What time of day are scheduled emails and reports sent?

It depends on the email. Brilliant Assessments runs two different schedules, and they behave differently:

• Auto Reminder emails are sent at a predictable time of day.
• Iteration emails and cohort reports are prepared once each day. They go out on the scheduled date, but not at a fixed hour.

Auto Reminder emails

Auto Reminders arrive at a predictable time of day.

What the count starts from

You set the timing on the Auto Reminder email template, in Assessment Settings > Emails:

A "days after" reminder is counted from the response's Launch Date. If the response has no launch date, it is counted from the date the response was created instead.

This matters when a response is scheduled to launch on a future date. The Welcome email goes out when the response launches, so the reminder is timed from that launch date rather than from the day the response was set up.

How "days after" is counted

A reminder set to send a number of days after launch arrives at about the same time of day as the launch.

For example, a reminder set to 3 days after Response Create on a response launched at 3:00 PM on Monday is sent on Thursday, between 3:00 PM and 4:00 PM.

Sending all reminders at a fixed hour

If you would rather every reminder went out at the same time of day, set Reminder Send Time in Site Settings > Email Settings. It is the last field on that tab.

• Choose an hour from the dropdown, for example 9:00 AM. All "days after" reminders that are due then go out in that hour instead of at the hour they became due.
• The hour uses your site's timezone, which is set on the General tab of Site Settings.
• Leave it on "(Not set - send every hour)" to keep the default behavior.

Reminders sent before the completion date

A reminder set with Days before Completion works differently:

• Reminder Send Time does not apply to it. It is sent as soon as it comes due, whatever hour you have chosen there.
• It arrives within a window. A reminder set to 1 day before completion is sent at least 24 hours, and up to 47 hours, ahead of the Requested Completion Date. Only the date is used, not the time of day on it.
• It needs a completion date. If the response has no Requested Completion Date, this reminder cannot be sent at all.

No Auto Reminder of either kind is sent once the Requested Completion Date has passed.

Iteration emails and cohort reports

These are prepared once each day. When a scheduled date arrives, the system queues everything due that day and releases it gradually across the day.

What this means in practice:

• The email will go out on the scheduled day. You can rely on the date.
• There is no set hour. The same iteration email may go out at a different time of day from one cycle to the next, and two respondents due on the same day may receive theirs at different times.
• Cohort reports can take longer than emails. Generating reports is slower than sending an email, so allow additional time on the day the report is due.

If a scheduled email has not arrived

1. Check the timing you expected. For a reminder, confirm the hour it was due has passed. For an iteration email or cohort report, confirm the scheduled day has fully passed.
2. Check the Email Queue to see whether the email was generated. See Viewing and Managing Sent Emails.
3. Confirm the email template matches. An email only sends when a template exists with the matching Email Type and Customer Type. A mismatch results in no email and no error. See Choosing the Right Email Template.
4. For a reminder, check the launch date. A "days after" reminder counts from the launch date, so a response launched later than it was created is due later than you may expect.
5. For reminders, confirm a completion date is set. An Auto Reminder based on days before completion will not send if the response has no completion date.
6. For cohort reports, confirm all the distribution criteria are met. See How do I email the cohort report automatically?
7. Ask the recipient to check spam and junk folders.

If the email still has not arrived, contact support@brilliantassessments.com with the assessment name and the response or cohort concerned.

For full details, see When are auto-reminder emails sent?, Viewing and Managing Sent Emails and Choosing the Right Email Template.