Hard-copy invitations

As Effectory, we believe in “feedback of the many”. With this we mean: feedback from all employees within an organization, even when they do not have an email address. By default we offer digital communication, invitations and response. But for employees without an email address we have the option to download invitation(s) to the (digital) questionnaire.

Before you can assign coordinators to help you with distributing invitations, you need to assign local coordinators in My Effectory: Role management - How to add Group Coordinators? – Effectory

 

Below you will find some tips and guidelines on how to distribute these invitations and how to handle the confidential information within the invitations.

Will it be an online or offline survey?

The survey is completely digital. All employees can complete the questionnaire on the Internet. Employees who have an active email address will receive an email that contains a direct link to fill out the questionnaire. The other employees can receive a personalized hard copy invitation that contains their unique login code to fill out the questionnaire of the survey online.

When can the invitations be downloaded?

As a creator of the survey, you will receive an email when the invitations are ready for download. You will receive this email within a 12-hour window before the start of the survey. After this you can download the invitations for the employees without a known email address, print them out and distribute them towards the relevant employee(s).

How to distribute the invitations?

To get the most out of your survey, it is important that everyone can fill out the questionnaire. The higher the response, the more you can improve and the better your organization becomes! This is what you can achieve by handing out the invitations. You are responsible for the correct distribution of the invitations, so please make sure to read the following instructions thoroughly.

  • After downloading the invitations you can print them out
  • The invitation contains confidential information (name and personal code to the questionnaire), so do not leave invitations lying around and handle this information with care and respect to the sensitivity of it.
  • Make sure to hand out the invitation personally to the employee to whom the letter is addressed. This is stated on top of the invitation
  • Hand out the invitations personally before the start date of the survey

Some tips for downloading and printing

Your download is a zip file, which contains different folders with PDF files. These folders represent the groups to which the participants belong based upon the created hierarchy. So when you select the top group, you download invitations for all participants in all the sub-groups as well: they are represented in the folder structure. If you only need invitations for participants from a specific sub-group, make sure to make a single selection.

Tip: When you want to print out all the available invitations in all folders at once, you can type *.pdf  in the search box at the upper right, select them all and choose print or drag the selected files to your printer queue.

What to do if you cannot hand out the invitations because some employees are at a different (offline) location?

Instead of downloading and distributing the invitations yourself you can choose to share the invitations for (some) groups to other central-, project- or local coordinators within your project and help you distribute the invitations to employees. After you select which coordinators can download and hand out the invitations for specific groups, they will receive an email with a download link for those invitations. Now they can print and hand out the invitations.

 

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