Sending Responder Invitations

In Panoramic Feedback, invitations are sent using automatic emails.

To invite responders to participate in a project, you must configure and schedule a Responder Catalyst email.

How Invitations Work

Unlike manual email systems, invitations are not sent individually.

Instead:

• You configure automatic emails in advance
• Emails are sent based on scheduled dates and conditions
• The system manages delivery to the appropriate subjects and responders

The Responder Catalyst email is what sends each responder their access details and starts the feedback process. It is typically sent to both Responders and Subjects (for self-assessment, if enabled).

What is a Responder Catalyst Email?

The Responder Catalyst email is the primary invitation email sent to responders.

It:

• Is sent on the project launch date
• Includes a link to the responder portal
• Includes each responder’s unique access identification (PID)
• Provides instructions for completing the questionnaire

This is the email that allows responders to begin submitting feedback.

Before Scheduling Emails

Before activating your Responder Catalyst email, confirm that:

• All responders have been added
• Responder relationships are complete
• Email addresses are accurate
• Your questionnaire is finalized

How to Send Invitations

To send invitations, you must set up and activate a Responder Catalyst email.

1. Go to the Email section within your project
2. Open Automatic Emails
3. Add or edit a Responder Catalyst email
4. Review and tailor the email content
5. Set the scheduled send date (typically the project start date)
6. Save the email

Once scheduled, the system will automatically send invitations at the specified time.

Before Scheduling Invitations

Before activating your Responder Catalyst email, confirm that:

• All responders have been added
• Responder relationships are complete
• Email addresses are accurate
• Your questionnaire is finalized
• Email content has been reviewed

This ensures that invitations are sent correctly.

What Happens After Invitations Are Sent

After the Responder Catalyst email is sent:

• Responders receive their invitation email
• Responders access the questionnaire using the provided link and their unique PID(s)
• Responders can begin completing and submitting feedback
• You can monitor participation through Status Reports
• Reminder emails can be sent to pending responders, if needed

This marks the beginning of the active feedback collection phase of the project.

Related Emails

In addition to the Responder Catalyst email, you may also use:

• Responder Pre-Announcement
  Sent in advance to notify responders of the upcoming project
• Responder Reminder
  Sent to responders who have not yet completed their responses

These help improve participation and completion rates.

Important Considerations

• Ensure Subjects and Responders understand the purpose of the assessment
• Use a Pre-Announcement email to prepare Subjects and Responders (optional)
• Review responder assignments carefully before sending invitations
• Confirm that all email addresses are accurate
• Send test emails to review formatting and wording before launch
• Avoid sending Catalyst emails immediately before weekends or holidays
• Plan reminder emails in advance