Now that you’ve created your Questionnaire Template and linked the appropriate fields to data tokens, you'll need to send it to your clients so you can get them back full of great information. There are two ways you can get your clients to fill out the questionnaires you’ve created.
Option 1: Include the Questionnaire in a Quote
The first way is through a quote during the booking process. This is great if you want to collect information as the client is booking (i.e. get their mailing address, phone number, etc.). To include a questionnaire in a quote, simply attach the questionnaire you’ve created when building your quote in the Questionnaire dropdown shown below. During the quote booking process your client will be walked through several steps: Quote › Questionnaire › Contract › Payment.
Option 2: Send an Email Invitation to the Questionnaire
On the Questionnaires tab of your client's lead or job, you can select New Questionnaire Invitation to add and send a questionnaire. You’ll select the questionnaire you wish to send as well as the contact to whom you are sending it. When you’re done with that, click Save and Continue. This will not send the questionnaire out automatically for you. That's next...
On the job's Questionnaires tab, you'll now notice a Mail button next to the questionnaire you've added. You can select that to start composing your questionnaire invitation to the recipient.
Below is the default questionnaire invitation email template that's provided with your account. You can change the wording to whatever you’d like or create additional email templates you'd like in Settings › Email Templates. However, it’s really important that you always include a version of our "item" tokens to pull a link to the questionnaire into the email you're sending.
{{item.link_start}}complete our {{item.name}} form{{item.link_end}} There are a few token methods that will correctly link the questionnaire:
{{item.name_link}} – This will create a hyperlink of the name of the questionnaire (this is the simplest method).
{{item.link_start}}Your Questionnaire{{item.link_end}} – This will turn the text “Your Questionnaire” into a hyperlink to the questionnaire.
{{item.link_start}}Your {{item.name}} Questionnaire{{item.link_end}} – This will add the name of the questionnaire and link all of the text between start and end tokens.
Feel free to hit the Preview button at the top of your email draft before you send it. The preview allows you to see how the tokens fill in so you can verify before sending.
Note: When previewing the email, if you click on the link to the questionnaire, you may notice a message that the form requires an invitation. This notification is normal when you're previewing a private questionnaire invitation, since you're not the intended recipient of the questionnaire. When you send the email out to the recipient, they'll see exactly what you can see when viewing the "direct link" to the questionnaire (accessible from the job's Questionnaires tab in Táve).
Alternate Ways of Sending a Questionnaire
We’ve explained the two primary ways of sending questionnaires (attaching it to a quote or creating an email invitation). Alternatively, you could create a public questionnaire and add the link to your website, so if anyone clicks the link, they can fill out the questionnaire. Note: the public questionnaire will not be attached to any job but will appear in the “All Responses” section under Questionnaires in the main menu on the left. If no tokens are linked to fields in the questionnaire template, you can then assign it to an existing lead or job it's related to.
And the last way to send a questionnaire is having Táve do it for you!