Email invitations are emails sent to your saved contacts containing a link to your questionnaire and are fully customizable. It's the main way to tell your contacts about the questionnaire you have created.
One of the most valuable functions of email invitations is the analytics, allowing you to see who has opened and clicked on the invitation. To do this, you must include variables with personalized links in your invitation - see section 3 for full details.
There are quite a few advantages to using email invitations. Read through each of these sections and see for yourself!
- Use Contact Lists
- Set up email invitation
- Use variables to track respondents and personalize the invitation
- Add a reminder
- View email status
- "What if?"
1 Use Contact Lists
You don't need to start inputting hundreds of email addresses when you're ready to send out your email. In the My Contacts tab, you'll be able to create your Contact List where you can upload a CSV file with the names and email addresses of your contacts. When you're ready to send the email, you'll be able to simply select which contact lists you want to send your email to.
For a step-by-step guide describing how to create contact lists.
2 Set up email invitation
It's time to get started creating your email invite! Click on the 3 dots in the right-hand top corner of the screen, and then click Email invitations in the drop-down menu.
2.1 Create a new invitation
Click the button Create Email to get started.
Now a box will pop up listing all of your questionnaires. Click on the questionnaire for which you want to create the email invitation. Then click Add Email.
Now click the Add email button that comes up in the corner to start setting up your email.
2.2 Build the Email
Let's get down to the details! Here are the first few fields that need to be completed:
- Email title - Enter the title here - it can be the name of your questionnaire or choose any title you want. This title will also be the title of the template. If you are making a few templates, make sure that your titles are clear so you will be able to differentiate between them later.
- Sender name - Enter the sender's name - this can be your own name or company name.
- Sender address - Type the email address you want to use to send out the emails. The actual email sent from our app will be sent from firstname.lastname@example.org. If you want a custom email address as Sender Address, some DNS (Domain Name System) settings are required by you. Contact email@example.com for more information. The reply-to address will be the same as the address the email was sent from - so your own email address will be the reply-to address only if you have set up DNS settings.
- Contact list - Here you can select the contact list to send the email invitation to. You can select multiple lists. Learn how to set up your contacts.
Tip: If you have not set up DNS settings, it's a good idea to mention in the email who respondents can contact in case of difficulty or questions, since if they just click "Reply", the email will not be sent to your address.
2.3 Write the email invitation
You've put in the sender info, now you'll have the email options:
- Email subject - Make it catchy! It should be compelling enough to make people want to click and open the questionnaire.
- Email body - This is the text of the email. Make your email look more exciting by formatting your text (read about the rich text editor icons and learn how to change the color, alignment, add emojis, and more) and personalize with invite variables. These variables are essential to add if you want to track which contacts have responded. Read more below in section 3.
- Send the email - Click on the calendar icon to choose a date and time (in hours)! The time zone that will be used is your own local time zone.
- Add image - Upload your logo or a picture to brand your survey or liven up the invitation!
Tip: 33% of email recipients decide whether or not to open an email based on the subject line alone. Choose an intriguing question relevant to your survey or topic, e.g., “Is [department] the best department at [Company Name], [Name]?” or “Has [Company Name] ever let you down, [Name]?”
2.4 Save your email invitation
You've spent time writing the invitation, don't forget to save it now. Scroll up to the top and click Save Email. If the button is greyed out, it's because you haven't filled in information in all of the fields.
3 Use variables to track respondents and personalize invitation
Invite variables allow you to personalize your invitation email using the information from the contact lists. Increase your response rate by addressing the respondents by name.
You can address respondents by name and include their personal ID. Adding the invite variables enables you to see who has clicked and opened the invitation-only when you send invitations out through Survey Anyplace. Just sending out a survey link from your own email system without using the email invitations feature will not show you which contacts opened or clicked.
In order to track respondents' progress, you must make sure to insert a questionnaire link or clickable link which includes the contact's unique ID. The unique ID is allocated automatically once they are added to My Contacts. Inserting a link to the survey which includes the unique ID is essential if you want to send reminders, so the system can track who needs to be sent a reminder. This allows you to view names and email addresses in the Responses view of the Results tab and is also necessary if you want to use the Save and Continue feature.
Choose to insert one of the two links circled below into your email invitation to fully track respondents' progress:
To add Invite Variables, click the circled icon:
Now you'll have a drop-down menu with a number of different variables - first name, last name, email, personal ID and different options on how to add a link. You can either add the field directly to the text (e.g., "Hi *|contact_first_name|*), or Insert link so you can write a message and choose which word to make clickable, for example, ask respondents to click "here" to access the survey.
Let's take a quick look at how to insert a link and make one of the words clickable.
- Choose your Invite variable. In our example, it's the link with the Personal ID. When you have selected it from the drop-down list, it will be copied into your text.
- Click the icon to Insert link.
- Now take the Invite variable text that you just inserted, and cut and paste it into the box for URL.
- Choose which word from the text you want to make clickable. In this example, we have written "please click here to begin" and the word "here" is clickable and will take respondents to the survey.
4 Add a reminder
It's so much easier to set up your reminder now than having to remember in the middle of your data collection to remind people who haven't yet participated. At the bottom of the email section, click Add reminder.
Now you can set your reminder email. Most options are the same as for the initial invitation. You'll see an extra option, to choose from the drop-down menu that should trigger the reminder:
You can add as many reminders as you wish. Just click add a reminder email and repeat the same steps.
Tip: You don't want everyone to be sent reminders, only those who have not yet completed - so make sure to insert the questionnaire link which includes contacts' unique ID so that the system can track who needs to be sent a reminder. More on that in the previous section.
Now don't forget to save all your hard work!
5 View email status
At the top of the new email box which you're working on, click on the second tab Analyze email. Click the arrow to choose which email invitation you want to view the details for. You'll be able to see the details of the emails you've sent - if the email was received, opened, and whether or not the links were clicked on.
So now you have it - you've learned all the details about creating your email invitation, so log in and try it for yourself!
6 What if?
- What if I want to add a contact to the contact list after sending out the email invitation?
This person will not receive the original email invitation. If you still want to send it out, we recommend you to add the new contact(s) to a new temporary contact list, set up a new email invitation, and send it out to the new contact list. After the email has been sent, you can put them back in the original contact list.
- What happens in the scenario above if I have set up a reminder?
The reminder will only be sent to the people who have received the original email invitation. Any contact that was added to the contact list after the email invitation was sent out, will not receive a reminder (regardless of the condition of the reminder).
- What if I want to delete a contact from the contact list after sending out the email invitation?
The original invitation is irreversible (i.e. once the email has been sent out, you cannot undo it). Therefore, the person that was deleted after sending will still receive the email.
- What happens in the scenario above if I have set up a reminder?
The deleted contact will not receive a reminder anymore.