Limits

Account Settings > MemberInsight Settings > Limits

This section is used to configure survey send timing, reminders, throttling, and limits. Advanced options enable targeted control for cases like attendance-specific surveys. Some of these settings can be overridden on an individual survey level.

To Manage Limits Settings:

From the main navigation, select Gear icon (Settings).
Select Limits in the second level navigation.
Edit information - See details below.
Select Save to update changes.

It is important to avoid sending surveys too frequently to club members. Overloading members with surveys may lead to them ignoring emails and not responding.

Limits and Throttling

Set defaults to determine survey frequency and send time.

Limits are in place to ensure recipients aren’t overwhelmed by surveys. When a member has transactions from different areas at the club in a day, they can only be selected to receive 1 survey a day.

Minimum time between survey: Customize number of Days, Weeks, or Months before another survey can be sent to same recipient.

To determine the time before another survey from the same department can be sent to same recipient go to SHOW ADVANCED section Minimum time between department surveys.

Survey Send Time : Select time to send surveys once a day.
- This will be the default send time for Relational, Department and Custom surveys(Schedule for later), unless overridden on the individual survey.
- When Send Now option is selected for Custom surveys it will send the surveys out immediately.

Recommended Setting:

To ensure transactions have time to update properly from backend system, we suggest selecting something between 11am - 10pm

Advanced Options

Select + Show Advanced button

Minimum time between relational surveys: Customize number of Days, Weeks, or Months before another relational survey can be sent to same recipient.
Minimum time between department surveys: Customize number of Days, Weeks, or Months before another survey from the same department can be sent to same recipient.

If the send a follow up survey is enabled in closed loop: Responses with a score of 0-6 (detractor) will automatically be re-surveyed within the number of days as a follow up and not as a new survey, so it won't follow these limits.

Maximum Sends Per Day: Set max number of surveys to be sent. Defaulted to zero : there is no limit on number of surveys to be sent in a day.
Maximum Location Sends Per Day: Should always be set to 0 as most clubs would be set up with one location.
Default Segment Sample Percentage: Percentage or recipients that will be selected each day, from sample size (eligible recipients) to receive surveys from a department. This can be customized/overridden at a department level.
Default Segment Sample Number : Minimum number of people to send. This can be customized/overridden by department. A sample number of 100 will only be sent to 100 members in the segment.

When configuring the Default Segment Sample Percentage and Default Sample Number, both settings do not have to be configured.

If both settings are applied, surveys will be sent to whichever returns the larger number. See the example below to help determine the number of recipients.

Example:

The Default Segment Sample Percentage is set as = 20%
The Default Sample Number is set as = 100

Scenario 1 - 1000 recipients that are eligible for a department survey.

1000 x 20% = 200

Once a day when the survey is sent at the designated survey send time, up to 200 people will be surveyed, because the Default Segment Sample Percentage has the larger number.

Scenario 2 - 100 recipients that are eligible for a department survey.

100x20% = 20

Once a day when the survey is sent at the designated survey send time, up to 100 people will be surveyed, because the Default Sample Number has the larger number.

Expirations and Reminders

Defines the time window for survey responses and sets reminders to prompt responses within that window.

Survey Expiration: Number of days before recipients are no longer able to submit a response.
Enable Survey Reminder: Use this to enable or disable survey reminders
- Off – Reminder emails will not be sent.
- On – Reminder email will be sent based on the days set in the Survey Reminder Interval.
Survey Reminder Interval: This only displays if the Enable survey reminder is toggled on.
- Survey Reminder Interval = Set number of days later a reminder email should be sent if recipient didn’t respond to original survey email. If the survey has already expired, the reminder will not be sent.

The Survey expiration number must be greater than the survey reminder interval.

Summary

This section will display a summary based on the choices the club has selected within the Limits section.

Overriding Limits at an Individual Survey Level

After setting up overall survey limits, it is possible to override these limits for specific departments or custom survey types. This allows flexibility in controlling the number of recipients receiving surveys based on department—for example, Main Dining Room (35%), Patio (40%), Golf Shop (20%), and so on.

Survey send times, sample percentages, and minimum numbers to send can all be customized for each department or custom survey type.

How to Override Limits on a Survey Level

Select Comms > Surveys.
Select the Departments/Custom tab.
Select the survey to modify.
Select Sending Options.
Adjust the following settings as needed:
- Survey Send Time: Use the default time set in the limits section, or select a different time for this survey.
- Segment Sample Percentage: Use the default setup or enter the percentage of recipients to be selected each day from the eligible recipients.
- Segment Sample Number: Use the default setup or enter the minimum number of people to send the survey to.

If both percentage and minimum number are configured, the larger of the two will be used.

Select Save & Exit to apply the changes.