Email Panelists from a Test

Email Panelists from a Test

Overview

The most common scenarios of email communication with panelists are:
  1. Emailing invitations to participate in tests.
  2. Emailing reminders for those who have been previously invited but heave not completed the test yet.
These types of email communications are sent directly from tests, and in this workflow we will focus on the necessary steps to send such emails. Emails can be sent immediately, or they can be scheduled to be sent automatically at a date and time in the future.

If your objective is to email panelists that are not in any particular tests, follow the steps for emailing panelists from the Panelists library.

Before you proceed, please ensure that the panelists with valid email addresses in the Email field have been added to the test.


Send an Email Invitation to Panelists Immediately

Follow these steps to send initial invitation to panelists to participate in a test. The email will be sent when you click the Send now button.
  1. In your test, select all panelists, or a subset of panelists.

    Use the Filter feature to assist you in your search, if necessary.

  2. From the menu above the list of panelists, select Email > Email panelists .

  3. In the To box, review the email addresses.

    If necessary, click Copy to clipboard and paste in Excel for more detailed information.

  4. In the Subject line, type the title of your email ensuring that it is descriptive, yet brief.

  5. (Optional) Place a checkmark in the Sensitive checkbox.

    If a panelist ever gets scrubbed (permanently deleted), their emails and other data marked as sensitive will also be permanently deleted. Emails and data not marked as sensitive, such as results in tests, will remain available even if a panelist record is scrubbed.

  6. (Optional) From the Language dropdown list, select the language you wish to display to the panelists on the panelist login page.
    This will not automatically translate your email text! This selection will only reflect if you are using the URL wildcard inside your email communication. When panelists click on the link, they will be taken to the panelist login page with the text on that page displayed in the language you selected.

  7. Type your email message.

    Use the Wildcards to personalize the message and use the formatting tools to style the text as desired.

  8. Click Preview to see what the message looks like for each panelist.

    Use the Preview next panelist button to see individual panelist's email preview. Click Close preview to return to the email editing screen.

  9. Click Send now .

Schedule an Email Invitation to Send to Panelists in the Future

Follow these steps to schedule initial invitation to panelists to participate in a test.  The email will be sent out automatically at the scheduled date and time.

An example scenario would be if you are preparing a test and wish to send an invitation very early on Monday morning to ensure that there is enough time to get desired number of panelists. In a click of a button, prepare the email before the weekend, schedule it to send out early on Monday morning, and sit back and relax.
  1. In your test, select all panelists, or a subset of panelists.

    Use the Filter feature to assist you in your search, if necessary.

  2. From the menu above the list of panelists, select Email > Email panelists .

  3. In the To box, review the email addresses.

    If necessary, click Copy to clipboard and paste in Excel for more detailed information.

  4. In the Subject line, type the title of your email ensuring that it is descriptive, yet brief.

  5. (Optional) From the Language dropdown list, select the language you wish to display to the panelists on the panelist login page.
    This will not automatically translate your email text! This selection will only reflect if you are using the URL wildcard inside your email communication. When panelists click on the link, they will be taken to the panelist login page with the text on that page displayed in the language you selected.

  6. Type your email message.

    Use the Wildcards to personalize the message and use the formatting tools to style the text as desired.

  7. Click Preview to see what the message looks like for each panelist.

    Use the Preview next panelist button to see individual panelist's email preview. Click Close preview to return to the email editing screen.

  8. Click Schedule :
    1. In the calendar popup, click a date in the future when you wish to send the email out.

    2. While still in the calendar, at the bottom of it, click the clock icon to select a specific time. Use the up and down arrows or click on the number to set the hour when you wish the email to be sent. The date and time will reflect the Time Zone specified in your Settings.

      The email may or may not leave our servers at the exact time you selected. The scheduled emails are sent in one hour intervals. For example, if your email is scheduled to go out at 10:00 am, the email queue on our servers checks for scheduled emails at 10:15 am, therefore, your email will go out at 10:15 am.

  9. Click Done .

Send an Email Reminder to Panelists Immediately

Follow these steps to send an email reminder to panelists who have been already invited to participate in a test, but have not started it yet; or have started their sample set, but have not completed it in the expected time frame. The email will be sent when you click the Send now button.
This feature works only when panelists are manually added to the test. If entire panel was used in the test, you will not be able to send reminder emails.

  1. In your test, select all panelists, or a subset of them.

    Use the Filter feature to assist you in your search, if necessary.

    You will not be able to tell at this step who has started the test and who has not. Do not worry, the software will take care of that as you follow along.

  2. From the menu above the list of panelists, select Email > Email panelists .

  3. Place a checkmark in the Email only panelists who have not completed the test checkbox.

    By making this selection, you are telling the software to send your email only to those panelists that have not completed the test by the moment you click Send now.

    The To box will not have any email addresses because the list of recipients could change (some sample sets might get completed) by the time you finish the email setup and click Send now.

    To view the list of panelists that actually received the email reminder, visit the Email history page after you send the email.

  4. In the Subject line, type the title of your email ensuring that it is descriptive, yet brief.

    We recommend including the word Reminder in the subject line for easier identification in the Email history.

  5. (Optional) From the Language dropdown list, select the language you wish to display to the panelists on the panelist login page.
    This will not automatically translate your email text! This selection will only reflect if you are using the URL wildcard inside your email communication. When panelists click on the link, they will be taken to the panelist login page with the text on that page displayed in the language you selected.

  6. Type your email message.

    Use the Wildcards to personalize the message and use the formatting tools to style the text as desired.

  7. Click Preview to see what the message looks like.

    If you used Wildcards in the email body, they will remain unresolved in the preview because it is not possible to replace the wildcards with information for recipients that are not known at the moment you preview the email.

  8. Click Send now .

    To view the list of panelists that actually received the email reminder, visit the Email history page.

Schedule an Email Reminder to Send to Panelists in the Future

Follow these steps to schedule an email reminder to panelists who have been already invited to participate in a test, but have not started it yet; or have started their sample set, but have not completed it in the expected time frame. The email will be sent out automatically at the scheduled date and time.

An example scenario where scheduling an email reminder would be useful is in a home use test. You already invited the panelists and shipped the samples. In your initial invitation you instructed the panelists that they have a whole week to complete the evaluation because you know that not everyone will get the samples at the same time. On Thursday, you would like to remind those that have not completed the test yet that the deadline is soon.

In a click of a button, at your convenience (well before Thursday), prepare an email reminder, schedule it to send out early on Thursday morning to go only to panelists that have not completed their sample sets, and sit back and relax.

You will not have to do any manual checking on Thursday morning to see who has not completed their sample sets to send them a reminder. The software will do it all for you.

This feature works only when panelists are manually added to the test. If entire panel was used in the test, you will not be able to send reminder emails.

  1. In your test, select all panelists, or a subset of panelists.

    Use the Filter feature to assist you in your search, if necessary.

    You will not be able to tell at this step who has started the test and who has not. Do not worry, the software will take care of that as you follow along.

  2. From the menu above the list of panelists, select Email > Email panelists .

  3. Place a checkmark in the Email only panelists who have not completed the test checkbox.

    By making this selection, you are telling the software to send your email only to those panelists that have not completed the test by the date and time you set the email to go out.

    The To box will not have any email addresses because the list of recipients could change (some sample sets might get completed) by the date and time you set the email to go out.

    To view the list of panelists that actually received the email reminder, visit the Email history page after the scheduled email gets sent.

  4. In the Subject line, type the title of your email ensuring that it is descriptive, yet brief.

  5. (Optional) From the Language dropdown list, select the language you wish to display to the panelists on the panelist login page.
    This will not automatically translate your email text! This selection will only reflect if you are using the URL wildcard inside your email communication. When panelists click on the link, they will be taken to the panelist login page with the text on that page displayed in the language you selected.

  6. Type your email message.

    Use the Wildcards to personalize the message and use the formatting tools to style the text as desired.

  7. Click Preview to see what the message looks like.

    If you used Wildcards in the email body, they will remain unresolved in the preview because it is not possible to replace the wildcards with information for recipients that are not known at the moment you preview the email.

  8. Click Schedule :
    1. In the calendar popup, click a date in the future when you wish to send the email out.

    2. While still in the calendar, at the bottom of it, click the clock icon to select a specific time. Use the up and down arrows or click on the number to set the hour when you wish the email to be sent. The date and time will reflect the Time Zone specified in your Settings.

      The email may or may not leave our servers at the exact time you selected. The scheduled emails are sent in one hour intervals. For example, if your email is scheduled to go out at 10:00 am, the email queue on our servers checks for scheduled emails at 10:15 am, therefore, your email will go out at 10:15 am.

  9. Click Done .

    To view the list of panelists that actually received the email reminder, visit the Email history page after the scheduled email gets sent.

Modify Scheduled Emails

If your plans change and you need to send the scheduled email sooner than expected, or you need to send it after originally expected, follow the steps below to make the necessary changes.

Scheduled emails cannot be revoked/deleted at this time.

  1. In your test, click Panelists.

  2. Select  Email > Email history.

    Look at the Scheduled date and Recipients columns of the email you wish to modify. Use the Column picker to customize the list of columns displayed.
    1. If the date is still in the future, you will be able to modify the email by following the remaining steps.

    2. If the date is in the past and the Recipients is not 0, the email has been sent and you will not be able to modify it.

  3. Click the Subject of the email you wish to modify.

    If you do not see the email you are interested in, adjust how many entries are shown per page, or use the page navigation buttons at the bottom of the list to locate the desired email.

    You can always use the Filter feature to assist you in your search. Characters entered in the Filter box will be used in the search inside the email body, in subject lines, and date fields.

    If you still cannot find the email you are looking for, maybe you are not in the right test. Try searching for the email from within the Panelists library.

  4. Click Edit email > Schedule and modify the date and time as necessary.

  5. Click Done to save the changes.



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