Invite Participants

Previously this item was under Administrator > Send Invites option.

Invite Participants is under Communication option.

The "Send Invitation" feature is used to send bulk emails to participants based on the selected filters. Emails are sent to the participants at the email address provided in the Primary Contact Email associated with each participant.

Filters

1. Participant in region : Filter the participants by region they selected.

2. Participate in survey : Filter the particiants for which they have participate in the survey.

3. Show Participants not Participated (Survey not started) (This option will appear when we select the region and the survey above) : Filter the participants for which they have not started the survey. This filter will get visible after any survey is selected.

4. Filter the participant email doesn’t exist : Filter participants who do not have a Primary Contact Email (the "Send" button will not be visible for these participants).

5. Show Participant Fields Filters : It give participant field filters which allow to filter participant by Organization detail.

Template

1. Email Template :

• Select the template for the invitation email to be sent for that survey. If this filter is selected, the "Send" button will not be visible.
• To edit an existing template, click the blue "Edit" button to modify its content.
• To create a new template, click on "Create New Email Template."
  --> Header :- Add the heading of the email.
  --> Body :- Add the content in Body.
  --> Visible to survey users? :- Tick this box.
  --> Group :- Select the group.
  --> Type :- Select the type.
  --> Sort by :- Enter 9999 over here.
  Then click on Update to save the new email template.

2. Add Invite Template : Will take the user to add notes Page (in which we will add template) under ‘survey_invitation’ group. Following are the code used while creating email template body

• {{user_name}} : to get praticipant primary contact name
• {{company_name}} or {{Name}} : to get participant display name
• {{company_code}} or {{Code}} : to get generated user name
• {{manager_name}} : to get manager name
• {{company_password}} : to get generated password

Send

1. Send All : Clicking the "Send All" button will send the invitation email to all users who meet the selected filter criteria. The "Send All" button will only be visible if there is at least one participant in the filtered list.

2. Send : The "Send" button in each row allows you to send an email to the individual primary contact of each company. This can be used if you need to resend the invitation or if there has been a correction in the email address after a bulk email has been sent.

FAQ's

1) How can I send the emails in different batches?

We can send the emails in different batches for eg. batch by Survey, batch by Group & batch by Field.

Following are the steps:

1. Email Template: Select the template on which invitation email should be send for that survey. If you select this filter send button is not visible.
2. Participant in region: Select the region for which you want to send invite.
3. Participate in survey: Select the survey for which you want to send invite.
4. Show Participant Fields Filters: It gives participant field filters which allows filtering participant by Organization detail. Like you can select sector wise, industry wise, batch wise and so on. So this will send invite only to those participants for which you have selected. For example: If you want to send invite to Healthcare sector of your survey then follow above 3 steps and then click on dropdown of “Show Participant Fields Filters” and the click on sector dropdown , select Healthcare and then click on send all.
5. Send All: By clicking Send All button, it will send invitation email to all users which have filtered. Send All button only get visible if we get alteast one participant in filter list.

2) How can I only send the invitations to participants included in a particular group?

We can send the invitations to participants included in a particular group by using Participant in region.

1. Participant in region: Whatever region or group select here.It would automatically show the list of all the participants in that region. This filter will allow you to choose participant which are there in that region.
2. Send All: By clicking Send All button, it will send invitation email to all users which have filtered. Send All button only get visible if we get alteast one participant in filter list.

3) How can I send the emails to the participants who have started responding to the survey?

We can send the emails to only the participants who have started the survey by using following steps. These steps will lead to participants who have already started their survey for that region so Email Template, Participant in region and Participant in survey need to be filled to achieve this.

1. Email Template: Select the template on which invitation email should be send for that survey.
2. Participant in region: Filter the participants by region they selected.
3. Participate in survey: Select the survey for which you want to send invite.
4. Send All: By clicking Send All button, it will send invitation email to all users which have filtered. Send All button only get visible if we get alteast one participant in filter list

4) How can I send the emails to only the participants who have not started the survey?

We can send the emails to only the participants who have not started the survey by using-

1. Email Template: Select the template on which invitation email should be send for that survey. If you select this filter send button is not visible.
2. Participant in region: Filter the participants by region they selected.
3. Participate in survey: Filter the participants for which they have participate in the survey.
4. Show Participants not Participated (Survey not started) :Filter the particiants for which they have not started the survey. This filter will get visible after any survey is selected. Select the tick box besides this as that will show you only those participants who have not started for that survey.
5. Send All: By clicking Send All button, it will send invitation email to all users which have filtered. Send All button only get visible if we get alteast one participant in filter list.
6. Send: Send button in each row allow you to send email to individual primary contacts of the company.

5) Can I send the scorecard along with the invitation email?

No, we can’t send the scorecard along with the invitation email.
But we can send scorecard via Send Reminder & Email on Publish Button.

• Send Reminders: Follow the given steps, if you want to send feedback report to all participants via Send Reminders.

1. For which survey: Choose the survey from dropdown list.
2. Reminder Template: Choose the template from dropdown list.
3. Send categories: Select whom you want to send report from dropdown list. Like everyone, not started users, submitted, no registered users & so on.
4. Send Email with Attachment: Select the report from dropdown list.
5. Verify: Click on Verify button.

• Email on Publish: Follow the given steps, if you want to send feedback report to all participants via Email on Publish.

1. Title: Go to Foodback/ Scorecard - click on Create / Edit report - Search for your report and then you can see the name of your report..
2. Dataset(NEW): Choose the dataset from dropdown list.
3. Word or HTML document “template”: Select the document from dropdown list.
4. Email on publish: If you click on this and then publish the report, email will go to user that your report has been published.

6) What are the different placeholders I can use while setting up the invitation email?

7) How can I check whether emails are successfully sent to the users and its content?

We can check whether emails are successfully sent to the users and its content by using Email Logs.

• Go to Logs, click on to Email logs.
• There you will be able to click on email body for any participant.
• Here you can check whether you have sent correct details with links and credentials.
• Email Body shows all the content which you have written into it.

8) If a company does not have a primary contact email then to whom the emails will be sent?

Email cannot be send to anyone as primary contact email is not present. It can be only sent to Primary contacts.

9)How can I setup the system such that receive copies of each of the invitation emails?

1. Set up: Click on Setup.
2. Configuration: Click on Configuration.
3. Search: Write the word here & search it.
4. EmailBcc: Bcc means Blind carbon copy. So whoever’s email address is mentioned here in this config, emails will go to them apart from primary contacts.

10)Can I send invitations to more than one primary contact of a participant? If yes, then how?

Yes, we can send invitations to more than one primary contact of a participant. For that we have to use comma (,) for multiple emails. Multiple emails should be mentioned with comma separation in Contact details – Primary contact email of that participant edit list.