Checkbox 5.0 - How to Create an Email Invitation

Before entering the Invitations Wizard to create a survey invitation, make sure any user(s) you plan to include on your invitation recipient list have been added to the Users Manager and/or belong to the appropriate group/list to avoid having to go back and make these changes after you have already begun the invitation creation process.

Checkbox Tip: If you are not ready to select user recipients you can always create an invitation draft and add recipients later.

There are two ways to reach the Invitations Wizard. The first way is to create a new invitation directly from the survey dashboard using the steps below:

1. From the Survey Manager, select the survey you wish to deploy an email invitation for.
2. Under Invitations in the survey dashboard, click the Create New button to begin the Invitations Wizard.

The second way to reach the Invitations Wizard is through Checkbox 5.0's new Launch Wizard, located in the top menu of the survey dashboard.

The Launch Wizard guides you through the steps of launching a survey, including Permissions, Options, and Limits.

Once you reach the final stage of the Launch Wizard you have the option to either return to the Survey Manager or send an invitation. Select the Send an Invitation button to begin the Invitations Wizard.

You have now entered the Checkbox 5.0 Invitations Wizard.

1. First, provide an Invitation Name. The Invitation Name is visible only within the Checkbox application to help you identify this invitation.
2. Under Invitation Message Options you can choose to either create a new invitation from scratch or make a copy of an existing invitation (select from drop-down).
3. Next, determine whether you wish to format your email in Text or HTML.
4. Next, enable Other Options:
- Enabling the option to "Allow recipients to opt-out of future emails about this survey" will remove recipients from any future emails sent for this particular survey, such as a reminder email.
- Enabling the option to "Allow embedid survey link to automatically log users in" means that any recipients with a Checkbox user profile will be automatically logged into the survey when they click on the embedded survey link in your email, allowing their user attributes (first name, last name, username, etc.) to be tracked along with their responses.
5. Select Next to continue.

1. Enter the From Email Address and Subject of your invitation. In the Subject field you have the ability to merge in text from either a Survey Item Answer, User Attribute, Response Data, or Survey Data using the drop-down below the text field.
2. Enter your invitation message in the text box provided using either HTML or Text format. Within the message text you have the ability to merge in text from either a Survey Item Answer, User Attribute, Response Data, or Survey Data using the drop-down below the text box.
3. Select Next to continue.

Checkbox Tip: Be careful not to modify or delete the survey activation link ("Click Here"). Recipients follow this link to take your survey.

At this point you have the option to add recipients to your email list. If you choose not to add recipients at this time, select Next and your email will be saved as a draft, which you can add recipients to in the future.

If you wish to add recipients to your email list, select the type of recipient you would like to add from the four options on the left-hand side of the window. Options include Users, Groups, Email Addresses, and Email Lists. In this example we will be adding a User Group to the recipient list.

1. Once you select a recipient type ('Group' in this example), a window appears from which you can select one or more recipients. In the example above, we have selected 'Test Group' as our recipient.
2. When you have made your recipient selection(s), click the Add to Invitation button to add recipients to email invitation list.

Checkbox Tip: If you have a long list of user(s), use the Search field to filter users

Close window and review your changes, now listed under Current Recipients. In this example you can see the two members of the Email List user group listed. To remove recipients, select desired recipient and click the Remove Selected Recipient(s) button. If you are happy with your email list, select Next to continue.

Review your invitation message, message options, and recipients (if any) to ensure everything is correct. If you are satisfied, select FInish.

NOTE: After you complete the Invitations Wizard your invitation will be created but not sent; you will be given the choice to send it immediately or save it to be sent later.

At this point you have completed the process of creating an invitation! You now have the option to send your invitation immediately by selecting the Send Invitation Now button, or exiting the Invitations Wizard and sending your invitation at a later time.

Checkbox Tip: Selecting Send Invitation Now will instantly send your invitation to your recipient list. Before sending, double check that your email message, options and recipients are correct.

At any time after an invitation is sent you have the ability to view the status of your invitation within the Invitations Manager. To enter the Invitations manager, select View All in the Survey Dashboard under Invitations.

From the Invitations Manager you have the ability to view the status of recipients, view responses, modify your invitation message, invite additional recipients, view pending recipients, send a reminder to recipients, or delete your invitation.

You are now in the Invitations Manager. To view the status of invitation recipients:

1. Select the invitation you wish to view the recipients of.
2. Select View All under Recipients.

Once you select View All, you a window appears displaying your recipient list. This list can be filtered (using the Filter drop down) by whom has responded, whom has not responded, or whom has opted out. When you are finished with this screen, close the window to return to the Invitations Manager.