Share campaign by email

Share campaign by email

This feature is included in the Enterprise plan with option Campaigns. The number of emails you can send is equal to the monthly number of responses in your plan.

You've created the perfect campaign... now let's learn how to create your email invitation

 Email invitations are emails sent to your contacts containing a link to your campaign and can be customized using a number of different fields.

There are quite a few advantages to using email invitations. Read through each of these sections and see for yourself!

  1. Use Contact Lists
  2. Create a customized email
  3. Add a reminder
  4. View email status

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 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, click here.

2 Create a customized email

It's time to get started creating your email invite! Go to the Share tab within your campaign.

share campaign by email - share tab

2.1 Create a new invitation

Scroll down to Share your campaign via email and click Send email invitations.

share campaign by email - send email invitation button

Now the box for Email invitations will come up. Add your first email invitation by clicking Add Email.

Email invitation - add email

2.2 Input Sender information

Let's get down to the details! Here are the first few fields that need to be completed:

Email invitation - input sender information

1. Email title - Enter the title here - it can be the name of your campaign 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.

2. Name - Enter the sender's name - this can be your own name or company name.

 Tip: Most people are hesitant to open emails from an unfamiliar sender. Use a name that the respondent will recognize or maybe the name of the CEO to give the email more authority.

3. Email - Type the email address you want to use to send out the emails. The actual email sent from our app will be sent from If you want a custom email address as Sender Address, some DNS (Domain Name System) settings are required by you. Contact 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.

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.

4. Contact list - Here you can select the contact list to send the email invitation to. You can select multiple lists. Learn how to create a contact list here.

2.3 Write the email invitation

You've put in the sender info, now you'll have the email options:

Email invitation - write email

1. Apply template - If you've already made an email invitation before and saved it as a template, you can choose it from the drop-down menu.

2. Email subject - Make it catchy! It should be compelling enough to make people want to click and open your campaign.

Tip: 33% of email recipients decide whether or not to open an email based on 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]?”

3. Email body - This is the text of the email. Make your email look more exciting by formatting your text (see here here how to change the color, alignment and more) and personalize with invite variables

Invite variables allow you to personalize your invitation email using the information from the contact lists. You can address respondents by name and include their personal ID. This saves you writing a personal invitation to each of your respondents and will also allow you to track respondents' progress. More information about this coming right up in the next section (2.4).

4. Add image - Upload your logo or a picture to brand your email or liven up the invitation!

5. Send the email - Click on the calendar icon to choose a date and time (in hours).

2.4 Personalize the invitation with variables

To add Invite Variables, click the circled icon:

Email invitation - invite variables

Now you'll have a drop-down menu with a number of different variables - first name, last name, email, personal ID and different options 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 how to insert a link and make one of the words clickable.

Email invitations - make words clickable

  1. Choose your Invite variable. In our example, it's the clickable link with the Personal ID. When you have selected it from the drop-down list, it will be copied into your text.
  2. Click the icon to Insert link.
  3. Now take the Invite variable text that you just inserted, and cut and paste it into the box for URL.
  4. 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.

Tip: Inserting invite variables including personal data attached at the end (email, personal ID or unique ID), is the most incredibly useful way to track your respondents' progress. It will save you loads of time - you won't need to spend ages creating a personalized link for each of your respondents!

2.5 Save your email invitation

You've spent time writing the invitation, don't forget to save it now. If you're not going to add a reminder, scroll down to Save your changes.

Email invitation - save as template

Toggle the button if you want to save your invitation as a template that you'll be able to re-use.

3 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.

Email inviation - add reminder

Now you can set your reminder email. A lot of the options will be the same as for the initial invitation.

Text for email reminder

  1. When your email is written, click Test to send a test email to your own email address. Click X to delete the reminder.
  2. Email subject - Write your subject here... you need to make it even more intriguing than the first one to convince those who have not yet responded to click through to your campaign.
  3. Email body - Input your message here. Use the rich text editor and variables mentioned above to personalize the email and make it look interesting!
  4. Add image - add your logo or picture to the email.
  5. Click here to access the drop-down menu with the options of when the reminder should be sent.
  6. Click the calendar to schedule the date of the reminder, and type in what time (24HR) you want it to be sent out.

You can add as many reminders as you wish. Just click add reminder and go through the same steps again.

Now don't forget to save all your hard work!

Save email reminder

Toggle the button if you want to save your invitation as a template that you'll be able to re-use.

Now save the email, or click save and send me a test to see how it will look. If you're want to discard your work altogether, click delete email.

4 View email status

Head over to the Results tab and scroll down to Email results. 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. Click the arrow to choose which email invitation you want to view the details for.

View results of email campaign

So now you have it - you've learned all the details about creating your email invitation, so log in and try it for yourself!

Vincent is the author of this solution article.

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