Send Email Invitations for Your Engagement Questionnaire

At a Glance

Create and send customized email invitations to invite specific participants to your engagement questionnaire. Email invitations allow you to personalize messaging, include subscriber lists, and track delivery statistics to understand engagement effectiveness.

Email invitations include detailed analytics showing delivery rates, open rates, and click-through rates.

Core Steps

1. Navigate to Ask > Surveys > Build select your survey
   
   
    
2. Click the Share tab
   
   
3. In the Send an Email section, click Create Email...
   
   
    
4. Configure recipients and customize your message
   
   
5. Click Send to deliver invitations

In-Depth Guide

Accessing Email Invitations

To create email invitations:

1. From your engagement questionnaire, click the Share tab in the main navigation
2. Locate the Send an Email section in the sharing options
3. The section displays: "Invite participation via an email invitation. Customize the send list and messaging."
4. Click the Create Email... button to open the email composer

Configuring Recipients

To set up your recipient list:

1. In the Create Email modal, start with the Send To field
2. Enter email addresses separated by commas in the text area
3. Use the Include Subscriber List checkbox to add your subscribers
4. Click Export List to download your current subscriber list for reference or external use

Recipient management options:

• Manual entry: Type or paste email addresses directly
• Subscriber integration: Include your organization's subscriber database
• Combined approach: Use both manual addresses and subscriber lists for comprehensive reach

Customizing Your Message

To personalize your invitation:

Subject Line:

• Default: "Share your thoughts on <Title>"
• Customize to reflect your specific engagement topic
• Keep concise and engaging to improve open rates

Heading:

• Default: "Have Your Say"
• Customize to match your organization's tone
• Use action-oriented language to encourage participation

Body Content:

• Pre-filled template includes:
  • Personalized greeting explaining the invitation
  • Context about the engagement topic
  • Call-to-action encouraging participation
• Edit the template to include:
  • Specific details about your project
  • Why participant input matters
  • Timeline or deadline information
  • Additional context relevant to your community

Call-To-Action Button:

• Default label: "Participate Now"
• Customize the button text to match your messaging style
• Character limit: 25 characters

Advanced Email Features

Access code integration:

• If your engagement requires a code to participate, the system automatically generates unique single-use URLs for each recipient
• Note at bottom of modal: "If this engagement requires a code to participate, each recipient will be sent a unique single-use url."
• This ensures secure access while maintaining ease of participation

Preview functionality:

• Click Preview to see how your email will appear to recipients
• Review formatting, content, and overall presentation before sending
• Make adjustments as needed before final delivery

Sending Your Invitations

To complete the invitation process:

1. Review all content and recipient information
2. Click Send to deliver your invitations
3. The system processes and sends emails to all recipients
4. Email statistics become available in the Email Invites section

Monitoring Email Performance

Understanding your email analytics:

The Email Invites section displays comprehensive statistics:

• Delivered: Total number of emails successfully delivered (e.g., 566)
• Opened: Number of recipients who opened the email (e.g., 246)
• Clicked: Number of recipients who clicked the participation link (e.g., 233)
• Click Rate: Percentage of delivered emails that resulted in clicks (e.g., 91%)

Using analytics to improve engagement:

• Monitor open rates to assess subject line effectiveness
• Track click rates to understand message engagement
• Use performance data to refine future invitation strategies
• Identify optimal sending times and messaging approaches

Managing Multiple Email Campaigns

Best practices for ongoing engagement:

• Send follow-up invitations to non-responders after appropriate intervals
• Segment your audience for more targeted messaging
• Test different subject lines and content approaches
• Monitor performance trends across multiple campaigns

Understanding the Details

Subscriber List Integration

The Include Subscriber List feature connects with participants that have signed up for notifications, allowing you to leverage established community relationships. The Export List function provides flexibility for managing contacts across different platforms and campaigns.

Access Code Security

When your questionnaire requires access codes, the email system automatically generates unique, single-use URLs for each recipient. This maintains security while eliminating the need for participants to manually enter codes, creating a seamless participation experience.

Delivery and Performance Tracking

Email delivery statistics help you understand campaign effectiveness and identify opportunities for improvement. High delivery rates indicate good list hygiene, while open and click rates reveal message engagement levels.

Important Notes

Unique URLs: For questionnaires requiring access codes, each email recipient receives a unique participation link that cannot be shared or reused.

Real-time Analytics: Email statistics update in real-time, allowing you to monitor campaign performance as it develops.

Subscriber Privacy: Subscriber lists are managed securely and can be exported for your use while maintaining privacy standards.

Template Customization: All email content can be fully customized to match your organization's voice and specific engagement needs.