Checkbox 6 Email Invitation Guide

This guide will show you how to deploy a survey using Checkbox's Email Invitation Wizard.

CONTENTS:

  • Determine Users
  • Create Invitation
  • Invitation Wizard
  • Modify Existing Invitations

NOTE: This feature is not required to deploy your survey (survey activation URLs can also be sent via personal email or embedded in a website), but Checkbox invitations are recommended for tracking respondent data.

Determine Users

Before entering the Invitation Wizard to create a survey invitation, make sure any user(s) you plan to include on your invitation's recipient list have been added to the User 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.

The exception to this is if you will be entering email addresses directly into the invitation recipient list, or if you plan to create an invitation draft and do not intend on adding any recipients at this time.

Create Invitation

There are two ways to create an invitation in Checkbox:

  1. From the Survey Manager
  2. From the Survey Editor

Option 1: Create an Invitation from the Survey Manager

If you are in the Survey Manager, you can locate the Invitation Wizard through a survey's dashboard.

Select the survey you wish to deploy an email invitation for to expand its dashboard on the right.

Under the Sharing drop-down, select +Email Invitation.

The Invitation Wizard will appear.

Option 2: Create an Invitation from the Survey Editor

If you are working in the Survey Editor, you can locate the Invitation Wizard through the Launch Wizard.

Under the Survey Actions drop-down, select Launch.

The Launch Wizard guides you through the steps of launching a survey, including setting response permissions, options, limits, and sharing options.

The option to create an email invitation is located on the Share step.

Select the Send Invites button to open the Invitation Wizard.

Invitation Wizard

Name & Options:

Once you have entered the Checkbox Invitation Wizard via one of the two options above:

  1. Provide an Invitation Name. The Invitation Name is only visible within the Checkbox application to help you identify this invitation.
  2. Determine whether you wish to format your email in Text or HTML.
  3. Enable "Allow embedid survey link to automatically log users in" to ensure recipients with a Checkbox user profile are automatically logged into Checkbox when they click the embedded survey link in your email, allowing their user attributes (first name, last name, username, etc.) to be tracked along with their responses.
  4. Enable "Allow recipients to opt-out of future emails about this survey" to exclude those recipients whom wish to opt-out, from any reminder emails based on this invitation.

Select Next to continue.

Message:

  1. Enter the From Email Address, From Name, and Subject of your invitation.
  2. Enter your invitation message in the text box provided.
  3. Within the subject and message text fields you have the ability to merge in user profile attributes, such as FirstName and CompanyName, using the merging drop-down below the text boxes.

Select Next to continue.

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

Recipients:

On this step you have the option to add recipients to your email list. To add recipients to your invitation, select the type of recipient you would like to add from the four available options:

  • Email Addresses - Copy and paste or enter email addresses into the text field
  • Users - Available users stored within the Checkbox User Manager
  • Groups - Available groups stored within the Checkbox User Manager
  • Email Lists - Available email lists stored within the Checkbox User Manger

In this example we will enter email addresses directly into the recipient list.

NOTE: If you choose not to add recipients at this time you may continue though the wizard and save the invitation as a draft. Recipients can be added later.

After entering/selecting desired email addresses on one of the recipient tabs, select the Add to Invitation button to add the recipients to your email list.

To remove recipients, select the desired recipient from the email list and click the red Remove Selected Recipient(s) button.

If you are satisfied with your list, select Next to schedule the invitation. If you wish to modify the email message or email name/options, select Previous.

Schedule:

When you reach this step in the Invitation Wizard you have three options:

  1. Send the invitation as soon as possible. The email will be queued to send as soon as you select Finish.
  2. Schedule the Invitation for a specific date and time. If this option is selected, click into the text field to view a date/time picker. When you have selected the desired date/time, close the date picker and verify that the date/time in the text field is correct.
  3. Save the invitation as a draft for later use.

You may also send yourself a test email invitation by entering your email address into the E-mail field and clicking Send Test E-mail.

Once you are satisfied with your email, recipients and scheduling configuration, select Finish.

Finish:

Depending on the scheduling option you selected on the previous step, you will see different confirmation messaging and options on the Finish step.

If you selected "Send invitation the as soon as possible" as your scheduling preference you will see the above message. Your invitation is in the process of being sent. To check the status of your invitation select the View Invitation Details button.

If you selected "Schedule the invitation for a specific time and date" as your scheduling preference you will see the above message. You can edit an invitation up until the scheduled date/time by selecting the Edit Invitation button.

Scheduled email invitations are stored as pending invitations under Survey Dashboard >> Sharing >> Manage Invitations until they are ready to be sent.

To edit a scheduled invitation, select it to open its invitation details. Then select the Invitation Actions button.

If you selected "Save invitation for later - do not send" as your scheduling preference, you will see the above message.

Modify Existing Invitation

Saved email invitations are stored as pending invitations under Survey Dashboard >> Sharing >> Manage Invitations until they are ready to be sent.

Invitations can be filtered by their send status.

To modify an existing invitation, select it from the invitation list to open its individual invitation details. Then select the Invitation Actions button.

From this menu you have the ability to do a number of things, depending on your invitation's send status. For example, you can add recipients to an invitation draft, edit the message of a scheduled invitation, or send a reminder email to recipients of an already sent invitation.

Thank you for viewing this Checkbox User Guide.
Click here to return to Checkbox Resources >>

©2013 Checkbox Survey, Inc.