Manage Email Invitations and Reminders

Overview

On the audience page of your Conversation, you have the option to select that you'd like to manage your email invitations and reminders through Remesh. By making this selection, you can leverage our default email templates, timing and settings based upon our best practices.

Although this option is selected automatically if you've selected Yes to Remesh Recruit, if you've selected Remesh Recruit you will not need to manage the email invitations and reminders.

Getting Started

On the audience page of your Conversation, select "Yes" to the option "Email Your Invitations and Reminders through Remesh." There will be other options listed here as well, if you'd like to read more about the other options, you can do so here.

Once you've made your selections, click submit. You will first need to make sure your schedule page is complete before proceeding.

Download and Upload Template

You will see an option to download a template. The template will be specific to your selections, so please note that if you download a template then change your recruitment selections, you will need to re-download your template.

If you opted to upload external data such as screener or HRIS data with your participant data, you can take a more in depth look at completing that template here. Once you’ve filled in your downloaded template with participant information, you will need to save it and upload it into the platform. Simply select your file, confirm that you have permission to upload it, then click submit file.

You may need to wait for your uploaded email addresses to be validated before proceeding. This is an automatic process that typically takes under an hour

Email Set Up

We recommend using our guided email set up, which will ask you a series of questions to guide you through the setup process. You can access the guided email setup from the Distribution tab.

You will have a few options available to you in the first step of the guided email setup.

Option	When to use it
Include participant links in all emails, including the initial invitation and all calendar invites.	When utilizing single participant links, we recommend selecting the option to send the link in all communication as this will provide more opportunities for users to gain access to the link.
Email participant link(s) shortly before the conversation is scheduled to begin.	When conducting research with paid participants we recommend selecting the option to email participants shortly before the Conversation begins, to minimize the opportunity for links to be shared or adjusted.

Email Communication Settings: These settings will default to our recommendations, but you are welcome to change any of the configurations to best suit your project.

When you’re done, click next, which will allow you to edit your email content.

Create and Edit Emails

By navigating to the Emails tab, you can manage your existing email content and add additional content.

Guided Setup

By clicking guided setup on the right hand side, we will guide you through your setting up your emails. This is our recommended method, but you are welcome to draft emails on your own as well. You can read more about the guided setup above.

Draft a New Email

create email

Simply click “Add Email” customize your settings and click save. This email will now appear on your scheduled emails tab.

Edit an Existing Email
Navigate to your Scheduled tab, click the three dots to the right of an email and click edit. From here you can edit the content, send date and time, the subject and send a test email.

Duplicate an Existing Email
Navigate to your Scheduled tab, click the three dots to the right of an email and click duplicate. This will pop up the edit window allowing you to edit the content, send date and time, the subject and send a test email before saving.

Email Content

The email content page will default to our recommended templates, but you're welcome to make changes to these while keeping our best practices in mind. Any replies to automated recruitment emails that are programmed will be sent to the "reply to" email. This field will default to the person who created the Conversation, but we recommend ensuring the "reply to" email is a monitored inbox that someone or a group of people will be checking periodically and fielding participant questions.

Creating an email on the Emails tab is a great way to schedule and send an ad-hoc message to your participants if you need to update them about start time or send additional information that was not included in your originally scheduled emails.

Monitor Emails

The Participants tab will adjust based upon the settings you've selected. If you opted to manage emails through Remesh, you will be able to see which emails were delivered successfully and future scheduled emails.

monitor email

If you opted to track participants with unique links, you can also manage your participants including adding and deleting participants to your list.

If you are noticing that emails have not been delivered, we recommend reviewing our best practices and troubleshooting.

Next Steps

Take a look through our additional recruitment resources!