Form invitations - BETA access only

Closed group beta testing

The functionality explained in this support article is only currently available to a closed group of beta testers. This functionality will be made available to other customers once beta testing has been completed.

28th April 2021

Once a Form has been created, you can promote it to potential recipients by emailing invitations to contacts and children within ChurchSuite or by advertising the public URL (for a Public form only). When sending invitations, a link in the invitation email enables recipients to access a form which has been pre-filled with existing data such as their name and contact details.

Invitations can be used for all types of form:

  1. Public - as well as being able to send invitations, public forms also have a public URL which can be emailed to potential respondents.
  2. Private - these forms can only be completed by people who have received an invitation. The invitation includes a URL taking them to a form which is pre-filled with the respondent’s details.
  3. Anonymous - these forms can only be completed by people who have received an invitation. The invitation includes a URL taking them to a form which is pre-filled with the respondent’s details but responses within ChurchSuite will not be linked to the invitee.

To send an invitation, select Send invite at the top of a form's "View" page. This action is only available for a Published form.

You can then compose your invitation email. It's important that the link provided is always present in the invitation email as it is the unique link to a pre-filled form for each recipient.

When you have finished composing your email, select Preview Email to preview the content and format before selecting recipients.

Top Tip!

Consider the following scenarios before deciding when to link responses and send invitations:

Linking responses BEFORE sending invitations:
Before sending invitations, you release the public URL link to a form and receive an influx of Unlinked responses. As the form has First Name and Last Name on it, within ChurchSuite you're able to link the responses to individuals. When you subsequently send the invitation to everyone in your Address Book, the invitation will not go to Linked people because a response for them already exists for this form. The invitation will be created but the status will show as Responded and no email will be sent to the invitee.

Linking responses AFTER sending invitations:
Before sending invitations, you release the public URL link to a form and receive an influx of Unlinked responses. If you choose to send an invite to everyone in your Address Book at this stage, some of the people who previously completed the form will receive an invitation email because their initial response to the form was not linked to them.

As the form has First Name and Last Name on it, within ChurchSuite you're able to subsequently link the responses to individuals. After doing this, ChurchSuite will show the invitation as Responded because it checks for existing invitations during the linking process. When a person visits the invitation link within the email, they will be directed to their previous submission and can edit this if desired.

Once invitations have been sent, clicking on the Invites tab will show a table of invitees. The table details the Person who was invited, the Sent at date/time and a Status of Not Responded or Responded (unless the form is anonymous in which case there is no Status column).

A progress bar shows how many forms have been completed by invitees.

A filter enables you to view a particular response status eg Responded/Not Responded...

...and a search box allows you to search for a named invitee.

For Not Responded invitations, an Action menu provides an option to Resend invite...

...and a batch action checkbox enables you to resend invitations to one or more invitees.

When a respondent submits a form for the first time, a Notification email is sent to form Overseers, informing them that a new response has been submitted. A Confirmation email is sent to the person who submitted the form and this email is logged in the person's communication log on their contact or child record when Send Invite has been used. A confirmation email is also sent if a form is edited at a later date.

Responses are shown on the Responses tab.

If, when an invitation is sent, there is already a response for the invitee (either because the response was linked manually by a user in ChurchSuite or because a response was previously submitted via the invitation), the invitee will be redirected to a URL showing a form which is pre-populated with their previously-submitted data It's not possible for two responses or invitations to exist for the same person within ChurchSuite.

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