Workflows: Recurring Announcements, Surveys & Rewards

Are your daily caregiver communications eating up hours of your week? Whether it’s welcoming a new hire, celebrating a milestone, or gathering regular feedback, recurring workflows ensure nothing falls through the cracks.

Recurring workflows build on the same system you use to send one-off announcements, rewards, and surveys, but with a major difference: once set up, they run automatically. These automations keep your team engaged, informed, and appreciated, without adding more to your plate.

🧠 What Is the Workflow Builder?

The Workflow Builder lets you:

• Create and schedule announcements, rewards, or surveys

• Send messages to all or specific groups of caregivers

• View and track past messages and results

💡 Only workflow-created announcements are stored and viewable later.

🎯 Why Use the Workflow Builder?

• Ensures message delivery and tracking

• Allows team members to review messages they missed

• Helps with documentation and communication audits

⚒Types of Workflows:

• Recurring (autopilot) Workflows

• Event-Based (triggered) Workflows

🧠 How Recurring Workflows Work

Just like one-off workflows, recurring workflows let you send announcements, rewards, or surveys. The difference lies in the delivery method:

• Choose Autopilot for messages that go out on a fixed schedule (e.g., every Monday).

• Choose Event-Based for messages triggered by key event based milestones (e.g., birthdays, 30-day anniversaries, onboarding).

📅 When to Use Autopilot Workflows

Use these for consistent, scheduled messages:

• Weekly Announcements – Send an agency update or motivational message every Monday.

• Recurring Pulse Survey – Collect quick feedback every 30 days from new hires or top performers.

• Friday Reminders – Nudge caregivers about timecards, documentation, or scheduling updates.

🎯 When to Use Event-Based Workflows

Use these to automatically respond to real-life moments, such as:

• New Hire Onboarding – Automatically welcome new caregivers within 72 hours of their first day by sending a welcome announcement

• Anniversary Celebrations - congratulate caregivers when they hit their first 30, 60, or 90 days with a welcome announcement or spot reward

• No Shifts in 2 weeks - send a quick survey to get feedback from caregivers that haven't had a shift in 2 weeks

⚙ How to Set Up a Recurring Workflow

1. Choose Your Workflow Type

Go to Workflows and select whether you’re sending an announcement, reward, or survey.

2. Build Your Message

Fill in the key details:

• Announcements: Write your message.

• Rewards: Add message + reward amount.

• Surveys: Create questions and set optional incentives.

3. Select Your Delivery Type

Choose between Autopilot and Event-Based:

▶ If You Select 

"Put on Autopilot"

• Choose the recipient group (e.g., all employees or specific groups)

• Click Put on Autopilot

• Set the repeat interval (e.g., every 7 days, every 2 weeks)

• Choose the start date (when the workflow goes live for the first time)

📆 If You Select 

"Event-Based"

• Choose the trigger event

  

• Zingage will handle the timing—your message or reward will send automatically on the right day for each caregiver.

• Please review this help article Using Employee Groups with Event-Based Workflows to learn about how to segment these type of workflows even further

✨ Best Practices

❓Frequently Asked Questions:

📝How to View Past Announcements

If the announcement was created through the Workflow Builder:

1. Go to the Workflows section in the left-hand menu

2. Select the relevant workflow

3. You’ll see the full message, audience, and send date

🔍Can I View Announcements Sent Outside a Workflow?

Unfortunately, announcements sent manually (not through a workflow) cannot be retrieved later. There’s currently no archive or message history for direct/send-now announcements.

📝How do I edit a survey or edit the questions or settings in a survey?

Surveys can be edited by going to Workflows > Surveys > Click the survey > Go to the workflow and hit the edit button. This article fully explains the steps.