Sending a Broadcast

A broadcast is a one-way message sent to employees within the platform to deliver key updates, reminders, or learning reinforcements. They are designed for efficient and consistent communication across your organisation.

• Targeted Communication – Broadcasts can be sent to specific teams, departments, or the entire organisation, ensuring the right people receive relevant information.
• Reinforcement of Learning – Supports knowledge retention by reinforcing key messages from training, compliance, or company policies.
• Timely Updates – Keeps employees informed about organisational changes, system updates, or upcoming events without overwhelming them.
• Improved Engagement – Ensures employees stay connected and aware of company initiatives, enhancing their overall experience.
• No Disruptions – Unlike emails or meetings, broadcasts appear within the workflow, ensuring employees stay focused while still receiving important information.

1. Create a Broadcast Topic

Before setting up a broadcast, you need to create a topic to store your broadcast messages.

1. Click on your initials in the top right corner of the Cognexo platform.
2. Select Management to enter the Management Portal.
3. Navigate to Topic and Question Management.
4. If you don’t already have a broadcast topic, click Create New Topic.
5. Name the topic something relevant, such as Broadcasts or Announcements.
6. Save the topic.

2. Create a Broadcast Message

Once your broadcast topic is set up, you need to create a new broadcast message.

1. Go to your Broadcast Topic (or the announcements topic you created).
2. Click Create New Question.
3. Enter your broadcast message in the question field.
4. Save the question.

3. Schedule the Broadcast

There are two ways to schedule a broadcast in the Management Portal:

1. The Users page > For Broadcasts that need to be activated for a certain period of time and then expired 
2. The Campaigns page > For Broadcasts that require ongoing delivery

Users

If you want to send a message that is only relevant to specific days, then scheduling the broadcast via the Users page would work best.

For example, reminding users about a deadline tomorrow. As there is no need for a user to see the message after tomorrow, setting an expiry date in Users will remove it from the schedule and from users' unanswered questions stack

1. In the Management Portal click on Users
2. Choose whether you want the broadcast to go to a single user or multiple users
3.  Once you have selected the recipients, scroll down and click on Continue to Task Selection
4. In the Questions and Broadcast section select Schedule a Broadcast
5. Scroll down and click on Proceed with Task followed by Confirm
6.  Fill in the Schedule a Broadcast to be sent to X users pop-up box as required
7. Click on Expire Broadcast and select the date you want the broadcast to stop going out
8. Press Schedule Broadcast for X users

Campaigns

To ensure your broadcast is sent at the right time and to the right audience, you need to set up a campaign. Customers do not have access to this feature yet, so you will need to contact Cognexo for assistance.

1. In the Management Portal, go to Campaigns.
2. Select an existing campaign if it matches the required audience or click on + Create Campaign
3. Press Add Topic and then tick the broadcast topic you created in the Add Topics to Campaign pop-up box.
4. Click on Topic Timeline and the Topic to set the start and end date, the delivery type and days (e.g. only send broadcasts on Wednesdays or specific weekdays). Click on Save Changes
5. Click on Audience and Add Limit to if you wish to narrow the range of recipients 

4. Monitor Broadcast Data

Once the broadcast is sent, you can track engagement and acknowledgment data.

1. Go to Surveys in the Intelligence Portal.
2. Select All Survey Topics
3. Select your Broadcast Topic.
4. Review data to see who has viewed or acknowledged the broadcast.

Broadcast Limits, Formatting, and Submission Guidelines

What formats are supported?

Broadcasts are created as slides within a broadcast topic. You can include:

• Text (formatted using the question builder — bold, italic, and basic structure is supported)

• Images (uploaded within the question builder)

• Multiple slides (each slide is a separate question within the broadcast topic)

How many slides/pages can a broadcast have?

There is no hard maximum on the number of slides, but best practice is to keep broadcasts to 4–6 slides or fewer to maintain learner engagement. Very long broadcasts may take longer to review and schedule on the Cognexo side. If you have a multi-day broadcast (e.g., slides 1–2 on Monday, slides 3–4 on Tuesday), specify the scheduling clearly in your support request.

Asking the Cognexo team to send a broadcast on your behalf

Many customers prefer to have the Cognexo team schedule and send broadcasts, particularly when complex audience targeting is required. To request this:

1. Prepare your broadcast content (slides/text, images) and the target audience (e.g., all UKTA teams in London and India, plus specific named teams).

2. Raise a support ticket with: the broadcast content attached, the audience described clearly, the date(s) you want each slide to go live, and any expiry date.

3. Allow at least 2 working days for standard broadcast requests. For urgent broadcasts, flag this clearly in the ticket subject line.

How to Edit or Remove an Active Broadcast

If a broadcast is still showing in users' question stacks after it should have ended (e.g., a Christmas message still appearing in February), you need to either suspend the broadcast question or expire it via the campaign.

Option 1: Suspend the broadcast question

1. Go to Management → Topics & Question Management.

2. Open the broadcast topic.

3. Find the specific broadcast question (slide) you want to remove.

4. Click on the question and select Suspend.

5. The broadcast will be removed from all users' stacks immediately - including users who have not yet seen it.

Option 2: Expire it via campaign (if scheduled via a campaign)

1. Go to Management → Campaigns.

2. Find the campaign the broadcast is part of.

3. Adjust the end date for the broadcast topic within the campaign timeline.