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.

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View-Only Collectors: Collaborators can view Email Invitation Collectors on surveys shared with them, but they can't edit them.

Compose Your Message

Import Contacts

All new email addresses you enter or import are saved in Contacts. There are a couple ways to add recipients to your message:

  • Type an email address or group in the Send To field and hit enter.
  • Click Add Recipients to import contacts.
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 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.

Resume Later

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.

Preview 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 email address that appears in the From field of your email invitation. Any replies to your emails will also be sent to this address. You have to verify your email address if you have a BASIC plan.

Anonymous Responses

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.

Invitation Tracking

If you have a GOLD plan or higher and Invitation Tracking turned on, you can see how many people opened your email invitation and clicked through to your survey.

Advanced Options

Click Show advanced options to see all collector options.

 

Schedule Your Invitation

Send Now

Send the invitation right away. The message will be scheduled for approximately 5 minutes after you click the button. See: Not Receiving Email Invitation

Schedule

Choose a date and time to send the invitation to your recipients. You can click the black down arrow 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 Embedded 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.

View Recipients

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.

Export Recipients

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 the black down arrow 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 the black down arrow 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:

Invite More

Send more Invitation messages to add new recipients to the collector. You can also send invitations to recipients who were added to the collector but not sent an invitation yet.

  • You can only send 1 Invitation message per recipient (or per email address) per collector.
  • We automatically remove recipients you already sent an Invitation message to before sending the message.
Send Reminder

Schedule a Reminder message for recipients who haven't responded to your survey or who've only partially responded to your survey.

  • You can choose to remind not responded or to remind partial responses. To send to both not responded and partial, you'll need to create two separate Reminder messages.
  • We automatically add the recipients for Reminder messages based on response status.
  • You can click Edit Recipients in the top-right corner of the Send To field to remove particular recipients from the message. You can remove up to 1,000 recipients.
Send Thank You

Send Thank You messages to recipients who took your survey.

  • You can choose to thank all responded, or to thank just completed responses or partial responses.
  • We automatically add the recipients for Thank You messages based on response status.
  • You can click Edit Recipients in the top-right corner of the Send To field to remove particular recipients from the message. You can remove up to 1,000 recipients.
Resend Invitation

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:

  1. From the Overview tab of the collector, click Send Reminder.
  2. In the top-right corner of the Send To field, click Edit Recipients.
  3. Remove any recipients you don't want to send the message to and click Save.
  4. Above the message, click the black down arrow next to the Edit button and click Copy previous message.
  5. Next to Display message type, click the drop-down menu and select Invitation.
  6. Use the left and right arrows to browse messages. Click a subject line to see the contents of the message.
  7. When you find the message you want to resend, hover over the message and click the Copy Message button on the right.
  8. Click Save then Next to continue to the next step and send the message.
TIP! 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.

 

Common Questions

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:

  1. From the Overview tab, resume editing the draft message or click the black down arrow to the right of a scheduled message to edit the message.
  2. Remove the recipients.
  3. Click next to confirm the collector options and schedule the message.

Reminder and Thank You Messages

You can send Reminder and Thank You messages from the Overview tab.

  • When composing a Reminder or Thank You message, you can click Edit Recipients List in the top-right corner of the Send To field to remove particular recipients from the message.
  • You can remove up to 1,000 recipients.

Sent Messages

In order to preserve email logs, it's not possible to remove recipients from a collector if you have sent them a message.

Send email invitations for your surveys and track who has responded. Follow the steps in this guide to compose your message, choose collector options, schedule a message, track responses, and send reminder and thank you messages.

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