Email surveys automatically

Have Skovrum email each session's survey link to learners just before the session ends, skip a session, or email a link yourself.

Your words may differ. Each workspace can choose its own words: a class might be a cohort, program or group, a learner a participant, trainee or new hire, a session a module or lesson. These guides use the default words. The steps are the same whatever your workspace calls them. Change your workspace's words

A class can email its survey to learners at the end of every session, so you never have to remember to share the link. Skovrum sends each learner the session's link a set number of minutes before the session ends. It's the same link you'd copy from the session's survey panel (see Share a survey link), so everyone gets one address, whether they scan it in the room or open the email later.

#How it works

1. A class has one survey email setting: which survey, when, how long the link stays open, and an optional note.
2. For each session, Skovrum works out the send time from the session's end time, in the class's time zone.
3. At that time it emails the session's survey link to every learner who should get it (see "Who gets the email" below). Each learner gets it once.
4. Their answers land on the class's Surveys tab, like any other response (see Read responses).

#Turn it on for a class

You can switch survey emails on when you create the class, in the new-class form's Survey emails card. For a class that already exists, start from any of its sessions:

1. Open any of the class's sessions, click Session tools and choose Survey links.
2. The Email to learners box at the top says whether the class emails its survey. Click Set up.
3. Tick Email learners at the end of every session, then fill in the settings:

Click Save. Survey emails on for this class confirms it.

The box now says when the next email goes out and to how many learners:

To change the settings later, click Class settings in the same box. To stop the emails, untick Email learners at the end of every session and click Save.

#Sessions need an end time

The send time is counted back from the session's end time. A session without one can't be emailed: its box says Add an end time to this session. If you choose more minutes than the session lasts, the email goes out when the session starts. A session that ends earlier than it starts is treated as running past midnight.

#What learners receive

The email comes from the trainer's name, for example Taylor Morgan via Skovrum, and replies go to the trainer. The subject is Quick feedback: followed by the session's name. It greets the learner by first name (or preferred name), thanks them for joining the session, and has a Take the survey → button. It also shows:

• the date the link closes;
• whether the survey asks for a name: Adding your name is optional, or Your answers don't include your name;
• your note, if you wrote one;
• an Unsubscribe from survey emails link.

Your note appears only in the automatic emails, not in emails you send with the Email button described below.

#Who gets the email

Skovrum emails everyone enrolled in the class on the session's date, except:

Under the status line, the box counts who is left out, for example No email on file: Ben Hartley · 1 learner marked absent or excused · 1 unsubscribed. See Why didn't a learner get the survey?.

#Skip one session

Some sessions don't need a survey, such as an assessment day. Open that session's survey panel and click Skip this session.

Only that session is skipped. Click Send for this session to undo it.

A session that's cancelled sends nothing either.

#Email a link yourself

You don't have to wait for the automatic email. Every live link in a session's survey panel has an Email N learners button, whether or not the class emails automatically. N is the number of learners who would get it now, using the same rules as above.

Click it, and Skovrum asks before sending:

Click Send email. A message confirms how many were emailed, such as Survey emailed to 12 learners. The link's line then shows Emailed to 12 learners. If someone joins the class later, the button changes to Email 1 more.

You can only email a link while it's open: from the day before the session until it closes. An email you send goes out in your name.

#What the status box can say

#Set the default for new classes

An Admin can make survey emails the starting point for every new class. In Manage → Workspace, the Surveys card sets the Default survey, when to Send it, and how many days the Link open for (days). Tick Email it to learners automatically to have the new-class form start with survey emails switched on.

This only fills in the new-class form. Existing classes keep their own settings, and anyone creating a class can change them. See Workspace settings.

#Common questions

If I already shared the link in class, do learners get a second one? No. If you created the session's link for the same survey with Create & copy, the email sends that link, with the closing date you gave it.

Does the link in the email work for people who weren't emailed? Yes. It's the session's shared link, so anyone who has it can answer while it's open.

Can a learner sign back up after unsubscribing? Right after unsubscribing, the confirmation page has an Undo button. There's no setting in the app to resubscribe someone.