Customize Email Message


You have a starting point, but now it’s time to get your message across. If you want participants to open your survey, your invitation should be very clear: this is an important invitation!

Start with a Template

  1. Under the Distribute tab, click on Email Manager.
  2. Click on Create Message.
  3. Select a baseline message.

Customize Inbox Information

  • Sender Name: Enter the sender’s name. By default, this value will be the name on the account.
  • Sender Email: Enter the address where replies should be delivered. By default, this is the address associated with your account in Settings.
  • Subject: Enter the subject to describe your survey. Content should be short and simple. Maximum character limit for this field is 250.


Include BCC

  • Include BCC:  You can include one email address in BCC field.
  • Copy on one invitation: Selecting this option sends a copy of one single invitation to the email address in the BCC field.
  • Copy on all invitations: Selecting this option sends copies of all invitations to the email address in the BCC field.

If you BCC yourself on an email invitation and access the participation link received in the copy, the email status will be updated accordingly within Track Survey.

Include Logo

  • To add a logo to your email invitation, click on Yes.
  • From the dropdown, choose your source to browse and upload the image.
  • You will see the update in the header section of your email.

Maximum logo file size is 5 MB.


  • Language:  Choose the language in which you are publishing your survey.
  • Mail Merge: Insert unique information about each invitee to his/her personal invitation.
    • Every chance you have to capture an invitee’s attention is a chance to increase their likelihood of completing the survey. Inserting their first name or job title into their invitation is a way to personalize the experience, making them feel involved and engaged, ultimately increasing response rates.
    • The Mail Merge feature is also available for the subject line of the email invitation. Response rates are enhanced when participants see a personalized invitation in the subject line even before they open the actual email.

Screen Shot 2016-08-23 at 3.32.39 PM

To add Mail Merge into email content

  1. Under Body section, select Yes for Mail Merge.
  2. In the Select field dropdown, select field to use for mail merge.
  3. Paste the Mail Merge code in the email body. Include full code, such as {{First Name}}.

Using the Mail Merge feature requires that you have certain information for each invitee (first name, job title, etc.) already gathered in a list or a file.


Learn how to:

Use Mail Merge in detail


Under Footer section, the system gives you the ability to add optional messages and features.

  • Opt-out: You can allow recipients to opt out from the survey or opt out permanently. In the first case, you would no longer be able to send reminders after a recipient opted out from your survey. In the second case, you could never send this recipient reminders or any other invitations from your account.
  • Chain Invitation: You can allow recipients to use this feature to forward the survey link to other invitees.
  • Do Not Forward: Just to be cautious, you can use this footer note to make your recipients aware that unique invitation emails should not be forwarded.Screen Shot 2016-08-23 at 3.33.20 PM

Color and Font

  • You can use this section to customize your invitation, add colors to divider, border and background.
  • Font settings selected from this section will be applied to the entire email invitation, overwriting any other settings applied.Screen Shot 2016-08-23 at 1.30.25 PM

Finalize and Save

  • Edit the content of your email body.
  • Review to make sure you have the message you want, the links you need, and an appearance that looks great.
  • Click on Finish and Save.
  • Enter a unique template name and click Save.

Email Manager