Printable invitations with QR code

Effectory surveys are digital by default. This means employees with an email address receive their invitation via email and can access the survey directly through a link. For employees without an email address, printable invitations are available. These invitations include a unique login code and QR code, allowing them to participate in the survey online. 

When are printable invitations available? 

Printable invitations are automatically generated within two hours before the survey starts. Depending on the number of invitations, generation time may vary. You’ll receive an email notification once the invitations are ready for download. 

If needed, you can also generate the invitations earlier. However, we recommend only doing this if necessary. If participant data or survey settings change before the survey starts, you’ll need to regenerate the invitations to ensure they are accurate. 

Customizing printable invitations 

Printable invitations reflect your project’s branding. This includes: 

• The primary color and logo set in My Effectory 

For more details, see: How to customize your survey and mailing designs

Distributing the invitations 

Once downloaded, you can print and distribute the invitations. Each invitation contains confidential information, such as the employee’s name and login code. Please handle these documents with care and ensure they are handed out personally to the correct employee before the survey starts. 

Adding participants without email after the survey starts 

If you add participants without an email address after the survey has started, you’ll see a pop-up in My Effectory. You can choose to: 

• Add and download invitations immediately 

• Download invitations later via My Effectory 

If you choose to download later, My Effectory will show which groups still require invitations due to the added participants. 

More information on adding and removing participants during a running survey: Adding or removing participants from a running survey 

Downloading and printing tips 

The download is a .zip file containing folders with PDF invitations. These folders are organized by group hierarchy. 

To print all invitations at once: 

1. Open the folder 
2. Type *.pdf in the search bar 
3. Select all files and print, or drag them to your printer queue 

Distributing invitations to other locations 

If some employees are located elsewhere, you can delegate the distribution to other coordinators. You can assign a Central, Project, or Local Coordinator to specific groups. They’ll receive an email with a download link and can then print and distribute the invitations locally. 

Before assigning coordinators: 

• Make sure they are added in My Effectory 

• You can assign coordinators manually or upload them in bulk via Excel 

This feature is available with the Non-desk Workers add-on or if specified in your contract. Please contact your CSM for more information.