Managing and inviting respondent groups
You can store groups into E-lomake and invite the group members to fill in forms. You should use group invitations when you wish several people to fill in the form and/or ensure that only the people you have invited will fill in the form. In the invitation, each recipient gets a user name and password, which ensures that only invited persons can fill in the form.
The group functions can be found under the tab Groups.
Create a new group
1. Select tab New group
2. Give the group a header and a description, click save
3. Add the group members’ e-mail addresses on separate rows or import the e-mail addresses from an Excel-file (addresses on separate rows in column A).
You can create several groups and use them for different purposes. All groups you have created are displayed on the tab Group listing.
The function Verify MX records for the domains checks that it is possible to send e-mail to the addresses you have entered (e.g. somebody@eduix.fi checks to make sure that the server eduix.fi is capable of receiving e-mail). This function cannot check if all the e-mail addresses actually exist.
Sending an invitation
Select tab New invitation.
Form
From the drop-down menu, select the form where you wish to invite respondents. Note! If you invite respondents to the form, non-invited persons can no longer fill in the form.
Group
Select the group you wish to invite
Sender’s e-mail address
The e-mail address which is displayed as the sender of the message
Invitation message subject
The message subject for the invitation
Invitation message body text
Example: The text of the e-mail being sent. You can add the characters which will be replaced with the address, user name and password of the form. For example:
- - -
Dear club members,
Please remember to fill in the feedback form before the spring meeting. The form can be found from #url#
Your user name is #username# and your password #password#. Thank you for your time!
- - -
The respondent sees the www-address of the form instead of #url# and also the user name and the password E-lomake has created.
If you have over a hundred respondents, the system places the messages into a file to wait to be sent. You can check to see the status of the messages under the tab Invitations.
Tracking the responses
When using respondent groups, you can see how many of the invitees have already submitted their answers. You can see the invitations you have sent out under tab Invitations.
The first row shows the subject and date of the message.
Message
The beginning of the message you sent
Form
Form which the invited persons can fill in
Address / Sent / Replied
Address: The e-mail addresses of the group
Sent: How many group members got the message
Replied: How many group members have already replied
Functions
Show the respondents: The respondents who the message was sent to.
Send a reminder message: Send a reminder message to those group members who have not replied.
Status
The invited persons can log in by using the user names they have received, no access to the form without a user name.
Not active: Anybody can access the form and submit it (if you have not changed the publicity of the form)
Sending reminder messages
You can send a reminder for all invited persons who have not yet submitted their answers. The system automatically e-mails all group members who have not yet submitted their answers.