Every club features its unique invitation letter template. While you can customize the majority of the email invitation letter to match your tone of voice, however, certain sections are locked due to GDPR and spam laws.
Navigating to your email invitation designer
Open the menu by clicking the menu icon in the top-right corner
Click "Surveys" in the survey settings section of the menu.
Select "Manage survey" in your survey overview for the survey you want to edit
Scroll down to 'Tweaking your survey design' and select "Edit invitation"
Multi-language invitation emails
If your survey has multiple languages available, you will be able to select what languages the invitation letter should include. We have an in-depth article about the settings for multi-language surveys that you can read here.
Personalize your email invitation
To personalize your email invitation, simply click on the edit icon located to the right. Here, you can customize the content of the email that your respondents will receive. Certain fields have been locked to ensure compliance with legal guidelines governing email communications.
Email invitation breakdown:
The top section features your subject line, similar to a typical email
The message section contains the body text of your email, which you can personalize
The third section is a support section is designed to ensure your respondents always have access to assistance, if needed
The fourth section provides a link to various data protection laws for reference
Lastly, the unsubscribe section allows respondents to opt our of future emails
After completing edits to the email invitation "Update" to save your changes. If you wish to reset the email invitation to the default settings click "Reset to default".
Note: The email invitation will be used for all your current and future data collections. We highly encourage clubs to keep text length to a minimum, to ensure that respondents easily understand the purpose of the email.
Merge fields
The text in your invitation letter contains various merge fields such as [Club Name]. These merge fields fetch information from other places, such as the club name you created in the questionnaire designer. Below is a short overview of the merge fields available:
[Club name] - Club name from the questionnaire designer.
[Respondent Name] - The names of the recipients.
[End Date] - The day the questionnaire ends.
Below is an example of what the respondents see compared to the invitation letter when using merge fields.
This is a preview of how it looks in editor:
This is a preview of what the respondent receives:
As you can see we have merged in the name of the respondent you have given when creating a manual data collection or from an integration. The name of the club has been merged from the basic survey information in the questionnaire editor and we have added the date for the respondent to answer the survey.
Test your email invitation
At the bottom of the email invitation page, you have the option to send a test email to preview your invitation email.
To send a test email scroll down, enter the email address that you wish to send it to and click "Send". You will then receive the test email in your inbox, enabling you to
get the same experience as your survey recipients.
The link in the test email is what we call a preview link and you will be able to answer the survey without us collecting any of the data.
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