Inviting respondents, groups and reminders

You invite respondents to a survey by name and e-mail, one by one or as a group. A group linked to a survey gives it to its current members and to everyone added later. The invitee gets a sign-in link valid for 7 days; whoever has not filled it in can get scheduled or manual reminders.

Who respondents are. Respondents are not team users: they are outside participants (a partner, a subcontractor, an applicant) who fill in on their own portal. Each e-mail address has one respondent per team.

Inviting. With the survey's Invite button you give the name, the e-mail and optionally the language of the mails (the inviting user's language by default). If the address already has a respondent, that one is used – a deleted one is restored – and their name and language are not overwritten. The respondent gets a sign-in link by e-mail, single-use and valid for 7 days.

On the Participants tab, Resend invitation sends a fresh link and Take survey away removes the assignment. If a linked group still holds the respondent, the survey stays with them through the group.

Groups (Surveys → Respondents → Groups). Add existing respondents or new people (by name and address) to a group. Link the group to a survey and every current and later member gets the survey and an invitation for it. Unlinking the group, removing a member or deleting the group takes the survey from those no other linked group or direct invitation still covers. Past attempts are kept in every case.

Reminders.

• Scheduled – following Reminder (days) under Settings → Schedule and reminders, every day at 9:00 to whoever has not filled it in (or is due a retake) and whose last mail is at least that many days old. At most 3 reminders go out per round; submitting starts the count again. Only for an active survey open for filling.
• Manual – right away with the Remind button. It works only while the survey is active and open, skips anyone mailed in the last 24 hours, and does not count toward the scheduled 3.

Each reminder carries a fresh link valid for 7 days.

Deleting a respondent or correcting the address. A deleted respondent cannot sign in and their open links stop working; their answers are kept, and inviting the same address again restores them. Correcting a respondent's e-mail voids the links sent to the old address and ends any session opened with it.