Sending Surveys via Email Invitation
The Email Invitation Collector allows you to send customized email invitations for your surveys and track who has responded. You can also schedule follow-up reminder and thank you messages to recipients.
To add an Email Invitation Collector, go to the Collect Responses section of your survey and choose Send by Email.
- Video Overview
- Compose Your Message
- Choose Collector Options
- Schedule Your Invitation
- Track Survey Responses
- Send Reminders & Thank Yous
- Common Questions
Compose Your Message
All new email addresses you enter or import are saved in Contacts. There are a couple ways to add recipients to your message:
TIP! You can only record one survey response per email address in the collector. Instead of sending an Email Invitation to a Listserv or email alias, create a Web Link to share.
Edit Your Invitation
Click Edit Message in the upper-right corner of the message preview to compose your email. You can choose one of three message formats, copy a previous message you've used, and you may be able to embed a question in the email.
Remember to include all required data.
At any time when composing your message, editing your collector options, or scheduling your message, click Resume Later to save your progress as a draft. The collector status remains as Draft or Not Configured until you send or schedule at least one message.
After you're done composing your message, click Save to preview it. You can also send yourself a test email. It's not possible to preview a Custom HTML message in SurveyMonkey, but you can copy and paste the HTML into a free online HTML previewer to check your formatting.
Choose Collector Options
Sender Email Address
Choose the sender email address that appears in the From field of your email invitation. The From field may appear something like this to recipients:
[Sender Email Address] via surveymonkey.com
Any replies to your emails will be sent to this sender address. You have to verify a sender email address before you can send an email invitation.
By default, IP addresses and email addresses are stored in survey results. If you added the first name, last name, or other custom data to recipients, this data will also be stored. To stop storing information, make responses anonymous.
If you have Invitation Tracking turned on, you can see how many people opened your email invitation and clicked through to your survey.
Click Show advanced options to see all collector options.
Schedule Your Invitation
Send the invitation right away. The message will be scheduled for approximately 5 minutes after you click the button. See: Not Receiving Email Invitation
Choose a date and time to send the invitation to your recipients. You can click . to the right of a scheduled message in the Overview tab to unschedule or reschedule the message.
Send a Test Email
See how the message appears in your email client. The test email is sent to the sender email address.
The survey link in the test email allows you to preview the survey without recording a response. If you're using the Embed first question option, we don't pre-populate the response in the survey preview since we don't actually collect any responses in survey previews.
If you're using custom data, the test email pulls from a random recipient in your collector. If you don't have custom data for that contact, there'll be a blank space in the email.
Track Survey Responses
View Real-Time Results
If you have Invitation Tracking turned on, use the Invitations and Responses charts to track how many people opened your invitation, clicked through to the survey, or responded to your survey. You can also view individual responses from the Analyze Results section of your survey.
See a list of all recipients added to the collector and their individual response status from the Recipients tab. Click All messages or All recipients to filter recipients.
It's not possible to edit recipient details from within a collector. All edits to contacts should be made in Contacts.
From the Recipients tab, click Export All (.CSV) to download a spreadsheet of all the recipients in the collector. The spreadsheet contains the same information you see in the Recipients tab.
You can only export the complete recipient list–if you use the drop-down menus to filter the recipients, the export button is disabled.
Send Reminders & Thank Yous
View Sent Messages
From your Message History, click . to the right of any sent message to view the message or to view the recipients for that message.
Edit Draft Messages
From your Message History, click . to the right of any draft or scheduled message to edit the recipient list, edit the message text, or unschedule the message. When editing a recipient list, you can remove up to 1,000 recipients.
Send More Messages
Use the buttons at the top of your Message History to send more messages. You can schedule Reminder and Thank You messages with zero recipients since recipients are automatically added to messages based on their response status (not responded, partial, or complete) at the time the message is sent.
Send an Invitation message to new recipients or recipients who were added to the collector but not sent an invitation yet.
Schedule a Reminder message for recipients who haven't responded to your survey or who've only partially responded to your survey.
Send Thank You
Send Thank You messages to recipients who took your survey.
It's not possible to resend an Invitation message to particular recipients, but you can send them a Reminder message instead.
To resend an Invitation message as a Reminder message:
TIP! On shared surveys, Email Invitations are view-only unless you created the collector.
How do I use the same contacts I used before?
Email Invitation is integrated with Contacts, an online address book of your survey respondents.
You can organize your contacts into groups. Then you can type the name of the group in the Send To field to add those contacts as recipients to any Email Invitation Collector.
How do I edit responses?
At this time, you can't manually add a survey response for a recipient from within the collector.
However, if the recipient submitted a response (by opening the survey from their email invitation and clicking the Next or Done button on the first page of the survey), then you can edit their survey response from the Analyze Results section of the survey.
How do I remove recipients?
Draft or Scheduled Invitation Messages
To remove recipients:
Reminder and Thank You Messages
You can send Reminder and Thank You messages from the Overview tab.
In order to preserve email logs, it's not possible to remove recipients from a collector if you have sent them a message.