Share campaign by email

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.


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WARNING

You need custom permission to set up Campaigns. Contact us! The number of emails you can send is equal to the monthly number of responses in your plan.

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 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, click here.


2 Create a customized email

It's time to get started creating your email invite! Start by clicking on the drop-down menu on the top-right hand corner of the screen, and click Email Invitations.


share campaign by email


2.1 Create a new invitation

Under Campaigns with email invitations, click Send email invitations.


share campaign by email - send email invitation button


Add your first email invitation by clicking Add Email.


Email invitation - add email


2.2 Input Sender information

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.
  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 info@su.vc. If you want a custom email address as Sender Address, some DNS (Domain Name System) settings are required by you. Contact support@surveyanyplace.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.
  4. Contact list - Here you can select the contact list to send the email invitation to. You can select multiple lists. You can't have more than 100 contacts. Learn how to create a contact list here.

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.


NOTE

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

Email invitation - write email

  1. Contact list - If you've already made a contact list, you can choose it from the drop-down menu. If you don't have one make sure to create one before creating your email invitation.
  2. Email subject - Make it catchy! It should be compelling enough to make people want to click and open your campaign.
  3. Email body - This is the text of the email. Make your email look more exciting by formatting your text (see 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. Send the email - Click on the calendar icon to choose a date and time (in hours).
  5. Add image - Upload your logo or a picture to brand your email or liven up the invitation! Read about reminder email below.


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 Personalize the invitation with variables

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 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.


Email invitations - make 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.


NOTE

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!


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. 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.
  2. Email body - Input your message here. Use the rich text editor and variables mentioned above to personalize the email and make it look interesting!
  3. Add image - add your logo or picture to the email.
  4. Click the calendar to schedule the date of the reminder, and type in what time (24HR) you want it to be sent out.
  5. Click here to access the drop-down menu with the options of when the reminder should be sent.


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! 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 Analyze Email. 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!

V
Vincent is the author of this solution article.

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