Using a survey as a registration form. How do I send event updates to survey respondents?

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Let's say I send an invitation with a survey as the RSVP form. People not in our system register for the event. Because they are "anonymous," I have to export the responses in order to get a proper RSVP list. But what if details about the event change and I want to send an update to the people who registered? Do I have to re-import the responses as new contacts in a new group, or is there an easier way to contact respondents?
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hbfus

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Posted 5 years ago

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Katie Lewis, Official Rep

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Hi there! Are you sending this survey form using Emma, or are you sharing around the link outside of your Emma account? The latter is fine, but those responses will come through as anonymous because they aren't linked to a member record in your account; Emma can't recognize the name of someone who responded to a survey if she wasn't a part of sending that survey link.

First, I suggest including a field on the form for people to type their email address so you have it. Then, you can export your survey to a spreadsheet on your desktop and then import the email addresses you collected as a new group to send to.

It sounds as though you've done this before, but the details might change and necessitate doing it again. To make sure that you catch anyone who responded to the survey between then and now, I would export again.

I hope this helps!
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hbfus

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Hi Katie. Actually, I wasn't aware of the existence of surveys until recently, and haven't used them before. Our office has been using Emma for two years now, and the way we have been collecting RSVPs is by creating modified sign-up forms, and linking the form to an audience group created specifically for the event. We then use that group as our RSVP list for internal purposes, and as guest mailing list regarding the event. It's a lot easier than exporting and re-importing survey responses over and over again, which seems like a silly way to collect event registrations.

The only disadvantage of using a sign-up form is that it cannot be "canceled" after a certain time or certain number of registrations.
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Katie Lewis, Official Rep

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You're certainly welcome to use signup forms in that way! If you need the form to stop collecting members after a certain time, you might consider removing all fields except for the email field (which cannot be removed) and editing the text to indicate that the RSVP period is over and that any signups will go into your general pool for company information -- or whatever use you might have.
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hbfus

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Great, thank you for the feedback!