Email Template

Introduction

Effective communication is vital for the smooth operation of any system that relies on panellists interaction, and EyeQuestion recognizes this by continually improving its features. The recent upgrade to the panel management system focuses on email templates, a crucial component for maintaining consistent and professional communication with panellists.

Email Template Management

The new panel management feature offers a more intuitive and flexible approach to creating and managing email templates.

To access the email template settings, go to the main menu and select Site Management, then click on Email Template.

Creating a New Email Template

In the email template management interface, you can create a new template by clicking the '+ Email Template' button. This opens a form where you can define the details of your new template.

When creating a new template, you will need to specify the type of template. EyeQuestion offers various types of templates to cater to different communication needs, such as invitations, reminders, and follow-ups.

Setting Default Templates

If you decide that a particular template should be used as the default, simply mark it as such during the creation process. This action will overwrite any previous default template of the same type, ensuring consistency across all communications.

Alternatively, if you prefer that a template be available for selection by users on an as-needed basis, you can choose not to set it as the default.

Once you have added the text for your template, you can choose to translate it into different languages. To do this, click on the "Default" option, select the language you want, and then type the translated text.

Loading Templates: Scheduling Settings vs. Contact Panellists

The way templates are loaded differs between the two areas of the system.

Scheduling settings also let you load an existing email template directly, rather than rewriting the subject and body from scratch. A Load template dropdown appears above the subject and body fields for the confirmation, reminder, cancellation, and time slot delete emails, showing the templates available for that email type. Selecting a template fills in the subject and body automatically, and both remain fully editable afterward, so you can start from a consistent template and still adjust it for the specific project.

If the loaded template is left unedited, the email is sent in the translated version matching each panellist's default language. If you're planning to rely on this for multilingual studies, make sure the template is configured in all the languages you intend to use.

In Contact Panellists, EyeQuestion pre-selects a template based on your questionnaire settings, for example switching to an appointment-booking template if appointments are enabled, or a fill-in-questionnaire template if they aren't, though you can also select a different one from the available options via the template dropdown. The subject and body remain fully editable after a template is loaded or selected.

The email is sent in whichever language you've selected using the flag icon, the same version for every recipient. So if you're inviting panellists who use different languages, you'll need to send the email multiple times: once per language, switching the language with the flag icon and re-selecting the relevant recipients before each send.