Email invitations are email messages sent to one or several group of people with a link to a survey included in the messages. Email invitations to survey are managed in invitation groups. Each group of invitations includes at list one list of contacts and may include several lists. The initial invitation and the reminder invitations for an invitation group are sent based on the schedule set for the group. Tracking information detailing which invited people have clicked on the link to the survey or finished the survey is available in the invitation report.

To create the list, click the Contacts tab in the ribbon menu. If the contacts tab already contains the list of people to invite to take the survey, you can skip this step.

To create a new list in the address book, use the New List tool.

Enter a name for the list and save the list.

Contacts can be imported into the list from a CSV or XLSX file using the Import contacts tool. For files with more than 1000 entries, the CSV format is recommended. Individuals can also be added to the list manually by editing the list and using the Add contact tool in the Contacts tab.

Click on the Surveys tab, select the survey, and click on the Invitations tool.

Define a name for the invitation group (1). The name of the group must be unique for the survey. If the survey is defined in more than one language, specify the language for the group (2).

Click the Schedule tab to define the message sending schedule.

In the schedule tab, specify the date when the initial invitation email should be sent for the group (1), the time when the initial invitation email should be sent (2), and the time zone for the send time (3). Note that invitations are released in batches over time. For invitation groups including a large number of contacts, not all invitations may be sent at the date and times specified in the schedule. However, no invitation email will be released prior to the send day and time. Note also as explained above, other factors such as the deployment status for the survey can affect the release of invitation emails.

Reminder emails may be sent to people who have not yet responded to an invitation to take the survey. Reminders are defined through the number of reminder messages to send (4) and the number of days between reminder messages (5). If a participant respond to the survey by following the link included in a reminder, they will not be sent any further reminder. Also, a minimum number of days applies between reminders.

To create invitations in the system but avoid sending any email messages corresponding to the invitations, unselect option Send invitation emails (6). This option is useful when participants are communicated their invitation URL through means other than emails sent from the system. The invitation URLs for the contacts included in the group are available in from the invitation report for the group.

Once an invitation group starts processing (i.e., email invitations are released for the group), the group cannot be modified. A group will release invitation over time until all invitations and reminders for the group are sent.

The contact to invitation for the invitation groups are specified in tab Contacts to invite.

To add a list of contacts or a new contact to the group, use the Add invitees tool (1). The list of contacts that can be added to an invitation group correspond to the list of contacts in the 'Contacts' tab to which you have access.

A single contact can be defined and added to a list of contact through option 'Add person to list'. Through this option, a contact is defined added to a list in the contacts tab and the list is added to the invitation group.

The invitation report is accessed with the Invitations Report tool in the invitation group list. The invitations report shows data for either one invitation group or all invitation groups for a survey.

The invitations report contains statistics related to the overall processing the group or groups shown in the report as well as detailed information for each invitation. Functions available i in the invitation report include:

• Download in tabular format of all invitation information including the invitation URL for each invitee

• Management of decline and opt-out for invitees

• Response completion information for each invitee

• The tracking of clicks of the invitation link, the decline link, and the opt out link

• The duplicate and revocation status for each invitation

• Forcing the immediate release of an invitation or a reminder

• Responding to an invitation on behalf of the person invited

• Tracking of bad emails

• The tracking of send failures