Sending survey invitations via email

One of the most popular ways to distribute surveys to potential respondents is through an email invitation. Email invitations are highly customizable and they give you the ability to create templates that can be used for a specific survey or across all the surveys.

To send an email invitation:

• Go to: Login » Surveys (select a survey) » Distribute » Email >> Compose
• In the "To" section, you can either add email addresses or select an email list that you have created from the drop-down as shown below:

How can I change the email template?
• The email body/message that you see is a default template which is provided for each survey. You can create your own email templates (survey specific and global) and use them while sending out the survey.
• To change the email template, click on the default template drop-down. Here, you can either create a new template or select an existing email template that you have created from survey specific templates. You can also select email templates from the global list based on your need.

You can also edit the following:

• Email body: You can edit the email body either in plain text, images or use HTML to customize the look and feel.
• From email: You can update the email address of the sender.
• From name: You can update the name of the sender
• Insert survey link: Select from either the tracked respondent link (will appear as SURVEY_LINK= ) or the anonymous respondent link (will appear as ANONYMOUS_SURVEY_LINK= ). This is also where you can update the survey link text that will be displayed when a respondent sees the email. By default, the survey link text is "start survey".
• Insert variables: Insert first name, last name or custom variables from 1 to 5 using point and click.
• Language: If your survey is multilingual you can select a default language, so the respondents will receive the survey directly in one language.
• Email embed: You can embed the first question of your survey in the email body itself. Check how to embed questions

Once you are done with the editing, click on the send button to send out the email invitation for your survey.

Yes, you can schedule survey invitations by clicking on the schedule button where you can define the future date and time when the invitation has to be sent out. Check how to schedule survey invitations via email.

If respondents have received the email but are not able to click on the survey link, check if the email is marked as SPAM or junk. Move the email out of the SPAM/Junk folder and the links should be clickable and respondents should be able to access the survey.

Some email clients may remove the hyperlink if the from email address is not part of their safe sender list. Ask them to add the email address as a safe sender. Some clients may remove the hyperlink and display the entire URL in plain text. Respondents can copy this URL to open the survey.

Yes. To maintain deliverability and protect sender reputation across the platform, QuestionPro enforces the following daily send limits:

Organization limit: 100,000 emails per day

User limit: 20,000 emails per day

These limits apply across all surveys sent by an organization or user within a 24-hour period. If you expect to exceed these limits for a large-scale distribution, please reach out to your account manager or Contact Us to discuss options.

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