Qualtrics - Distribute Survey via Qualtrics Mailer (Email)

Context

Qualtrics is a platform that allows you to create and send surveys. DSST uses Qualtrics for network surveys such as the Mid and End of Year Survey, and the Network Pulse Survey. Any survey that will require a Polaris dashboard to display survey responses, will be required to be sent using Qualtrics. If you do not need a dashboard, you can still use Qualtrics (or Google Forms) to send your survey. In this article you will find information on how to send a survey using Qualtrics' email functionality. This article provides information on how you can use the Qualtrics Mailer to send your survey to recipients.

Steps

Follow this Qualtrics guide to email your survey invitation.

The benefits of using the Qualtrics Mailer are:

• It provides an easy and convenient way to distribute your survey to large groups of people via email
• It allows you to send customized email invitations
• It allows you to track respondent progress

FAQs

How can I see who has received an email or who has finished the survey?

1. Navigate to Emails.
2. Click on the arrow to the right of the distribution you want to examine.
3. Choose Download History.

A CSV file will download to your computer. This file will contain a list of all the contact list members you sent the survey to. The Status column will tell you whether they’ve received the email, started the survey, or finished the survey.

 

How do I import a contact list?

All contact lists must be imported as a CSV or TSV file and must contain an Email column. Our Contacts Basic Overview page offers detailed steps on how to correctly import a contact list file.

 

Can I add information to a contact list after I have sent out my survey?

Yes, though there are several considerations:

• If you change the recipient email address, a new email is not sent, but all future emails (new invitations, reminders, etc.) will go to the updated address.
• If the respondent has already opened their survey, their survey and collected data will not update with the new information. They will have to be sent a new link.
• If the respondent has not yet opened their survey, their survey will update with the new information.

How do I see which emails were sent, failed, and bounced after I send my survey via email?

To download the Distribution History, go to the dropdown menu to the right of any distribution and choose Download History. To learn more about the statuses shown in the downloaded document, see the Distribution Statuses page.

 

How does Qualtrics handle sending large distributions?

To avoid large email distributions being marked as spam, Qualtrics sends emails in small batches. The Qualtrics email server will send up to 300 emails every 20 seconds for large distributions.