Workleap Officevibe sends notifications to keep employees, managers, and executives informed at the right moment — from survey reminders to Good Vibes updates and 1:1 meeting alerts.
How notifications work
Notifications are triggered automatically based on key events — like a survey being sent, a Good Vibe received, or a 1:1 meeting scheduled. You don't need to take any action to activate most of them.
Notifications are delivered at the time of the triggering event, unless a specific schedule applies (such as daily digests or weekly summaries).
Note: Notifications respect each member's communication preferences. Members must have a confirmed email address to receive notifications.
Communication methods
Notifications can be delivered through different channels depending on your organization's settings and your personal preferences.
The available communication methods are:
Email
Slack
Microsoft Teams
SMS for Pulse survey notifications
Your organization's admin selects the default communication method. You can override this in your personal preferences under My profile > Preferences > Workleap > Communication method.
Employee notifications
The following notifications are sent to Employees — referred to as team members in Officevibe.
Surveys
Pulse Survey — Sent based on your organization's frequency: weekly, bi-weekly, or monthly.
Pulse Survey reminder — Sent 5 days after the survey was sent. Applies to bi-weekly and monthly surveys only.
Custom Survey — Sent when a manager or admin launches a Custom Survey
Custom Survey reminder — Sent when a manager manually triggers a reminder for a Custom Survey you haven't completed.
Quarterly survey - Survey launch
Quarterly survey - Survey reminder (sent until survey is completed or closed)
Onboarding - This is sent to members who have the onboarding survey activated and who's hire date was within the last 30 days.
Invitations and account
Invite to join Officevibe — Sent when an admin or manager invites you to the platform.
Invite reminder — Sent 2 days after the initial invite if you haven't accepted. Up to 2 reminders are sent, followed by 1 final reminder.
Inactive user reminder — Sent when an admin or manager triggers a reminder for accounts that have been inactive.
Feedback
Manager replied to your feedback — Sent when your manager replies to anonymous or anonymous feedback a team member has submitted.
Good Vibes
Good Vibe received 1st time - 1st time employee received Good Vibe
Good Vibe received — Sent immediately when a colleague sends you a Good Vibe.
Good Vibe reaction or comment — Sent 15 minutes after the last reaction or comment on your Good Vibe. For Good Vibes sent to multiple recipients, a follow-up notification is also sent 24 hours later.
Unread Good Vibes reminder — Sent every Thursday at 10 AM if you have Good Vibes that have been unread for 7 or more days.
1:1 meetings
1:1 started by your manager — Sent when your manager initiates your first 1:1 meeting.
1:1 agenda modified by your manager — Sent when your manager edits the shared 1:1 agenda.
1:1 reminder — Sent 3 days before a scheduled 1:1 meeting.
1:1 wrap-up summary — Sent when your manager marks the 1:1 meeting as done.
Manager and Executive notifications
The following notifications are sent to Team Managers and Executives. Unless otherwise noted, both roles receive the same notifications.
Feedback and engagement reports
Feedback digest — A summary of new anonymous feedback from your team. Frequency is daily or weekly, based on your preference.
Feedback Smart report - if AI enabled.
Weekly engagement summary — Sent every Friday with an overview of your team's engagement. (Replaced by Smart report if Workleap AI is enabled — cadence set by user.)
New feedback posted to Slack channel — Sent when a team member submits feedback on a Pulse Survey. Requires Slack integration.
Pulse Survey question disabled — Sent when a Pulse Survey question is disabled in your organization.
Quarterly survey - pre-launch reminders (14, 7 and 1 day before - 3 days before is survey starts on Monday)
Quarterly survey - launch confirmation
Quarterly survey - close confirmation
Good Vibes
Good Vibes recognition digest — A summary of Good Vibes activity across your team, sent every Friday morning. (Replaced by Good Vibes Smart report if Workleap AI is enabled — cadence set by user.)
1:1 meetings
1:1 created by a team member — Sent when a team member initiates their first 1:1.
1:1 agenda modified by a team member — Sent when a team member edits the shared 1:1 agenda.
1:1 reminder — Sent 3 days before a scheduled 1:1 meeting.
1:1 weekly digest — A weekly summary of upcoming 1:1s that have pending agenda items.
1:1 wrap-up summary — Sent when a 1:1 meeting is marked as done.
1:1 meeting deleted — Sent when a 1:1 meeting is deleted.
1:1 meeting archived — Sent when a 1:1 meeting is archived.
1:1 series deleted — Sent when a recurring 1:1 series is deleted.
1:1 single occurrence deleted — Sent when a single occurrence from a recurring 1:1 series is deleted.
Custom Surveys
Custom survey completed — Sent when custom results are ready.
Custom survey archived — Sent when a Custom Survey is archived.
Custom survey export ready — Sent when your data export is ready to download.
Custom survey occurrence - change custom survey occurrence 3 days before launch
Shared reports
New comment on a shared report — Sent when someone adds a comment to a report you shared.
Who receives notifications
Notification delivery depends on your role in Officevibe:
Employees — Receive survey invitations, Good Vibes updates, feedback replies, and 1:1 meeting alerts.
Team Managers — Receive all employee-facing notifications for their own participation, plus team-level digests, Good Vibes updates for their reports, and 1:1 and Custom Survey management notifications.
Executives — Receive the same notifications as Team Managers, with visibility across the teams they oversee.
Administrators — Manage notification settings for the organization. They do not receive a separate set of notifications by default.
Note: To receive notifications, members must have a confirmed email address and must not have disabled their communication preferences.
Notification summary
Notification | Triggered by | Sent to |
Notification | Triggered by | Sent to |
Pulse Survey | Org frequency (weekly, bi-weekly, or monthly) | Employees |
Pulse Survey reminder | 5 days after survey is sent (bi-weekly & monthly only) | Employees |
Custom Survey | Survey launched by manager with "Send now" | Employees |
Custom Survey reminder | Manually triggered by manager | Employees |
Quarterly survey launch | Survey launch | Employees |
Quarterly survey reminder | Sent until survey is completed or closed | Employees |
Onboarding survey | Onboarding activated, hire date within last 30 days | Employees |
Invite to join Officevibe | Invite sent by admin or manager | Employees |
Invite reminder | 2 days after invite (max 2 reminders + 1 final) | Employees |
Inactive user reminder | Triggered by admin or manager | Employees |
Manager replied to feedback | Manager responds to anonymous feedback | Employees |
Good Vibe received 1st time | 1st time employee received Good Vibe | Employees |
Good Vibe received | Good Vibe sent to them | Employees |
Good Vibe reaction or comment | 15 min after last reaction/comment on their Good Vibe | Employees |
Unread Good Vibes reminder | Every Thursday at 10 AM (if unread for 7+ days) | Employees |
1:1 started by manager | Manager initiates the first 1:1 | Employees |
1:1 agenda modified by manager | Manager edits the shared agenda | Employees |
1:1 reminder | 3 days before scheduled meeting | Employees |
1:1 wrap-up summary | Meeting marked as done | Employees |
Feedback digest | Daily or weekly (based on preference) | Managers, Executives |
Feedback Smart report | if AI enabled | Managers, Executives |
Weekly engagement summary | Every Friday (replaced by Smart report if AI enabled) | Managers, Executives |
New feedback posted to Slack channel | Pulse Survey feedback submitted | Managers, Executives |
Pulse Survey question disabled | A Pulse Survey question is disabled | Managers, Executives |
Quarterly survey pre-launch reminders | 14, 7, and 1 day before launch (3 days if Monday start) | Managers, Executives |
Quarterly survey launch confirmation | Survey launches | Managers, Executives |
Quarterly survey close confirmation | Survey closes | Managers, Executives |
Good Vibes recognition digest | Every Friday AM (replaced by Smart report if AI enabled) | Managers, Executives |
Good Vibes Smart report (Workleap AI) | Based on user-selected cadence | Managers, Executives |
1:1 created by team member | Team member initiates the first 1:1 | Managers, Executives |
1:1 agenda modified by team member | Team member edits the shared agenda | Managers, Executives |
1:1 reminder | 3 days before scheduled meeting | Managers, Executives |
1:1 weekly digest | Weekly (upcoming 1:1s with pending items) | Managers, Executives |
1:1 wrap-up summary | Meeting marked as done | Managers, Executives |
1:1 meeting deleted | 1:1 is deleted | Managers, Executives |
1:1 meeting archived | 1:1 is archived | Managers, Executives |
1:1 series deleted | A recurring 1:1 series is deleted | Managers, Executives |
1:1 single occurrence deleted | A single 1:1 occurrence is deleted | Managers, Executives |
Custom survey completed | Results are ready | Managers, Executives |
Custom survey archived | Survey is archived | Managers, Executives |
Custom survey export ready | Export file is ready to download | Managers, Executives |
Custom survey occurrence change | 3 days before launch | Managers, Executives |
New comment on shared report | Comment added to a shared report | Managers, Executives |