Using Contact Lists To Send Email Invitations

If you want to invite a specific group of people to complete a survey, you can create a contact list and then email each recipient a unique survey link.

Creating a Contact List

To create a list:

  1. In the top nav, under Libraries, select Address Book.
  2. Click Add New Contact List.
  3. Under List Name, type a name for the list.
  4. Checkboxes against three options as required:
    • Anonymous Results allows recipients to complete the survey without being automatically identified.
    • Allow Duplicate Emails allows the same email address to be added to the list more than once.
    • Custom Columns allows you to add custom fields to the contact list, in addition to the name and email fields.

Adding Contacts to a List

To add your contacts:

  1. In the top nav, under Libraries, select Address Book.
  2. Next to the name of the list, click View.
  3. Under Actions, select Add Contacts.
  4. In the box under Enter Contacts, add details in the format email, name. The comma is needed to separate the two fields. Start a new line for each name.
  5. If you want to add contacts in bulk, then the data can be copied from a spreadsheet and pasted into the contact box. For more information, please view our help guide on Importing Contacts Using CSV.
  6. When the list is finished, click Save.

Sending a Survey to a Contact List

To distribute a survey to a list:

  1. In the top nav, under Libraries, select Address Book.
  2. Click on the name of the contact list you want to use.
  3. Under Actions, select Invitations.
  4. Click Create New Invitation.
  5. Select the survey you want to use from the drop-down menu.
  6. Click Continue.
  7. Under Create Email Message, complete the custom fields in each box to create your survey email:
    • Reply Email Address. This is the email address all completed surveys will be sent to.
    • Subject. This will appear as the subject of your email.
    • Message. This is the main body of your email. You can customise the text as you would in most email servers. Would you like to use a previous message? allows you to use the text from a previous message.
    • Send Test. Check this box if you would like to send a test email to yourself before sending to your contact list. 

Click Next Step, then either Send message at a later date or Send the message immediately radio buttons. If you choose to send at a later date, you will need to set the date and time.

Note: Contacts added to the list after an invitation is scheduled will not be added to the send. Contacts removed from the list will be removed from the send. For this reason, it's best practice to cancel and re-schedule the send if the contact list is edited after scheduling,

Authorisation

If you intend to send to a large contact list, you may need to get authorisation the first time you do so - this is something that's in place to prevent use of the system. The first time you try and send an email invitation to a contact list over a certain limit (we don't disclose this limit) you'll be prompted to fill in a small online form which will raise a "Requesting Authorisation" support ticket. We will check your request and account and then as long as it's OK, we authorise the account for email sending. The turnaround on this should be fairly quick, but it's a good idea to allow some extra time if this is the first widely-distributed email you've done and you're working to a deadline.

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