Sending Surveys via Email Invitation

The Email Invitations option allows you to design and customize emails for your surveys, quizzes, and forms. You can enable tracking when sending our projects via email invitation and send reminders to those who’re yet to respond. You’ll be able to monitor email metrics for your campaigns, to see how well they’ve performed with your contacts.

To get started with this feature:

1. Go to the Send section of your project
2. Scroll to Send email invitations
3. Click Send by email (this button reads Add another campaign if you’ve already created an invitation campaign for this project before)

If you haven’t uploaded any contacts yet, click Upload contacts (or Manage contacts, if a campaign already exists) to import them first.

Note

In this article…

• Subject and sender
• Composing and designing your email
• Selecting contacts
• Review details and test
• Schedule and send
• Sending a reminder
• View sent emails
• Survey invitation response rates

Subject and sender

First, you’ll need to fill out the subject and sender information for your email. This is the first step (Subject) when you compose a campaign.

In the Meta section, you’ll need to fill out the:

• Subject
• From name
• Reply email (the address replies will be sent to — chosen from your verified sender addresses)
• Physical address

Under Form invitation, select the project (survey, quiz, or form) to send with the email campaign. By default, the project you launched this campaign from will already be selected.

Finally, under Invitation tracking, you have the option to enable tracking for this campaign. Tracking is switched on by default.

Note

With tracking enabled, each contact receives a unique link, linking their response back to their CRM contact profile — you’ll also get email open-rate and click analytics for the campaign. Leave tracking off and responses stay anonymous. If you operate under GDPR or similar rules, enabling tracking means you’ll need a lawful basis for it (e.g. informed consent, employment contract, or legitimate interests); if you want the analytics without identifying respondents in their answers, look at the pseudonymization option instead.

To continue to the next section and start designing your email, click Next: Content.

Composing and designing your email

Your emails are created using a what-you-see-is-what-you-get block editor. You can drag and drop in one of the below block types to start building your content:

Columns	Columns allow you to insert multiple blocks along the same row
Button	Add a button that takes recipients to another page
Divider	Place a divider to visually separate two blocks of content
Heading	Add a heading to your email body
Paragraph	Type text into these blocks
Image	Upload an image and place it in your email body
Menu	Add a menu with links to external pages
HTML	Insert an HTML block and customize it using HTML code

By default, your email will be created with two paragraph blocks and a button.

There are several required fields in your email that cannot be removed, these include:

• Physical address: your own address.
• Unsubscribe link: allows users to opt-out of your mailing lists.

Block design

Click any block in the email builder to edit their design individually. You will see different options for each content block type, but you will be able to change the padding of each content block.

For more information on what you can edit for each, click the links in the table of content blocks above.

Global design

To edit the global design of your email, select Body in the left-hand icon rail (alongside Content, Blocks, and Dev). Here you can set:

Global settings	Description
Text color	Set a default color for all text in your email
Background color	Set a background color for your email
Content width	Select the width of your email content
Content alignment	Align your text to the left or center
Font family	Choose a font for all text in your email
Font weight	Choose the default weight (e.g. Regular) for your email text
Preheader text	Write a short summary that follows the subject line when viewing an email in the inbox
Link color	Set a color for links in your email
Link underline	Choose whether links are underlined by default

Note

Your email will save automatically as you add and edit content.

Previewing your email

You can view edit your content in both the Desktop and Mobile views to ensure your design is responsive on both types of devices. To switch between these, click the desktop or mobile icons in the bottom rights of the email builder.

You can also click the eye icon to preview your email as your contacts would see it. There will be an option for switching between a mobile and desktop view above the preview.

Selecting contacts

Once you’re finished creating your email and you’ve previewed it, click Recipients in the top right. This will take you to the different groups you’ve created for your contacts.

Note

You can’t add new contacts or groups in this section. However, you can click Contacts in the left-hand navigation to import more and manage your groups. Don’t worry, all your content and settings will have been saved, so you can come back to this campaign later.

Select a group (or groups) to send your campaign to, the total number of recipients will be calculated at the bottom of the page for you.

From this section, you can also choose a Segment you’ve created or use the Advanced tab to filter your contacts before sending.

Whichever you’re finished selecting your contacts, click the Next: Review & Send to proceed to a review of everything you’ve done so far.

Review details and test

From the review screen, you’ll be able to go back and edit anything you’ve done so far (Subject and sender, Content, Recipients each have their own edit icon), and preview your email.

Preview email

Click Preview email next to the image of your email content to trigger a pop-up containing the full HTML preview.

Once you’re finished reviewing, just hit Next: Schedule & Send.

Schedule & send

You’ll have two choices when sending an email invitation: send now or later.

Send now

Choosing Now will schedule your campaign to be sent immediately. Click Send it now! to confirm — the email should be sent approximately 5 minutes after you hit send.

Send later

Selecting Later will open a few more settings for you:

Here you can choose a date, time, and time zone to schedule to email.

Sending a reminder

It’s not possible to send the same campaign twice, but you can send a reminder to contacts who’re yet to respond to your survey.

To do this:

1. Go to the Dashboard
2. Click the project you wish to send a reminder for, then select Results
3. Select the Tracked responses tab

If the project hasn’t used tracking yet, you’ll instead see an explanation of the feature — you’ll need to enable tracking on an email invitation campaign first.

This will open a pop-up that allows you to identify respondents who are yet to respond and send them an email reminder.

If you have already sent a reminder, but you want to send another, when you click Tracked responses a pop-up will appear enabling you to select which campaign to send a reminder for.

4. Click S****end reminder (you will be taken to the campaign review page)
5. Change Subject, Content, and edit Recipients accordingly
6. Click Schedule & send
7. Choose to send it Now or Later

View sent emails

There are two ways of viewing sent emails, via a project’s Send section or via Mailings in the left-hand navigation.

Survey invitations

To view a project’s invitations:

1. Click a project in your dashboard
2. Select Send
3. Scroll to Send email invitations

Once you’ve created at least one campaign for the project, this section lists your Existing invitation campaigns, with a Complete sending process button for any that are still drafts. Manage contacts and Add another campaign buttons sit below the list.

Mailings

Clicking Mailings in the left-hand navigation will take you to a complete list of all the emails you’ve sent on the site. Each will contain the following information:

• Campaign type: Invitation or reminder.
• Project title: Name of the survey, quiz, or form sent.
• Campaign status: Sent or draft.
• Creation date: Date when the email was created.

Survey invitation response rates

There are also two ways you can access the statistics for your email invitations, via your survey report and via your mailings reports.

Survey reports

When you go to the Results section of your survey (quiz or form), the campaign stats for your email invitations will appear above your question results.

Note

By default, only the most recent campaign stats will be shown. But if you click show all your entire campaign history for the project will appear.

To proceed to the full report for your email invitations, just click see email campaign.

Mailing reports

To get to the report of any other email campaign you’ve sent, all you need to do is:

1. Click Mailings in the left-hand navigation
2. Click a campaign
3. Select Report