lets you check the values currently set at the account level without leaving this page.
9. Survey Configuration — Topic Prioritization¶
| Field | What it does | Allowed values | Recommended usage |
|---|---|---|---|
| Sync topics with account defaults | When ON, inherits the prioritized and optional topic lists from the account. | On by default. | Override when this campaign targets a different aspect of the relationship. |
| Prioritized Topics | Topics VOÏA must ask before optional ones. | Multi‑select from the platform's topic catalog. NPS is always prioritized and cannot be removed. | Keep this list short (3–5 topics) so the AI has time to go deep on each. |
| Optional Topics | Topics VOÏA may ask if there is time and question budget left. | Multi‑select. A topic checked as prioritized is automatically removed from this list. | Use for "nice‑to‑have" themes you'd like covered when participants are engaged. |
| Topic Description Overrides | Per‑topic free text field next to each topic to guide AI questioning. | ≤ 300 chars per topic. Supports {company_name}, {product_name}, {industry} placeholders. |
Use to point the AI at the specific angle that matters this round. |
10. Survey Configuration — Personas (Role Prompt Guidance)¶
VOÏA can adapt its tone and questioning to the participant's role. The Personas section lets you provide custom guidance per role and topic, in English and French.
| Field | What it does | Recommended usage |
|---|---|---|
| Sync personas with account defaults | When ON, inherits all persona overrides from the account. | Override when this campaign needs role‑specific guidance that differs from your usual approach. |
| Add Topic Override (per role) | Adds a row pinning specific guidance to a Role × Topic pair. |
Use for the 2–4 most important role × topic combinations — don't try to override everything. |
| EN / FR tabs | Each override has separate English and French guidance. | Always fill both languages — French campaigns will fall back to English if FR is missing, but you'll lose the localized phrasing. |
What good guidance looks like
Tell the AI how to talk (tone, vocabulary, depth) and what to avoid, not what answer to expect. Example: "Use precise technical language. Ask about EDI 204/214/990 reliability. Avoid generic satisfaction questions."
11. Survey Configuration — Customization¶
| Field | What it does | Allowed values | Recommended usage |
|---|---|---|---|
| Closing message shown after the survey | Replaces the default thank‑you message in the "What Happens Next?" panel. | Free text, 1–2 sentences recommended. | Set expectations on follow‑up (e.g. "your CSM will respond within 3 business days"). |
Advanced — Custom AI System Prompt¶
A collapsed section at the very bottom lets advanced users replace VOÏA's default AI system prompt for this campaign only. Leave this blank unless you have a specific reason — incorrect prompts can degrade survey quality and break analytics.
12. Saving and the lock state¶
- Changes are saved with the Save Configuration button in the sticky save bar at the bottom of the screen.
- The save bar reminds you that "Changes apply to this campaign only — your business defaults are unchanged."
- Once the campaign is Active or Completed:
- Every input is disabled.
- The "View‑Only Mode" banner appears at the top of the page.
- A small lock icon appears next to each section title.
- The Save button is removed.
End-to-end example: Northwind Logistics — ShipPilot Q1 Onboarding¶
This worked example walks through every field with concrete values for a realistic scenario. Mirror these values to reproduce the configuration end‑to‑end.
Scenario: Northwind Logistics (a mid‑market 3PL) is launching a post‑onboarding NPS + experience campaign for clients who went live on their new "ShipPilot" TMS in Q1. The CX team wants tailored AI conversations for three audience roles: Operations Managers, IT/Integration Leads, and C‑Level sponsors.
Basic info, schedule, privacy¶
| Field | Example value |
|---|---|
| Campaign Name | ShipPilot Q1 Onboarding Experience |
| Description | Post-onboarding NPS & experience survey for clients who went live on ShipPilot between Jan–Mar 2026. Goal: identify onboarding friction and expansion signals. |
| Survey Type | Conversational |
| Primary Language | English (with French invitations available for Quebec‑based clients) |
| Anonymize Responses | Off (CSMs need to follow up individually) |
| Start Date | 2026-05-06 |
| End Date | 2026-05-27 (3‑week window) |
Reminders¶
| Field | Example value |
|---|---|
| Enable Reminders | On |
| Last Chance Reminder | 7 days before end date |
Custom invitation email¶
| Field | Example value |
|---|---|
| Customize email content | On |
| Subject Template | {{client_name}}, how was your ShipPilot launch? |
| Intro Message | Now that ShipPilot has been live in your operations for a few weeks, we'd love a quick read on how the rollout went. Your answers go straight to the team owning your account. |
| CTA Text | Share my experience (5 min) |
| Closing Message | Thank you — your feedback shapes our next ShipPilot release. |
| Footer Note | You're receiving this because you were a named contact on the ShipPilot onboarding for {{client_name}}. |
Mid‑campaign reminder emails (rendered example)¶
Recall: these are standardized — only branding, campaign name, participant name and survey link change.
A. Midpoint reminder — sent automatically around 2026-05-16.
- Badge:
⏰ Midpoint Reminder - Subject (EN):
Reminder: ShipPilot Q1 Onboarding Experience - Your Feedback is Valuable - Subject (FR):
Rappel : ShipPilot Q1 Onboarding Experience - Votre avis est précieux - Greeting:
Hello Priya,/Bonjour Priya, - Intro (EN):
We're halfway through the ShipPilot Q1 Onboarding Experience campaign and your perspective would really help shape the next ShipPilot release. - Intro (FR):
Nous sommes à mi-parcours de la campagne ShipPilot Q1 Onboarding Experience et votre point de vue nous aiderait grandement à orienter la prochaine version de ShipPilot. - Campaign line:
Campaign: ShipPilot Q1 Onboarding Experience - Instruction:
If you haven't already completed the survey, it only takes about 5 minutes. - CTA button:
Complete Survey/Compléter l'enquête→{survey_url} - Security note:
This link is secure and will expire when the campaign closes on May 27, 2026. - Closing:
Best regards, The Northwind Logistics Team/Cordialement, L'équipe Northwind Logistics - Branding: Northwind logo + tagline pulled from
BrandingConfig.
B. Last‑chance reminder — sent 7 days before End Date, around 2026-05-20.
- Badge:
⏰ Friendly Reminder - Subject (EN):
Reminder: ShipPilot Q1 Onboarding Experience - Your Feedback is Valuable - Subject (FR):
Rappel : ShipPilot Q1 Onboarding Experience - Votre avis est précieux - Greeting:
Hello Priya,/Bonjour Priya, - Intro (EN):
The ShipPilot Q1 Onboarding Experience campaign closes in a few days — this is the last chance to share your launch experience with the team. - Intro (FR):
La campagne ShipPilot Q1 Onboarding Experience se termine dans quelques jours — c'est la dernière occasion de partager votre expérience de mise en service avec l'équipe. - Instruction:
If you haven't already completed the survey, it only takes about 5 minutes. - CTA button:
Complete Survey/Compléter l'enquête→{survey_url} - Security note:
This link is secure and will expire when the campaign closes on May 27, 2026. - Closing:
Best regards, The Northwind Logistics Team
What you cannot edit per campaign
Reminder email content is currently standardized and cannot be customized per campaign. Only the campaign name, participant name, branding, and survey link change. To influence what reminders look like, configure your branding (logo, company name, tagline) at the account level.
Product focus¶
| Field | Example value |
|---|---|
| Campaign Focus | ShipPilot TMS (selected from products directory) |
| Sync product description with account defaults | Off |
| Product/Service Description | ShipPilot is Northwind's cloud TMS for mid-market shippers, covering rate shopping, multi-carrier execution, EDI/API integrations and a client portal. Onboarding typically spans 6–10 weeks and includes WMS/ERP integration. |
| Target Clients | Logistics, Operations and IT leaders at mid-market shippers ($50M–$1B revenue) who recently completed ShipPilot onboarding and are now in production use. |
Industry & topic hints¶
| Field | Example value |
|---|---|
| Campaign Industry Override | Transportation & Logistics |
Advanced — Custom Topic Hints (JSON):
{
"onboarding_experience": ["go-live readiness", "training quality", "data migration", "cutover weekend"],
"integration_quality": ["EDI 204/214/990", "ERP/WMS connectors", "API rate limits", "sandbox parity"],
"support_experience": ["implementation manager responsiveness", "escalation path", "ticket SLAs"],
"value_realization": ["freight spend visibility", "carrier mix optimization", "time-to-first-value"]
}
Survey controls¶
| Field | Example value |
|---|---|
| Sync survey controls with account defaults | Off |
| Conversation Tone | Warm & Friendly |
| Max Questions | 10 |
| Max Follow‑ups per Topic | 3 |
Topic prioritization¶
| Field | Example value |
|---|---|
| Sync topics with account defaults | Off |
| Prioritized Topics | Onboarding Experience, Integration Quality, Support Experience (NPS is automatically included and locked) |
| Optional Topics | Value Realization, Pricing, Product Roadmap Feedback |
Topic Description Overrides:
- Onboarding Experience:
Focus on the 6–10 week implementation: kickoff clarity, training depth for ops users, data migration accuracy, and cutover weekend execution. - Integration Quality:
Probe specifically on EDI document exchange with carriers and ERP/WMS connector reliability since go-live.
Personas (role prompt overrides)¶
| Field | Example value |
|---|---|
| Sync personas with account defaults | Off |
Three role × topic overrides are configured:
1. Operations Manager — Onboarding Experience
- Guidance (EN):
Speak to day-to-day operational impact. Ask about training quality for dispatchers, ease of building loads in the new UI, and what slowed the team down in week 1 vs. week 4. - Guidance (FR):
Aborder l'impact opérationnel quotidien. Poser des questions sur la qualité de la formation des répartiteurs, la facilité de création des chargements dans la nouvelle interface, et ce qui a ralenti l'équipe entre la semaine 1 et la semaine 4.
2. IT / Integration Lead — Integration Quality
- Guidance (EN):
Use precise technical language. Ask about EDI 204/214/990 reliability, ERP/WMS connector stability, sandbox vs. production parity, and any open integration tickets. Avoid generic satisfaction questions. - Guidance (FR):
Utiliser un langage technique précis. Poser des questions sur la fiabilité des EDI 204/214/990, la stabilité des connecteurs ERP/WMS, la parité entre l'environnement de test et la production, et tout ticket d'intégration en cours. Éviter les questions de satisfaction génériques.
3. C‑Level Sponsor — Value Realization
- Guidance (EN):
Stay strategic and brief. Ask about freight spend visibility achieved, ROI signals so far, and confidence in expanding ShipPilot to additional business units. Do not drill into tactical/UX issues. - Guidance (FR):
Rester stratégique et concis. Poser des questions sur la visibilité obtenue sur les dépenses de transport, les premiers signaux de ROI, et la confiance à étendre ShipPilot à d'autres unités d'affaires. Ne pas entrer dans les détails tactiques ou d'expérience utilisateur.
Customization¶
| Field | Example value |
|---|---|
| Closing message shown after the survey | Thanks for sharing your ShipPilot launch experience. Your account team will follow up within 3 business days on anything that needs attention. — The Northwind CX team |
Once all values are entered, click Save Configuration. From the campaign detail screen you can then run a Simulate to validate the AI conversation, complete the vetting gate, and Activate the campaign — at which point the Survey Configuration screen becomes view‑only.