Email invitations and reminders

With an email list, each participant gets a personal link. The AI greets them by first name and you see who has responded, who is mid-interview and who needs a reminder.

research.henkanpartners.ai/studies/5e000001-0000-4000-8000-000000000001?tab=recruitment

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Methods. Email list, public link and QR code, or on-site invitations.

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Add and Import. Add one person or paste a list.

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Send invitations. Write the message and choose the recipients.

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Personal link. Copy one participant's link, for example to send it yourself.

Add participants#

1. Add one person Select Add, fill in First name (required), Last name, Email, Phone and Profile, then Add participant.
2. Or import a list Select Import, paste rows or choose a CSV file, then select Import N.

Import columns, in this order: first name, last name, email, phone, profile. Commas, semicolons and tabs all work as separators, and a header row starting with "first" (or "prénom") is skipped.

first_name,last_name,email,phone,profile
Léa,Dubois,lea.dubois@example.com,+33 6 10 20 30 40,Loyal customer
Thomas,Bernard,thomas.bernard@example.com,,Abandoned cart

The Profile column groups participants for quotas, follow-up and synthesis filters. Use a few consistent values.

Send invitations#

research.henkanpartners.ai/studies/5e000001-0000-4000-8000-000000000001?tab=recruitment

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Draft with AI. Writes a short invitation in English or French.

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Message. Use {first_name} and {link}; each person gets their own link.

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Recipients. Choose who receives the invitation.

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Send. Sends the invitations to the selected people.

1. Open the dialog Select Send invitations.
2. Choose the language Email language is English or French.
3. Write the message Write the Subject and Message, or select Draft with AI. Use the placeholders {first_name} and {link}. If the message has no {link}, the link is added at the end.
4. Pick the recipients Everyone who has not received an invitation email yet is selected; turn people on or off as needed. People who already received an invitation show already invited. Adding or importing someone does not count as inviting them. Participants who completed or declined, or who have no email, are not listed.
5. Send Select Send N invitations. The subject and message are saved with the study for next time.

Invitations and reminders are sent from a research.henkanpartners.ai address (sending domain notify.research.henkanpartners.ai).

Automatic reminders#

Reminders go out every morning to participants who received an invitation email and have not finished, a few days after that invitation. People you only added or imported get no reminders until you invite them.

• Select Add to add a reminder day, or the cross to remove one.
• Reminders follow the language of your invitation (English or French) and use the same personal link.
• The daily job never sends a participant two emails on the same day. Participants who completed or declined get no reminders, and closed studies send none.
• The section shows how many reminders were sent, and how many sends are waiting to be retried.

Manage participants#

• Copy a link The link icon copies the participant's personal link.
• Export links (CSV) Downloads every participant with their status and personal link, for example to send invitations from the client's CRM.
• Delete a participant Open the actions menu (three dots) and select Delete participant. Their interviews, recordings and emails are deleted too.