Invite respondents, share a link or QR code, and send reminders

A published survey can be distributed through named invitations or an enabled share link and QR code. Named invitations are preferable when you need recipient-level progress and reminders. A share link is useful for broader audiences but should be treated as accessible to anyone who receives it. Choose one method deliberately and explain whether responses are attributable or anonymous under your configuration.

In the app: /projects/…/surveys/…

Before you start

• Publish and test the survey, confirm the closing date and decide who is allowed to respond.

• Prepare clean recipient emails or an approved channel for the link; do not upload contacts without a lawful purpose.

Step by step

1. Open the survey audience tools

From the survey detail, open invitations or sharing. Check that the current published version and open status match the launch plan.

2. Invite named respondents

Add or select the intended people, review each email and send the invitation. Named assignments let you distinguish invited, opened and completed recipients without asking everyone to share one link.

3. Enable a share link when appropriate

Copy the active public or share link only for audiences allowed by your response policy. Anyone who receives a broadly shared link may be able to open it while it remains active.

4. Use the QR code

Download or display the generated QR code for an approved physical or presentation channel. Scan it yourself before launch and keep the written link available as an accessible alternative.

5. Monitor audience progress

Use invitation and response status to see who has not completed. Do not infer that a public-link response belongs to a named person unless the survey collected that evidence.

6. Send targeted reminders

Remind only eligible incomplete named recipients and include the real closing date. Avoid sending a new invitation that could confuse the respondent about which link to use.

What happens next

• Close the survey when collection ends; remove QR codes and public links from live channels.

• Use the response explorer to review completeness before exporting or asking the AI analysis for themes.

Troubleshooting

A link opens a closed or unavailable survey

Check survey status, closing controls and whether a newer version or link was published. Reopen only when additional responses are genuinely authorised.

A named recipient did not receive the email

Verify the address and junk filtering, then resend from that invitation. Do not create duplicate recipients to force another email.

The QR code points to the wrong survey

Regenerate or download it from the correct survey detail and scan-test the final printed or displayed version.