Distribute survey

Survey Shaper has a built-in mailer that can distribute survey invitations via email and/or SMS. Once you’ve uploaded your sample, here’s how to distribute the survey:

1. Build eDM and/or Build SMS templates
2. Send survey invitations and reminders
3. Monitor mailout statistics
4. Manage unsubscribes

Alternatively, you can distribute the survey via an external mailer or a direct link embedded on a website.

---

Build eDM

To distribute a survey via email, you’ll need to create an eDM (Email Direct Mail) template that invites recipients to complete the survey. The eDM template must contain the survey link. You can format and style the template using the Rich Text (WYSIWYG) Editor.

Create email invitation template

1. Open the sample page
2. Click the Build eDM tile
3. Click the Add tile
4. Enter the required template details:
   • Template Name
   • From Name
   • From Address
   • Reply To Address (if left blank, replies will go to the From Address)
   • Subject
5. Compose the survey invitation using the Rich Text Editor:
   • Insert sample variables where required via the Survey Variables dropdown to personalize the text (e.g. “Dear FirstName”)
   • Insert the Survey URL using the Survey Variables dropdown
   • Include an unsubscribe link by selecting Unsubscribe URL from the Survey Variables dropdown
   • Add images and format text as desired
6. Click Save

Don’t forget the survey link

All eDM templates must contain the survey URL for recipients to access the survey.

Edit email invitation template

1. Open the sample page
2. Click the Build eDM tile
3. Click the template you want to edit
4. Make the required changes
5. Click Save

Duplicate email template

1. Open the sample page
2. Click the Build eDM tile
3. Click the menu icon at the base of the template you want to copy
4. Select Duplicate

Set up email reminder template

Reminder templates are set up the same way as a survey invitation. While you can create one from scratch, here’s the easier approach:

1. Duplicate the survey invitation template
2. Give the reminder template a name and click Save
3. Update the email Subject line to indicate it is a reminder
4. Edit the wording in the body of the email to indicate it is a reminder
5. Click Save

---

Build SMS

To distribute a survey via SMS, you’ll need to create an SMS template that invites recipients to complete the survey. The SMS template must contain the survey link.

SMS activation

To enable SMS surveys, please contact us at support@theevolvedgroup.com.

Create SMS invitation template

1. Open the sample page
2. Click the Build SMS tile
3. Click the Add tile
4. Enter the required template details:
   • Template Name
   • From Name/Number
   • Reply To Address (if left blank, replies will go to the From Address)
   • Unsubscribe Keywords
   • Survey Variables
   • SMS text message
5. Click Save

Edit SMS invitation template

1. Open the sample page
2. Click the Build SMS tile
3. Click the template you want to edit
4. Make the required changes
5. Click Save

Duplicate SMS template

1. Open the sample page
2. Click the Build SMS tile
3. Click the menu icon at the base of the template you want to copy
4. Select Duplicate

Set up SMS reminder template

Reminder templates are set up the same way as a survey invitation. While you can create one from scratch, here’s the easier approach:

1. Duplicate the survey invitation template
2. Give the reminder template a name and click Save
3. Edit the wording of text in the SMS Template box to indicate it is a reminder
4. Click Save

---

Send survey invitations and reminders

Once you’ve published the survey, imported the sample, and created the email or SMS templates, it’s time to send invitations and start collecting data.

Before sending to the full sample list, it’s a good idea to send a test invitation to yourself or a colleague to check that the format of the email or SMS and the survey link are correct.

Mailout timing by region

For sub accounts domiciled in Australia, emails will be sent between 8am and 8pm by default. Any mailout not completed before the 8pm cutoff will be resumed at 8am the following day. For UK sub accounts, emails will be sent between 6am and 8pm. These time settings can be overridden for any survey by contacting our Customer Center.

Send test invitation

1. Open the sample page
2. Click the Actions icon (⋮) next to an imported sample
3. Select Send Invites
4. In the Send Invites dialog box, choose the required email or SMS template from Select Template
5. Check the Test Invite box
6. Enter the Email Address (for an email template) or Mobile Number (for an SMS template) you want to send the test invitation to. Mobile numbers must be in the format 614XXXXXXXX.
7. Click SEND

Send invitations

1. Open the sample page
2. Import a file (see Manage Sample) containing the contact details of people you want to invite
3. Click the Actions icon (⋮) next to the imported sample
4. Select Send Invites
5. To send to only some of the records, click Edit Filter and build a filter on the sample fields. The filter you set is shown in the Filters box.
6. Choose the required email or SMS template from Select Template
7. In the Send Options dropdown, select who to send invitations to:
   • Unsent records: only send to those in the sample who have not been included in a previous mailout
   • All records - Sent + Unsent: send to all records in the sample, regardless of whether they were included in a previous mailout
   • Survey incomplete - Sent: send to those who were included in a previous mailout but haven’t completed the survey
   • Survey incomplete - Unsent: send to those who haven’t been included in a previous mailout and haven’t completed the survey
8. To send to a limited number of records, enter it in Max number to send. Leave it blank to send to everyone who matches.
9. If required, use the Schedule start date and Schedule end date pickers to schedule the mailout
10. Click SEND

Send reminders

1. Open the sample page
2. Set up a reminder template as required (see Build eDM and Build SMS)
3. Click the Report Summary tile
4. Click the Actions icon (⋮) next to the imported sample you want to send reminders to
5. Select Send Reminders
6. In the Send Reminders dialog box, choose the required email or SMS reminder template from Select Template
7. In the Send Options dropdown, select who to send reminders to:
   • Survey incomplete - Sent: only send to those who were included in the initial mailout but have not completed the survey
   • All records - Sent + Unsent: send to all records in the sample
8. To send to a limited number of records, enter it in Max number to send. Leave it blank to send to everyone who matches.
9. If required, use the Schedule start date and Schedule end date pickers to schedule the mailout
10. Click SEND

---

Monitor mailout statistics

Once you’ve sent survey invitations, you can track mailout statistics via the Report Summary page.

To open it, open the sample page and click the Report Summary tile.

Survey completions

The total number of completed surveys for each sample is reported in the Completes column on the Report Summary page.

Export email opened

The number of recipients in each sample who have opened an email invitation is reported in the Email Opened column on the Report Summary page.

To export a list of these recipients:

1. Click the Actions icon (⋮) next to the sample you want to export
2. Select Export Email Open
3. Click the downloaded zip file to open

Export bounces

The total number of hard bounces for each sample is reported in the Bounce column on the Report Summary page.

To export a list of these recipients:

1. Click the Actions icon (⋮) next to the sample you want to export
2. Select Export Email Bounce
3. Click the downloaded zip file to open

Export failed

The total number of invitations that failed to send for each sample is reported in the Failed column on the Report Summary page.

To export a list of these recipients:

1. Click the Actions icon (⋮) next to the sample you want to export
2. Select Export Fail Send
3. Click the downloaded zip file to open

---

External distribution

Survey links can be distributed via direct links (e.g. on websites, social media, QR codes) or via an external mailer.

Need a custom domain?

If you want to send emails on behalf of a domain, this needs to be configured by our developers in conjunction with SendGrid. This proves the right to send on behalf of the domain and allows the use of branded links for images, reducing the likelihood of an email being marked as spam. Contact our Customer Center to request support in enabling a new domain name.

To distribute the survey externally, you’ll need to copy the Live Survey Link and paste it into your website or mailer.

Copy the live survey link

Method 1: Via Survey Links menu

1. Open Survey Shaper
2. In the Survey Shaper section in the content table, click the more icon (⋮) on the survey
3. Select Versions & Links > Survey Links
4. Click the Copy icon next to the Published Live Link

Method 2: Via the sample page

1. Open the sample page
2. Click the Open Link tile
3. Click the Copy icon next to the Published Live Link

Once you have the link, here’s where you can share it:

• Websites — Embed the link using a button, text link, or banner
• Social Media — Share the link on platforms such as LinkedIn, Facebook, or Twitter
• QR Codes — Generate a QR code from the survey link for printed materials, posters, or presentations
• External Email Services — Include the link in emails sent through your organization’s email system or third-party platforms

For more information about survey links, see Survey Links.

---

Manage unsubscribes

Recipients who unsubscribe from survey communications are managed through the sample management interface. Unsubscribed contacts are automatically excluded from future mailouts for that survey.