As a coordinator, you’re responsible for making sure all participants receive their survey invitations. In My Effectory, you can easily manage how these invitations are sent, check for undeliverable emails, and take action when needed.
Types of survey invitations
There are two ways participants can receive their survey invitations, depending on whether they have an email address.
Email invitation
Participants with an email address listed in the employee data receive their invitation directly by email. Each invitation includes:
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A personal link that gives them direct access to their questionnaire. Each link is unique and should not be shared, and no additional login code is needed.
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A personalised message from your organisation explaining the purpose and duration of the survey. You can customize the content of your invitation emails in step 4 of the survey setup (Layout & emails).
Invitations are generated automatically by Effectory on behalf of your organisation and are sent from survey@effectory.com at the start of the survey period.
Looking for information for participants? Share Understanding your survey invitation with them. It explains how they can access their questionnaire and what to expect from their invitation.
Printable invitation with QR code
For participants without an email address, My Effectory automatically creates printable invitations that you can download as PDFs. Each invitation contains:
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A personal login code that participants can manually enter on login.effectory.com.
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A unique QR code that instantly opens their personal questionnaire.
For more details on how to create and manage these, see Printable invitations with QR code.
Note: It’s not possible to create a single, shared QR code for all participants. Each invitation is unique because every participant needs their own personal code to access the survey.
Looking for information for participants? Share Access a survey with a printed invitation with them. It explains how they can use their printed invitation to access the survey.
Check and fix undeliverable invitations
Sometimes, an email invitation might not reach a participant. In My Effectory, you can easily spot when this happens and resolve it yourself. This way, you can make sure every participant receives their invitation without needing extra support.
Note: This feature only applies to invitation emails. It does not include reminders or email notifications sent to coordinators.
How it works
When invitations can’t be delivered, a red warning appears in the Participants section of your survey page. Click View bounces to open a list of participants whose email addresses failed.
From there, you can:
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See which email addresses bounced. If an address is incorrect, go to the Employees overview to update it. Once updated, the address will be tagged as Email address updated so you can easily resend the invitation later.
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Send the invitation again by clicking Resend. After a successful resend, that participant will automatically disappear from the list.
Good to know
- Undeliverables can have several causes, such as an invalid address, a full inbox, or strict email security settings. Effectory cannot identify the exact cause, so all undeliverables are shown in one list.
- If the resend fails again, the issue is likely something outside your control (such as mailbox or security settings).