Sending survey invitations for Net Promoter surveys is no different than sending them for any other survey. For Net Promoter surveys, you must use a tracker response group because all of the follow up information is stored against your Surveyi contacts. Also, each survey invitation must be unique so that it can be matched against your contacts.
Building a Contact List
The first thing to do before you send your survey invitations is build a contact list. At Surveyi, you can enter your contacts individually, or if you have them in a spreadsheet you can enter them all in one go. First click on the Contacts option on the Surveyi menu bar:
Then click the Add Contact List button. Next, enter a name for your contact list and click the Save button.
To add contacts to your list, all you really need is an email address. If you have a number of email addresses in a spreadsheet, you can import it into Surveyi by saving it as a CSV file. If you open the CSV file in a simple text editor such as Notepad or Notepad++, you’ll be able to copy the comma separated text into the box provided. If you have any extra information you’d like to include with your contacts such as their name or organisation, you can include it too as in the following example:
Click Save Contacts to add them to your contact list. They will then be listed above to show that they’ve been successfully added.
Prepare and Distribute Invitations
To begin sending invitations, edit your survey again from the My Surveys page and click the Distribute tab as per below:
From there, choose Advanced Mode:
Advanced mode is for setting up Response Groups, which let you group your respondents into categories for reporting purposes (for example ‘first quarter’, ‘second quarter’ and so on). They also have options for sending automated email invitations for your respondents. Click the Add Group button to continue.
Enter a name for your response group and select the Tracker group type:
Then click the Save button at the bottom of the page. Your tracker response group will now appear in the list of available groups:
The next step is to design your invitation, so click on Design Invitation to begin. In this example, we’ll show you how to design a very simple text only email invitation, but you can explore the options and find more advanced features in the HTML email area. For this example, scroll down to the Content section:
As you can see, there’s already a short example message there which we’ll leave in place. Each item in brackets is a tag, which shows information relating to either your contact, or your survey links. You can change the text to anything you like however. These fields you will likely wish to change:
- Display From is the name which will appear in your respondent’s in box in the From field of the email. You may want to change this to your own organisation name.
- You may wish to change the Email Title to something relevant to your survey.
- We didn’t have anything in [FIELD3] when we set up our contacts so you should delete that tag from the text.
The only tags which we can’t remove are the [SURVEYLINK] and [OPTOUTLINK] as these are fundamental to the email. Click Update Preview to view an approximate representation of your email after it’s sent. We highly recommend sending a full test invitation to yourself and completing your survey before you distribute it to a large mailing list. This could save you much embarrassment if there are any mistakes or incorrect tags used. There’s also a Send Test button which fills the email with test data to populate your tags. This should not be considered a final test however.
Click the Save button to store your email template. You can apply exactly the same process for designing reminders too if you need them but for this tutorial we’ll skip that stage.
Populate your Invitee List
Now that we’ve designed our invitation, we need to choose which of our contacts we’d want to send it to. Click the Invitee List button to choose from your contact lists. Pick your newly created contact list as follows:
If you have multiple contact lists, you can select several. Only contacts which aren’t already included are generated, meaning you shouldn’t get duplicates if generate invitations for a contact list already generated, or if one contact exists for multiple contact lists. Next click the Generate button to start the invitation generating process. This may take a few seconds to start depending on the system load:
Send your Invitations
Once your invitation generate cycle is complete, click the Track and Send button:
You should now see a list of invitations which were generated when you populated your invitee list:
You can use this list to track the progress of individual invitations, as well as view the last send date, and the quantities of invitations and reminders issued to these contacts. Below this list is the send panel:
In this example, we’ve selected the option to send to all contacts in the entire response group. Other options are for sending to only those in the result set (assuming you’ve applied response filters), or you can send to only selected contacts in the list above. You can also schedule for sending the invitations at a later time if your account has the appropriate access.
When you’re ready to send, click the Send Invitations button.