Send survey invitations to recipients' e-mail addresses. Each recipient will get a personal response link and you can choose whether or not the recipient can be identified in the results.
1. Select 'Email invitations' in Distribute view.
Addresses can be manually entered in the 'Recipients' field or copied and pasted into it. Commas or semi-colons do not have to be removed from addresses. A space or line break can also be used to separate the addresses. Entering the same address more than once is also picked up automatically and they do not have to be deleted. Recipients will not see each other in the email recipient field. Remember to check that the number of recognised addresses is correct.
- Do not send a personal link to yourself and then forward it to recipients from your own email. The survey link in e-mail invite is personal and it can only be used once.
- Do not send invitation to a group email address. The group address is treated as a single email address and all the addresses in the group get only one identical survey link.
- If there are multiple language versions in the survey, you can set predefined languages or send all invitations in 'Language unknown' group.
- 'Save message' button doesn't save the email addresses that are in the 'Recipients' field. Use the button only if you plan to input the addresses and send the invitation later.
Import from Excel: Addresses can also be imported as an Excel file, which makes it easy to import thousands of addresses and the background information that corresponds to them. Due to browser memory limitations we recommend to import only 5000 addresses at a time. After sending the survey you can return to this window to import another 5000 addresses. Excel file has to be in a correct form for the tool to be able to import the addresses. Check that cell A1 contains text ’email’ without the hyphens and the emails are in the column A. Background information topics can be in the row 1 starting from column B.
Edit background information: Look at and edit the recipients' background information before sending invitations. Filters can be created in the results on the basis of the background information.
Anonymize email addresses from survey results: Select anonymize email addresses from survey results to make the survey anonymous. The recipient's e-mail address will be hidden so that the recipient cannot be identified in the results.It is not possible to cancel this action after the invitations has been sent. Although the address is hidden, the program can still automatically send e-mail reminders to those who have not yet responded or have only started the survey.
3. Sender information
Sender profile: Selected profile shows the street address next to the unsubscribe link on the bottom of the message template. You can select other profiles or create a new one.
Sender: Your name from the system's user information is automatically entered here. You can replace it with something else. The name is displayed as the sender of the e-mail in the following format: Tom Tester <firstname.lastname@example.org>
All e-mails are sent from the email@example.com address to minimise the chance of them ending up in the recipients’ spam folders. If we sent a message from our server which contained your actual e-mail address as the sender, it could be interpreted in spam filters as identity theft.
Response address: The default is firstname.lastname@example.org. If you enter your own e-mail address here, mail relating to the survey you have sent can be replied to as with normal mail. If the survey has a lot of recipients, you can get a lot of mail automatically, containing a notification of deleted addresses and so on.
4. Subject and message template
Subject: The title of the e-mail.
Message template: You can edit the default template freely. The survey link for each recipient is created automatically to the _link:Click here_ part. You can edit the 'Click here' text to better suit your needs. There is no need to paste a survey link to this template from elsewhere. We recommend to keep the warning texts related to sharing the link intact, in order to keep the recipients from sharing their personal links.
It is very important to clearly state in the email template message that the survey link is personal and the email should not be forwarded.
Tips & tricks
You can schedule the email invitation after clicking 'Continue' in the invitation window.