This article will help you to understand the setup of a personal email invitation.
By importing your CRM data into the project, the personal invitation schedulers allows you to send personal email invitations to your respondents, which contain a personal link to your questionnaire. You will be able to identify who filled out the questionnaire, since the results are linked to the CRM list that you have created up front.
You can find the personal invitation by clicking on the “add” button when choosing a scheduler for a specific project.
The screenshot below illustrates the initial page when choosing a scheduler for a personal invitation.
After you click on the “add button” you will see the page below.
On this page, you enter the basic settings of this scheduler:
The default language of your questionnaire is already selected. In case your questionnaire is available in multiple languages, you can set the language in which your questionnaire will open for the respondents of this specific scheduler.
The scheduler name is filled out according to the name you provided when adding the scheduler. If you want to edit it, simply change the name in this field.
Here you set the period (start and end date), the specific weekdays and times in which your scheduler is allowed to send out e-mails. You can send out invites every day of the week, or only on one specific day: you can set any combination that suits your projects needs.
With this functionality, respondents are able to unsubscribe from future e-mails. In addition, before sending out the scheduler will check if the respondents e-mail address is already known on your blacklist, and if so, will skip that specific record so no e-mail is sent.
This option is activated by default, but you have the option to turn it off if desired.
With this functionality, you are able to temporarily exclude respondents in order to make sure that they do not receive to many e-mails in a short amount of time. You indicate the number of days you want to use for your exclusion, and every respondent is only allowed to receive one e-mail invite during that period.
If that respondents email address is entered into the project again within the exclusion period, it will automatically be marked by the scheduler as temporarily excluded and no e-mail is sent.
This option is also a great way to de-duplicate your records. Even if you import the same e-mail address multiple times, this functionality will make sure they only receive one invite.
This option is activated by default and set to 90 days, but you have the option to turn it off if desired.
In this last part, you are able to add any dates that you want you scheduler to be inactive. This is mostly used for national holidays. Any dates added here will disable your scheduler on those dates, regardless of the regular frequency that you have set at the top of your scheduler.
Once you are done filling out these initial settings of your scheduler, click Save to confirm. This will activate the additional tabs of your scheduler:
- The enrollment criteria tab can be used for creating rules that indicate which of the imported addresses will be included in this schedulers e-mail invitation.
- In the mail tab you can create a setup for the email template which will be sent to the respondent.
- In the reminder tab you can create a setup for the reminder emails in case respondents have not completed the questionnaire.
- The respondent tab is similar to the dataview tab in your data garden, providing access to all records.
Let's continue the set-up by adding the Enrollment criteria.