How To Design CAWI Notification Templates and Send Notifications

Guide to designing and sending CAWI notification templates via email or SMS—covers template setup, participant list fields, and sending notifications.

 

Overview

Once you create the email/SMS connector you can setup notification templates to be sent to your respondents using fields from your participants list, this guide will describe to how to design and send your notification message to your customers. 

Online Video

Direct YouTube link (for full screen): https://youtu.be/xB1keDyheEg

Design your Notification Template and Send Notifications

1. In the CAWI Distribution tab choose 'Send Notifications'
2. The Send Notifications screen is divided to 2 tabs 
   
   1. Sending Log - Shows the log of already sent notifications
      
      
      • 'View Email/SMS' - click to display the email/SMS sent
      • 'Report' - Click to display the list of sent notifications/errors
   2. Send Notifications - Includes all the fields and settings to send the notification
      
      1. Compose & Design - Includes method (Mail/SMS), template & notification design - create & manage templates as well as fields you would like to setup & include when sending (list of fields and their details can be seen found at the end of this guide).
         
         
      2. Send Settings - Includes the filtering and settings you would like to include and determine who should receive the notification. Make sure to select a participants list you wish to notify using the '+ Select / Manage Lists':
         
      3. Review & Send - Final preview of the notification that will be sent.
3. Action Buttons available throughout the screens
   Preview - Click this button to see a preview of your notification message
   
   Cancel - Click to cancel the screen
   Save Changes - Click to save the changes made for the next time you would like to send
   Next - Click to continue to the next screen
   Back - Available when there is an option to go back to previous page

Email Template Fields Description

Template Stage	Setting Category	Setting Name	Description
Compose & Design	Template Settings	Send Method	Choose the notification method: Mail SMS
		Notification Template	Choose the notification template you would like to send to respondents
		Notification Type	Choose the notification type: Regular Reminder Not Started Reminder
		Delete	Click to delete the current template
		New	Click to create a new template
		Save As	Click to save the current template as another template
		Save	Click to save the current template
	Mail Design	Report To	The email address for the contact that will get a summarized information on all emails that were sent out
		BCC	a contact you would like to send a blind carbon copy of the email notification
		From	The name that will appear when the email is sent
		Subject	The subject of the email
		Message	The email text message
		Simple URL	Will show the survey link as a simple URL Link
		Right To Left	Check this option to send the email text Right To Left.
		Hide STG Image	Check this option if you would like to hide the STG Image from the email sent.
		Add 'Link' Field	Click this button to add the survey link that was created by the 'Create Respondent Links'
		Link Text	The text you would like to show in the email notification
		Link Parameters	Any additional parameters you would like to set at the end of the link sent '&ParameterName'
		Link Image	Connecting the survey link sent to the respondent with an image added, once clicking on the image it will open the survey link
		Image Display Options	Align Image with Text - align the image with the email text Align Image to Left - Align the image to the Left  Align Image to Center - Align the image to the Center Align Image to Right- Align the image to the Right
		Show Fields	Pipe customized fields from your Respondents list to be shown in the email. e.g. FirstName, LastName etc.
		Show notified Subject List	Click this option to see the list of respondents email will be sent to.  Please Note: To Add/Remove from this list you should navigate to the 'Create Respondents Links' option.
Send Settings	Delivery Settings	First Invitation	Default parameter that will be chosen to send an email to all those that have not yet received an email notification
		Reminder	Will be chosen to send a reminder to those who have already received a notification but (Choose the applicable). 1. Either did not start yet 2. have started but not completed yet.
		Notified	Enable this option and choose the number of notifications already sent in order to re-send additional notification.
		Limit To	Limit the amount of participants you would like to send the notifications to (will choose randomly).
		Subscription Tracking	Check this option if you would like to track the subscription email (will require to enable this option in SendGrid platform)
	Select participant List		Choose the participant list that you would like to use for filtering the emails sent,

 

Sending Reminders

Email reminders to online survey respondents who didn't start or complete their surveys is aimed to enhance overall survey engagement and data quality. Here are the primary objectives:

Increase Response Rates

• Prompt Participation: Reminders serve as a nudge for recipients who may have overlooked the initial survey invitation, encouraging them to start or complete the survey.
• Maximize Reach: Ensuring a higher response rate helps achieve a more representative sample, which is crucial for the reliability of the survey results.
• Prevent Forgetting: In today's busy world, it's easy for people to forget about survey invitations. Reminders help keep the survey top of mind.
• Sustain Engagement: Regular reminders can maintain the momentum of the survey campaign, ensuring that it remains active and engaged with the target audience.

Show Respondent Value

• Acknowledge Respondents: Sending reminders shows that you value the respondents' time and opinions, potentially increasing their willingness to participate.
• Build Engagement: Repeated engagement through reminders can help build a rapport with respondents, making them more likely to participate in future surveys.

Best Practices for Email Reminders

• Personalization: Address respondents by name to make the reminder feel personal.
• Clear and Concise: Keep the reminder message short, with a clear call to action and easy access to the survey link.
• Frequency: Balance the frequency of reminders to avoid being intrusive while ensuring enough follow-up to encourage completion.
• Incentives: Mention any incentives for completing the survey to motivate respondents.
• Deadline Information: Highlight the survey deadline to create a sense of urgency.