Create a confirmation reminder

Remind participants who have completed a recruitment survey to confirm their membership.

Note: You must be an Admin, or a Power User with the Can access recruitment surveys permission, to complete each of the tasks required to create a confirmation reminder.

Create the reminder

Provide an internal name for the confirmation reminder and assign it to a Community.

1. Click App Drawer and select Recruit.
   
2. Hover your mouse over the recruitment survey to add the confirmation reminder to and select Distribute from the Action menu.
   
3. On the left menu, click Confirmations.
4. Click New Confirmation Reminder.
   The Create New Confirmation Reminder dialog appears.
5. In the Name field, type an internal name for the reminder.
6. From the Assign to a Community list, select the community.
   This step applies to customers with multiple communities.
7. Click Create.
   The Message tab appears.

Compose the email

Write the body of the reminder. You can also save the reminder as a template.

1. Optional: Load an email template.
2. In the Subject field, type the email subject.
   Note:

   • The From email address is set at the community level. For more information about Community settings, see View or edit community settings.
3. In the text field, write and format the body of the email.
   For more information, see Edit the email body.
4. Optional: Insert a confirmation link.
   Confirmation links are already in the default text. However, if you delete the default text, you must insert a link to allow participants to confirm their membership easily.
   1. Click Insert Variable, and select Confirmation Link.
   2. Optional: Add link text.

      You can only edit link text in HTML view. On the Message Editor toolbar, click Source. Add <a></a> tags around [%ConfirmationLink%].

      Example

      <a href="[%ConfirmationLink%]">click here</a>

5. Optional: In the Email Footer area, click Edit to edit the email footer.
   
   Changes to the email footer are applied to all future messages for the specific Community.
6. Optional: Click Test Email to view the reminder from the recipient's perspective.
7. Optional: Save the email body as a template.

Related information

• Edit the default email footer

Review the number of recipients

By default, anyone who has ever completed the recruitment survey will receive a confirmation reminder. This includes people who completed the recruitment survey long ago and forgot or changed their minds about joining. Long-ago completes wouldn't appreciate a confirmation reminder, but more recent completes would. Customize your recipient filter to target people who are more likely to confirm membership (for example, people who completed the recruitment survey within a specific timeframe or meet certain criteria).

1. Click the Recipients tab.
2. In the Community area, ensure you selected the correct community at the time the confirmation was created.
   This step applies to customers with multiple communities.
3. Optional: Click the More Filters menu and select a quick filter option:
   • Participation completion is within last 7 days
   • Participation completion is within last 14 days
   • Participation completion is within last 30 days
4. Optional: Filter recipients based on their profile variable values.
   1. Click the More Filters menu and select Create a new filter.
   2. Set the filter condition.
      

      Number	Option	Description
      1	Profile Variable	Choose Profile Variable to filter recipients based on their profile variable values.
      2	Category	Select a category to narrow down the options available in the Variable Name drop-down list. The Category list is only displayed if at least one category is created and has a profile variable assigned to it. Note: When you save the member group, the Category selection will revert to All. This is because Category is used for organizing profile variables and the value is not stored when you create the member group. This behavior does not affect member group counts.
      3	Variable Name	Select the variable you want to use for the condition. For example, if you are using gender and age group profile variables, you will select Gender and Age group.
      4	Operator	Set the operator for the condition. Options include: Is: The member is included if their value matches the specified variable values. Is not: The member is included if their value does not match the specified variable values. Has a value: The member is included as long as they have some sort of value for the variable. Has no value: The member is included if they have no value for the variable. For more information about different operators, see Condition operators. For Calculated Date profile variables, you can use the following operators with Member Groups: Is (years): The member is included if their calculated date value matches the specified integer. Greater than or equal to (years): The member is included if their calculated date value is greater than or equal to the specified integer. Less than or equal to (years): The member is included if their calculated date value is less than or equal to the specified integer.
      5	Variable values	Select one or more values for the condition.

5. Optional: Filter recipients based on email address.
   1. Click the More Filters menu and select Create a new filter.
   2. Select Profile Variable.
   3. Select the profile variable category.
   4. Set a filter condition that references the Email profile variable.
      

      Number	Option	Description
      1	Email	Choose Email to filter recipients based on their email address.
      2	Operator	Select the operator for the condition. Options include: Has a value: The member is included as long as they have an email. Has no value: The member is included if they have no email. Is: The member is included if their email exactly matches the specified Email Value. Is not: The member is included if their value does not exactly match the specified Email Value. Contains: The member is included if the specified Email Value is found anywhere in their email. Does not contain: The member is included if the specified Email Value is not found anywhere in their email. Starts with: The member is included if their email begins with the specified Email Value. Ends with: The member is included if their email ends with the specified Email Value.
      3	Email value	Enter a full or partial email address to filter on.

6. Optional: Filter recipients based on their recruitment survey participation.
   This method gives you more granular control over time-based filtering options compared to the quick filters. For example, you can find recipients who completed the recruitment survey within the last 3 months or within the last year.
   1. Click the More Filters menu and select Create a new filter.
   2. Set the filter condition.
      

      Number	Option	Description
      1	Member Participation	Choose Member Participation to filter recipients based on their past participation. Note: A member's participation data is respected by the filter regardless of whether the activity is excluded from community statistics. For more information, see Exclude an activity from community statistics.
      2	Participation Event	Select the participation event you want to filter on. Options include: Invited Incomplete Completed Disqualified Overquota
      3	Operator	Select the operator for the condition. Options include: Is within last: Members are included in the filter, if they achieved the participation status within the defined time frame. Is not within last: Members are included in the filter, if they did not achieve the participation status within the defined time frame.
      4	Time Frame	Type a number to define the time frame.
      5	Time Unit	Select the unit of time. Options include: Hours Days Weeks Months Years

7. Optional: Beside Total Eligible Recipients, click Refresh member count.
   

   Note: If the recruitment link closes before nonmembers can double opt-in to the community, these nonmembers will not receive a confirmation reminder. To send them a confirmation reminder, reopen the activity link.

Schedule the reminder

You have the option of sending the reminder immediately or selecting a date and time in the future.

1. Click the Schedule tab.
2. Optional: Click Test Email to view the invitation from the member's perspective.
3. In the Send Date area, select when to send the reminder.
   • Now: Sends the reminder upon confirmation.
   • Later: Opens a calendar to select a date and time in the future.
   Note: You need to click Review and Send to send the invitation now or later.

Review and send the reminder

Review the details in the confirmation summary before sending the reminder to members.

1. In the Schedule tab, click Review and Send.
   The Confirm Communication dialog appears. If there are any errors in the communication, they will be displayed here and you will be prevented from sending.
2. Click Send Now or Schedule Send.
3. If you added a schedule to the invitation, look for these indications that your reminder was scheduled successfully:

   • A green notification message appears above the email and below the toolbar.

     
   • On the Distribution > Confirmations page, the email's status appears as Scheduled and the date and time of send appears under the Schedule column
   • The Activity Status changes to Open, if it was Pending before the email was scheduled.

   For more information, see Scheduling.