Nowadays, surveys have become a popular tool for researching customer opinions and needs. However, many companies face the problem of low response rates to the surveys they send out. In such a situation, it is worth considering using the feature of cyclic sending of invitations to complete the survey, which allows for maintaining constant contact with respondents. This is particularly useful for conducting cyclical surveys, such as:
Pulse check - cyclical research that enables HR to monitor the moods of employees in the company. Thanks to the regular cyclic sending of survey invitations, HR can learn about employees' opinions on various aspects of work, such as relationships between employees, reward and promotion systems, or the quality of training.
Cyclical satisfaction survey - regular customer satisfaction survey. With this method, a company can gather the opinions of a regular group of respondents at regular intervals on the quality of its products or services, or use the NPS (Net Promoter Score) measure to determine the level of customer loyalty.
Collaboration satisfaction survey - regularly sending invitations to this type of survey allows for ongoing monitoring of team moods and allows for the introduction of any changes that will improve the quality of work.
Process evaluation - the cyclical sending of invitations to a specific group of respondents allows for collecting opinions on the functioning of various processes in the company. An example of such a process may be the customer service procedure, which can be regularly evaluated by customers.
Job evaluation - cyclic sending of survey invitations can also be used to evaluate the work of employees. These surveys enable employers to collect opinions on any issues that arise and can be used to improve the working environment.
All research projects requiring cyclical research of a specific group of respondents are described below.
How to set up a cyclic invitation to fill out a survey?
Preparing the respondent database Firstly, you need to prepare the respondent database to whom you want to send cyclic invitations. The file with the data should be prepared in CSV format.
The easiest way to prepare such a database is to create it in Excel. The file structure should look like this:
If you have already added all the records, go to the FILE tab --> Save as --> From the dropdown menu with the visible file format, choose CSV UTF-8.
Importing the respondent database
In this step, we need to go to the ShareT tab --> Recurring mailings.
Next, select the "Select file from diusk" button and check the "I am importing personal data of recipienst that are correct..."DATA THAT ARE CORRECT" checkbox.
Setting up the cyclicality of sending invitations
If we have already added the file with respondents, in this step we need to indicate how often we want to send invitations to our survey to a given database.
Click on the "Periodicity" field.
Next, choose from the available frequency ranges how often your shipment should be executed, and specify the date of the first shipment
In the last step of our configuration, we have the option to add our own invitation text and create a custom layout. Alternatively, we can also send the invitation from a pre-made template, which we can preview by selecting the "Invitation preview" button.
If we want to modify the text, we need to select the Edit button.
If we have made any changes, we need to save them by selecting the SAVE button.
If we want to preview how our message will look in our email inboxes, there is an option to send a test email that will be delivered to our registered email account.
Activation of invitation despatch
If you have already set up all of the above configurations, the only thing left to do is activate the shipment. You will do this in the top right corner of the screen by selecting the corresponding button:
If your study has already collected enough results, you can also deactivate the cyclic shipment in the same place:
Statistics from sent emails:
In the cyclic sending module, you also have the option to analyze the sent emails that were made as part of the created configuration.
The cyclical email sending is always sent around 12:00. If you configure the sending before this time and set the current day as the start day of the study, the sending will be executed. Otherwise, the first invitation will be sent the next day.
After activating cyclical email sending, the "Send via email" tab becomes unavailable.