---
title: Tracking responses and sending reminders
description: See who has answered and who is pending, filter participants and remind latecomers, manually or automatically.
url: "http://illizeo.com/en/centre-aide/surveys-tracking-responses-and-sending-reminders/"
updated: "2026-11-11"
category: "Surveys & Engagement"
---

# Tracking responses and sending reminders

While a survey is open, the **Response tracking** screen shows who has already answered and who has not yet done so, by department, office or company. You can remind pending employees with one click, individually or as a group, on top of the scheduled automatic reminders. This article explains how to read the tracking, filter participants and send reminders. It is intended for HR staff and administrators; managers and auditors will find what they can consult.

## Before you start

- The Surveys module must be open to your account — see [Getting started with Surveys](https://illizeo.com/en/centre-aide/surveys-getting-started/).
- To see the screen, you need the **Tracking — Participation** permission (Access tier). Administrator, HR Manager, Manager and Auditor hold it.
- To send reminders, you need **Tracking — Remind non-respondents** at the **Execute** tier. Administrator and HR Manager hold it. Without it, the reminder buttons do not appear.
- A reminder is sent by email to active participants who have an address. It only targets employees your role covers.

## Opening a survey’s tracking

1. Open **Surveys › Response tracking**, or click **Track responses** on a survey’s page.
2. Choose the survey in the drop-down list, top right. Its status is shown in brackets.

![Response tracking screen for the survey “Sondage éclair — Charge de travail (Open)”: five tiles (Participants 42, Responded 7, Pending 35, Reminded 0, Rate 17%), the name search, the All, Responded, Pending (active) and Reminded filters, the All companies, All sub-companies, All offices and All departments lists, the 35/42 counter, the Select pending (35) link and the Remind button; the table of pending employees with their department, office, the Pending status and a Remind button on each row; on the right, the Participation ring at 17%, the By department breakdown and the Reminder history card.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/sondages-08.en_-scaled.png?resize=800%2C727&quality=80&ssl=1)
Tracking filtered on pending employees.

## Reading the tracking

- The tiles give the number of **Participants**, those who have **Responded**, those **Pending**, those **Reminded** and the participation **Rate**.
- The table lists each participant with their job, **Department**, **Office**, **Status** (**Responded**, **Pending** or **Reminded**) and the **Action** column: **Completed** if they have answered, otherwise the **Remind** button.
- The right-hand panel shows **Participation** as a ring (responded and remaining), participation **By department** and the **Reminder history**.

Tracking only shows whether a person has answered, never what they answered.

## Filtering participants

1. Type a name in **Search a name…**.
2. Choose a status: **All**, **Responded**, **Pending** or **Reminded**.
3. Narrow down with the **All companies**, **All sub-companies**, **All offices** and **All departments** lists.
4. The counter on the right shows how many participants match the filters out of the total.

## Reminding employees

### Reminding one person

1. On a pending employee’s row, click **Remind**.
2. The reminder email is sent. The row switches to the **Reminded** status and the sending is added to the **Reminder history**.

### Reminding a group

1. Filter the list if needed, for example on a department.
2. Click **Select pending (N)** to tick every pending participant in the filtered list, or tick the rows one by one.
3. Click **Remind** in the bar above the table. The button stays greyed out until at least one pending person is ticked. **Deselect** clears the selection.

People who have already answered are never reminded, even if you tick them. The reminder email contains each participant’s personal response link. It is sent in the language of your interface, French or English.

Each manual reminder increases the **Reminders sent** counter on the survey’s page, creates a module notification and is recorded in the activity log.

## Automatic reminders

On top of manual reminders, the module sends automatic reminders to participants who have not answered:

- each survey has its own list of reminders, set at the **Settings** step of the wizard — see [Creating and launching a survey](https://illizeo.com/en/centre-aide/surveys-creating-and-launching-a-survey/);
- a survey without its own list follows the active reminders in **Settings › Surveys › Configuration**;
- reminders go out at the configured **Send time**, within the **Batch size**, and only if automatic reminders and the reminder email are turned on — see [Survey settings](https://illizeo.com/en/centre-aide/surveys-settings/).

A survey without a closing date receives no automatic reminder. Each automatic sending is recorded in the activity log.

## Good to know

- The participation rate also appears on the survey’s page, in the survey list and on the dashboard.
- A reminder only targets active employees who have an email address.
- Managers and auditors can consult tracking but cannot send reminders.

## Frequently asked questions

### The Remind button does not appear. Why?

It requires **Tracking — Remind non-respondents** at the Execute tier. Ask your administrator to add it to your role.

### An employee says they have answered but is still “Pending”. What should I check?

Check that they clicked **Submit** on the last question and saw the thank-you page. Then reload the tracking.

### Can I find out what an employee answered?

No. Tracking only shows participation. Answers are only visible grouped together, in [the results](https://illizeo.com/en/centre-aide/surveys-reading-results-and-generating-reports/).

### *Similaire*