Weekly, Monthly, and Quarterly Routines for Admins
The recurring upkeep that keeps a UserVoice program healthy, with owners, time estimates, and a printable routine.
On this page
A feedback program stays useful when someone tends it on a schedule. This guide lists what to do each week, month, quarter, and year, where each task lives, how long it takes, and who owns it.
How the routine works
Small, regular upkeep beats a big cleanup once a year. Each cadence has one job.
| Cadence | The job | Time (estimate) |
|---|---|---|
| Weekly | Triage what came in, answer people, and post status updates | 1–2 hours |
| Monthly | Report to leadership, and check that data and people are healthy | 2–3 hours |
| Quarterly | Clean up the backlog and taxonomy, and audit access and integrations | Half a day to a day |
| Yearly | Review the program against the maturity model and set goals | Half a day |
Who owns what
The UserVoice admin who runs the program and owns this routine.
Own the ideas in their areas. Answer comments and post updates.
Owns the Salesforce or HubSpot side of the CRM sync, and fixes sync errors.
Owns Jira or Azure DevOps projects, API keys, and sign-in settings.
Put each cadence on a calendar. A weekly block, plus a longer one early each month and quarter, keeps the routine from slipping.
Weekly: triage and respond
The weekly pass keeps new demand from piling up, and tells customers someone is listening.
| Task | Where in UserVoice | Time (estimate) | Owner |
|---|---|---|---|
| Review new ideas and captured feedback | Insights → Idea Insights → Recent Activity, or the idea grid's Activity filter set to Feedback | 20 min | Program owner |
| Merge duplicates | The Merge Matches button above the idea grid, shown when UserVoice finds likely duplicates | 15 min | Program owner |
| Place ideas with no category | Idea grid → Forum filter → No category | 10 min | Program owner |
| Assign owners | Idea Status Board → Owner filter → Unassigned, or Idea Insights → My assigned ideas for your own queue | 10 min | Program owner |
| Answer comments | Idea grid → Idea Status filter → Admin responses → Awaiting response | 20 min | Product managers |
Save the weekly filters as grid views. Build a “New this week”, “No category”, and “Awaiting response” grid view once, and the weekly pass starts with three clicks.
Keep ideas moving
| Task | Where in UserVoice | Time (estimate) | Owner |
|---|---|---|---|
| Post status updates | The idea sheet, or drag the card on the Idea Status Board. Tick Email subscribers to tell voters. | 15 min | Product managers |
| Clear the Slack triage channel | The triage channel you set up under Settings → Integrations → Slack. Act on each message, then react or reply so the team knows it's handled. | 10 min | Program owner |
| Review spam and moderation | Idea grid → Idea Status filter → Marked as spam, plus anything held for moderation if you use it | 5 min | Program owner |
Moderation is optional and set per account. Under Settings → General → Ideas, you can require moderator approval, let users report inappropriate content, and turn on the Akismet spam filter, which holds caught ideas and comments for you to review. Private forums, admins, and SSO users aren't checked.
A status update can't be taken back. Once it emails subscribers, post another update to correct it. Check the status and message before you tick Email subscribers.
A weekly order that works
- Clear Merge Matches first, so you don't triage the same request twice.
- Place ideas with no category, and assign owners.
- Answer comments awaiting a response.
- Post the status updates your team agreed on, and clear the Slack triage channel.
Monthly: report and check health
Once a month, tell leadership what you heard and did, and check that the data behind your reports is sound.
| Task | Where in UserVoice | Time (estimate) | Owner |
|---|---|---|---|
| Build the leadership update | Insights → Activity Report for volume, sources, and status updates. Insights → Account Insights for accounts and revenue, when your CRM is connected. | 60 min | Program owner |
| Review stale ideas | Insights → Idea Insights → Ideas that might need tidying up: Inactive ideas, and No status update | 30 min | Product managers |
| Check owners and categories | Settings → General → Ideas → Forums. Each forum's default owner, and category owners if you assign by category. | 15 min | Program owner |
| Review contributor activity | Activity Report → Idea activity from internal teams, and Activity by source | 15 min | Program owner |
Report the same sections every month. Leaders compare month to month. Keep the order and the definitions fixed, and change only the numbers.
Check the plumbing
| Task | Where in UserVoice | Time (estimate) | Owner |
|---|---|---|---|
| Check the CRM sync | Settings → Integrations → Salesforce Connector or HubSpot Connector. Look for Last synced. If it says Sync failed, note the last successful sync, fix the cause, and select Force Sync. | 10 min | Revenue operations |
| Scan integration errors | Settings → Integrations → Integration Logs | 10 min | Program owner |
| Refresh grid views and idea lists | Ideas & Feedback → Grid Views and Idea Lists. Update filters, retire views nobody opens, and swap out ideas that have shipped. | 20 min | Program owner |
What contributors see
Contributors receive a monthly Contributor Insights email with the ideas and feedback they captured and the status updates on them. It shows the team their input leads somewhere. Each contributor can turn it on or off in their own settings.
Check the Activity Report's internal-team activity. A quiet team may need a refresher, or a capture tool closer to where they work.
Account and revenue numbers go stale, and Account Insights ranks on old data. Fix the sync before the leadership update.
Retire them. A short list of shared views is easier to trust than a long one.
Give each a status, or decline it with a reason.
Quarterly: clean up and audit
Each quarter, step back from the queue. Tidy the backlog and the structure it sits in.
| Task | Where in UserVoice | Time (estimate) | Owner |
|---|---|---|---|
| Run a backlog cleanup pass | The idea grid, sorted by last activity, plus Merge Matches and Idea Insights' Inactive ideas | 2–3 hours | Program owner with product managers |
| Review statuses and templates | Settings → General → Ideas → Idea Statuses and Templated Status Messages | 30 min | Program owner |
| Review forums, categories, and labels | Settings → General → Ideas → Forums and Labels | 45 min | Program owner |
| Revisit declined ideas | Idea grid filtered to your declined status, sorted by votes or revenue | 30 min | Product managers |
Remove before you add. When a category or label has had no new ideas in a quarter, merge it into a neighbor before you create anything new. A smaller taxonomy is easier to triage.
Audit people, the portal, and integrations
| Task | Where in UserVoice | Time (estimate) | Owner |
|---|---|---|---|
| Audit admins and contributors | Settings → General → Users and Permissions. Check each person's license, permissions, and Last active. Use Remove user for people who have left. | 30 min | Program owner |
| Review Slack and Teams channels | Settings → Integrations → Slack or Microsoft Teams. Drop channels nobody reads, and check each one's forum filter. | 20 min | Program owner |
| Check portal content | Settings → Web Portal → Site text, and each forum's Welcome message | 20 min | Program owner |
| Review Jira or Azure DevOps | Settings → Integrations → Jira or Azure DevOps. Confirm the connection and projects still match how engineering works. | 20 min | Engineering or IT |
| Review API keys | Settings → Integrations → UserVoice API keys. Remove keys for scripts and services you no longer run. | 15 min | Engineering or IT |
Leavers keep access until you remove them. Make the quarterly audit part of your offboarding checklist too, so admins who leave don't wait three months.
View-only permission fits occasional readers. Leaders who read reports but never edit ideas can use the View-only permission instead of full edit rights.
Yearly: review the program
Once a year, score your program against the five levels of the maturity model, and pick the next level to reach.
| Level | Ask yourself |
|---|---|
| Scattered | Is feedback still living in inboxes, chats, and spreadsheets? |
| Collected | Does every team capture into UserVoice, and does every idea have a home? |
| Connected | Do ideas show the accounts and revenue behind them, and link to engineering work? |
| Prioritized | Do roadmap decisions cite feedback data, and can you show which? |
| Closed-loop | Do customers hear back, both when you ship and when you say no? |
- Score each level with the people who use UserVoice most: product managers, success leads, and support leads.
- Pick one level to reach in the next year, and two or three habits that would get you there.
- Adjust this routine to match. Add a weekly or monthly task for each new habit, and drop tasks that no longer earn their time.
Bring a year of numbers. Run the Activity Report for the last 365 days. Ideas captured, status updates, and accounts reached show the trend better than any single month.
Let the agent do the legwork
The UserVoice agent in the admin console, and your own AI assistant through the UserVoice MCP, can find the ideas each cadence needs and act on them.
| Cadence | Ask | What it can do |
|---|---|---|
| Weekly | Which ideas from the last seven days have no owner, or haven't had a reply? | Lists them, then assigns owners, changes categories, merges duplicates, and marks spam when you ask |
| Weekly | Move these five ideas to Planned and draft a status message for each. | Sets public and internal statuses, and labels |
| Monthly | What were the top ten open ideas by revenue this month, and which accounts are behind them? | A ranked table with accounts, revenue, and status |
| Monthly | Which popular ideas have had no status update in 90 days? | A list you can save as an idea list |
| Quarterly | Group this quarter's new ideas into themes, and flag likely duplicates. | Themes with their supporters, plus merge candidates |
| Quarterly | Which admins haven't logged in recently? | Admins sorted by last login, for your access audit |
View-only admins can read but not write. They can ask the agent or the MCP any question, but only admins who can edit ideas can have it change them.
Try it with your AI assistant
1 of 4 prompts in the PDFAttach the PDF to Claude, ChatGPT, or another assistant, then paste:
Using the UserVoice MCP, count our forums and how many new ideas we got each week over the last 8 weeks (read only). Then, using the UserVoice guide I attached, build a weekly, monthly, and quarterly routine for [company]. We have [number] admins. Ask me who owns what first.
Three more prompts and the checklist are in the full guide. Get it by email →
Read next
Get the full guide
We'll email you the 13-page PDF. It adds three things that aren't on this page:
- The whole routine on one printable page
- A seven-step checklist to put the guide into practice
- Four AI prompts for Claude, ChatGPT, or your assistant of choice, including ones that use the UserVoice MCP to work with your own feedback data
