 | Managing the contacts of your Email Invitation Collector You can view your email list and the status of individual emails from the Edit Recipients page. To open the Edit Recipients page, click the [ Edit Recipients] button from the Collector Summary page. (Click Collect icon > Select the Collector Name > Click Edit Recipients)  Click for video tutorial
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| On this page: | |
- View of email list stats
- How to manage individual contacts
- Understanding Response Status
- Common Questions worth reviewing!
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Collector Summary Page
The Collector Summary opens when you click the Collector Title. The Collector Summary displays the Message Summary and the Recipient Summary, shown below. This page provides automatic updates for the responses collected by the Email Invitation Collector.
- Total Count -The total number of recipients in your list.
- Unsent/New - Number of new or unsent respondents that have not been sent the message.
- Sent - Number of recipients or contacts in the list that have been sent a message.
- Responded - The total number of respondents that have responded to the survey.
- Unresponded - Number of respondents that have not responded to the survey.
- Opted Out - Number of respondents that have clicked the opt out link.
Getting to your Email List
How to view the individual respondent status and manage your contacts.
Click the Edit Recipients button to view the email list and individual respondent status. From this page, you can:
 | The email list displays the individual response status. Click image for example>> |  | You can use the menus to view respondents by status or find specific contacts in your list. |
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 | |  | | Remove or Delete Emails (Recipients) | | You can remove all declined, bounced, or unsent recipients. To delete individual recipients, click the recipient's email in the list as shown below. | |  | | Download Recipients | | You can download your entire list, or just a selection based on the criteria you specify. | |  | |
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 To see these features, click the Edit Recipients button from the Collector Summary page. * If you do not see the Edit Recipients button, you have used the Web Link Collector instead of the Email Invitation Collector.
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 Message and Recipient Status Display
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| Sent Message Status Icons: |
 Not Sent |  Message Sent |  Message Bounced |
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| Response Status Icons: |
 Complete survey response: green star in Responded column. |
 Partially completed survey: yellow star in Responded column. |
 Opt-Out: red check in the Opt-Out column. |
| Opted-Out: Respondent clicked the Remove Link in the message. |
How is the response status determined?
First, the number of answers that have been selected does not effect the completed status. When a respondent clicks the done button, the response status updates to complete status. Think about using skip logic in you survey for example.
Why do you determine status this way? Well, with skip logic, you force respondents to skip parts of the survey. Therefore, the status updates to completed when a respondent clicks the Done or Submit button for your survey.
| | Partial status is recorded after an answer is selected and saved by clicking the Next link to advance to a new survey page. |
| Completed status is shown only after the Done link for the survey has been clicked. |
Respondents do not need to select any any answers within the survey to change the Collector status to completed when using the Email Invitation Collector. (If you used skip logic for a consent form or did not require answers to questions, respondents may click the Done or Submit button and the status for the respondent is then Completed.)
This means a Collector can show a completed status even if no answer selections are made and the submit button is clicked.
Note: Under Analyze Results the completed status is not recorded in the same way. An answer choice must be selected in the survey and the submit button clicked to show a completed status. More about response status
Tip: Responses do not record under the analyze section unless a respondent actually answers a question and saves the response. If the respondent skips through the survey and clicks the done button, you will not see the response in the analyze section, but you will see it for the Collector.
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 Common Questions for Managing Recipients or Contacts
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| How do I edit the respondent information in my Email List? |
 Click the Respondent Email Address to open the Respondent Editor window. You can also enter manual data entry responses for a respondent this way.
After you have sent the invitation, you cannot edit the respondent information unless you delete the respondent from your list. Click for options Why? The reason you cannot edit the email address after it has been sent is because the tracking information has already been sent corresponding to the entered information in your list. Changing or deleting the email address from your list after the link has been sent will prevent respondents from taking the survey using the sent survey link. |
| How do I find a specific respondent in my List? |
Use the Search drop-down menu provided with the email list. Click Edit Recipients and then select a search option from the search drop down menu: Email Address, First Name, Last Name, or Custom Value. Enter the search criteria in the search field and click [Search]. (Partial email addresses will work.) |
| How do I view the respondents that Opted Out of my Survey? |
You have two options, click here for more. 1) Open your previous Collector lists. 2) View lists in your address book. |
| How is it possible that someone has opted out of my new list? |
We do provide respondents with an option to opt out of ALL SurveyMonkey surveys. 
When a respondent opts out of any of your surveys, they are opting out of your Global Address book. That means if they have ever opted out of any of your surveys they will have the opt out status. No, we do not provide you with a list of the Opt Out emails. We hope that this feature will prevent SurveyMonkey.com from being placed on spam watch lists and protect respondent's privacy. |
| Can a respondent respond to my survey and Opt Out of my email list? |
Yes, the respondent can select the survey link to take the survey and select the opt out link to opt out of the survey. If a respondent does so, you will see both an opt out and response status for the respondent. (*The icons have been changed for clarity, but the concept is the same!)  |
| Is there a limit to the number of email addresses I can import into a Collector? |
Yes, a single Collector can hold 10,000 email addresses. It will be necessary for you to validate large email lists before they are sent. See Email Message Formatting Tips |
Can respondents start the survey on one computer and access the same survey later on another computer? |
Yes, the Email Invitation Collectors have been updated to allow only one response because the links sent are recipient specific. This means the link can be accessed from any computer; so, respondents can use the link on the same computer again or a different computer to open the same survey to finish later depending on the Collector Settings. It also means that each time the link is accessed it will always open the same survey. (They will not be able to do so with the anonymous link or (Web Link).) See Email Invitation Scenario |
| Can respondents answer an Email Invitation link multiple times? |
| No, they cannot respond to a single link sent via the Email Invitation Collector multiple times. To accomplish this, you would need to create multiple Collectors. |
Why doesn't my Collector keep track of the response status for me when I send out my (new Collector) list? I had a client contact me and state that he is receiving a survey after every trip that he takes. We only want our clients to receive one survey after their first trip. I am creating an address book for all of the clients that I send surveys to so that I can keep track of those clients that have rcv'd the survey. I create the address book and then when I make the collector to send out the survey I choose the recipients by selecting the new address book that I created for all of the new clients we received for that week. Can you tell me if I need to do something specific when I collect so that Survey Monkey knows to only send the survey once. What do I need to do to ensure that my clients that have rcv'd it no longer receive it? Thanks whole bunches! |
You will need to add addresses to the CURRENT Collectors (use just one Collector) for the survey. If you are adding the new addresses into your Address Book and then creating a NEW Collector each time, the system cannot track the original status of your other Collectors. Steps for adding emails to your pre-existing Collector list: - Open your current Collector (Collect Icon > Collector Title)
- Add Recipients
- Click Edit Messages and Create New Message
- Select to Send to all respondents that have not Not Responded
- Create Message
- Send
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Can I pre-populate information from my email list into the survey questions? Is it possible, in one of the survey questions, to have specific demographic information for each respondent pre-populate certain fields? For example, what we would like to do is have each respondent's contact information (name, address, city, province, postal code) appear in a question. |
It is not possible to pre-populate the information into the survey, but you can see these details in the response details when browsing responses and exporting the all results set. You can populate the information in the email message. Wesuggest adding the details from your email list into the email message and then use a question in your survey asking your respondents if the information was correct in the email message. If not, please provide the updated details in the survey. Ex: We have this information listed for you: [FirstName] [LastName] [Email] [CustomData] Please update your information in our survey if any of this is not correct: [SurveyLink] In your survey, ask a question about the information in the email message and use skip logic to allow people to update the information. Ex: Was your contact information correct in the email message? Yes - advance to survey No - No skip to demographic question to update info - skip back into survey using page logic. Please see Set Up Skip Logic for a visual skip logic guide and example survey . |
Collector Settings and Restrictions
The Collector Settings and Restrictions will need to be set for each Collector. As mentioned in the Collector Tutorial, each collector may be uniquely configured for each group of recipients. Please confirm that the Collector settings and restrictions have been set as needed before sending. Settings you have set for other Collectors will not apply to new Collectors!