Email Notifications are triggered once the survey collects a response and contain the answers your survey has received, as well as the respondent data if your survey collects identifying information.

With Email Notifications, you can:

  • see your respondents' survey answers as soon as they're submitted, whether they finished the survey or only responded to a portion of the questions;

  • let your colleagues know what your clients think of your product, by making them the recipients of the survey's notifications;

  • stay up-to-date with challenges your customers are experiencing;

  • be able to act on the feedback from your respondents immediately.

In this article, you'll learn how to receive real-time notification once your survey collects a response. Read about E-mail reports if you want to receive an e-mail report with a summary of your survey responses from the last day, week, or month.

Table of contents:

  1. Enable Email Notifications

  2. Send emails when a Contact form is submitted

  3. Send emails after the survey is completed

  4. Send a custom notifications

  5. Edit the notification template

  6. Troubleshooting

  7. Best practices

Enable Email Notifications

You can decide on a survey level if you want to receive Email Notifications or not.

1. To enable this feature, go to the Connect tab of your survey, find and choose Email Notifications from the list of integrations.

2. Click the Connect button to set up.

3. Move on to the Settings tab of Email Notifications integration, and choose which notifications you'd like to receive. The following paragraphs will explain each option in more detail.

💡 You can have multiple notifications enabled at the same time.

Send emails when a Contact form is submitted

If you choose this option, we will send an Email Notification when someone submits a response to a Contact form in your survey.

1. Go to Contact form notification and enable the Send emails after contact form is submitted toggle. Type in the email address you'd like to receive the notifications. You can include more email addresses by clicking the ➕Add new e-mail button.

2. You can also decide on what information you'd like to see in your Notifications. By clicking on Edit notification template, you'll be able to compose a pattern that will be updated upon each survey response.

Jump to the How to edit notification template section for step-by-step instructions.

Send emails after the survey is completed

1. To receive an email when someone completes your survey, enable the Send emails after survey is completed toggle and type in the email address you'd like to receive the notifications. You can include more email addresses by clicking the ➕Add new e-mail button.

If you select this option, we will only send the notification when the final step of the survey is completed. If some of the questions are left unanswered by the respondent or he skips an action on thank you screen - we will not be able to send an email. However, you're still able to analyze their responses in the Analyze section of your survey.

2. You can also decide on what information you'd like to see in those Notifications. By clicking on Edit notification template, you'll be able to compose a pattern that will be updated upon each survey response.

Jump to the How to edit notification template section for step-by-step instructions.

Send a custom notification

You can choose to receive emails only when a specific condition is met on your survey. For example, you can decide to receive Email Notifications only if someone responds to your NPS question as a detractor, to be able to follow up on feedback from unsatisfied customers faster.

1. Enable the Send a custom notification toggle, and type in the email address you'd like to receive the notifications to. You can include more email addresses by clicking the ➕Add new email button.

2. Pick the condition you'd like to receive the notification on. You can choose a response to a question, or a custom attribute.

3. You can include multiple conditions by clicking the ➕Add new button.

If you have more than one condition, decide if you want to trigger the email when both of these conditions are met by picking the AND condition, or only when at least one of them is met by picking the OR condition.

4. You can also decide on what information you'd like to see in your Custom Notifications. By clicking on Edit notification template, you'll be able to compose a pattern that will be updated upon each survey response.

Jump to the How to edit notification template section for step-by-step instructions.

Edit the notification template

1. You can alter the notification email's content by clicking on the Edit notification template button.

With this feature, you can decide if you want to see only answers to some of your questions, in which order you'd like to read the responses and decide if you want to include custom attributes about the respondents in the notification.

2. You can add different variables to your notification email using the Add variable button. You can add variables to both the email subject and the body.

3. When you are ready with your template, save it by clicking the Update button.

🔧 If you want to exclude one of the recipients from being sent certain Email Notifications, simply click on the ❌ sign next to their email address.

If you want us to stop sending certain Email Notifications from a certain survey to all recipients at once, disable the Send emails after contact form is submitted, Send emails after survey is completed, or Send a custom notification toggle. You can always decide to switch them back on.

Troubleshooting

I don't see the Email Notifications in my inbox

Please check your SPAM folder to see if the email from us can be found there. Also, if you have Custom Notifications enabled, these can be sent with a few minutes' delay to ensure all responses meeting the custom conditions are included.

Can I enable several different Custom Notifications with different conditions and respondents?

Such a feature is currently not possible. If you'd like to see such a possibility in our tool, talk to us in chat about your use case.

Best practices

We recommend integrating Email Notifications with your helpdesk, to keep all your tickets in one place!

Choose your helpdesk email address as the recipient of your survey's Email Notifications to let your team respond to feedback right away.

Enable E-mail Reports

If you'd like to receive daily, weekly, or monthly summaries with the overall survey results, feel free to enable E-mail Reports. With this feature, you can decide on the frequency and the recipients of the reports.

📞 If you have any questions about setting up Email Notifications - feel free to reach out to our team via chat or email: support@survicate.com

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