This article will take you through how you can use email invitations to invite participants to a study. To learn more about inviting administrators, please review Inviting Administrators.
Participants added to your Study will be deemed Added but not yet invited. You will still need to send them an Email Invitation.
Participants you have invited will receive an email that has an Accept Invitation button with a specially crafted link that takes them to your Recollective site to register their account. They will also be asked to complete any screening questions you've defined.
How To Use Email Invitations
Prerequisite: You must have Study Admin access.
Sending email invitations is done by composing an email broadcast message in a Study. To get to the Compose Message page, you can use any of the following routes:
Select Email Broadcast from the Study Admin menu
Click the Messages icon (in the top right-hand corner of the study space) and select the green Compose button.
Navigate to Study Admin > Add Participants and under Send Email Invitations, click Compose Invitation.
Email Broadcast Recipient Types
Added but not yet invited: Use this option when you want to invite participants who have already been added to the study
Invited but not yet joined: This recipient option is useful when you want to resend email invitations to participants.
Invite new participants: This method is ideal when you have very little data about the people you're inviting, but you do have their email addresses. Type or paste in a list of email addresses (one per line or separated by commas) under the heading Email Addresses.
Creating your Email Invitation
You can write your invitation by composing a Subject line and Message content. You may use the default verbiage provided, your own custom wording, or a Message Template that has been previously configured.
When composing emails to groups of individuals, you can still personalize the message by leveraging the available Dynamic Values. You can insert dynamic values by inserting the corresponding placeholder or by clicking on the list provided.
Field | Dynamic Value |
First Name | {fname} |
Last Name | {lname} |
Username | {username} |
Panelist ID | {pid} |
External ID | {epid} |
User Language | {language} |
User Email | {email} |
Profile Field | {profilefieldname} |
Study URL | {study_url} |
📌 Note: It is not possible to use dynamic values unless this information is already registered on the site.
An automatic login link will be inserted for the Login Button with the default label of Accept Invitation (which can be customized if needed). The link contains a unique code that permits the message recipient to register and join the Study.
Use the Signature input area for your name or any text that should appear below the link.
✅ Tip: If you customize the Message, consider saving it as a Template for easy reuse in the future. If you run multiple projects on the same site, you can limit the visibility of the Template so that it only appears in the relevant study.
Once you have finished drafting the email and editing the message options, select Preview Message to review the invitations as they will appear in recipients' inboxes. You can select the Edit option to go back to the Compose Message page if any edits are needed.
If everything looks good, you can either send out the invitations immediately (using the Send Now option) or schedule them for delivery at a later date and time (using the Send Later option). If you choose to schedule your invitations for a later date and time, you'll be able to see them in your Messages area by filtering on Scheduled.
📌 Note: Once an email invitation is scheduled, only the date, time, and recipient list can be modified. You cannot adjust the contents of the message itself. If you need to change the contents of the email, you will need to delete the original scheduled email and send another instead.
You can track the invites from the Invitations tab of the Participant Directory. All sent invitations are also logged in Messages and can be seen by filtering on Sent.
📌 Note: 🗣️ Still have questions or want to leave feedback on how we can do better? Contact us at helpdesk@recollective.com.