Invite Participants By Email
To invite participants via email, follow these steps:
Step 1 - Invitation Message Template
This step will only appear if you created invitation message templates. You can optionnaly select an invitation message template to use to send the invitations.
You can also schedule invitations for a later date by entering a date and time in the "Schedule For" field.
You can also set an expiration date for the invitations by entering a date and time in the "Expire On" field.
Step 2 - Languages of the invitation message
If your account has only one language, you will automatically proceed to the next step.
If your account is multilingual, select the language(s) in which you want to send your invitation message and press the button
You can select the order in which the languages will appear in your invitation message using the button and button.
Step 3 - The information that you will provide for the participants to invite
In this step, select the information fields you will provide for each participant to be invited. To invite participants by email, you at least need to select the Email field the first and last name are optional. You can select any data point from the survey to pre-fill some information.
You can make the invitations anonymous by checking the "Anonymous Invitations" checkbox. When checked, the personal information you enter in the invitation wizard will be used to generate personalized email invitations, bu the personal information will not be stored, thus it is no possible to link a set of responses to a participant invited by email.
You can also add participants without sending an invitation message by checking the "Do not send email invitations, save the participant information only" checkbox.
Step 4 - Enter the participants' information
In this step, for each participant you want to invite, provide the information for each field selected in the previous step. The information for each participant must be entered on a separate line. The different values for each participant must be separated by commas. For example: John,Doe,firstname.lastname@example.org.
You can import the list of participants to invite using an Excel spreadsheet. The Excel spreadsheet must have a first row that contains the field labels of each field you selected in the previous step in separate columns. The information for each participant then appears on separate rows.
This step allows you to pre-fill information for all the participants being invited. The same information will be used for each participant invited.
Step 6 - Invitation Message(s) Layout
The "Invitation Email Sender Name" field contains the text that will be used as the sender's name in the email.
The "Invitation Email Reply To Email Address" is the email address to which replies to invitation messages will be sent if a participant clicks the "reply" button when they get the invitation email.
There is a tab for each language you selected to include in your invitation message. A default invitation message template (or the invitation message template selected in step 1) will appear for each language you selected in the first step. The invitation message template contains the Special Tags that will be replaced with the personalized values of each participant when sending the invitation message. Each Special Tag is framed with the "$$" characters.
To add Special Tags in your invitation message template, follow these steps:
By default invitation messages are sent in plain text. You can send them in HTML format by clicking the "Send invitation email in HTML format".
If you selected an invitation message template in step 1 and you have made changes to the template in the wizard, you can check the "Update the message template" checkbox to save your changes to the invitation message template.
Special Tags available in invitation messages
The following Special Tags are available in invitation messages. All the values for fields/questions in the survey can also be used in invitation messages. However, these fields will only have a value if you have initialized them.