After creating and testing a Survey, you will undoubtedly want to distribute it to your members and guests to help you gain valuable insight from the people that matter most to you. When sharing a survey, you have the following options:
Send by email (direct from Survey): When sending a survey by email from the survey actions, this generates a unique link for each member on your Golf Genius - Golf Shop roster. These links allow members to answer survey questions without logging in or further validating their identity. This option is best when sending the Survey to those on your Golf Shop roster. When sending a survey via email directly from the survey, any customization to the email will be maintained within the survey if you need to send it again.
Send by text message (direct from Survey): When sending a survey by text message from the survey actions, this generates a unique link for members on your Golf Genius - Golf Shop roster. These links are unique to each member and allow them to answer survey questions without logging in or further validating their identity. This option is best when sending the Survey to those on your Golf Shop roster. When sending a survey via text directly from the survey, any customization to the text will be maintained within the survey if you need to send it again.
Get Generic Link: As an alternative to member-unique links via email and text, you can use a single generic link for any survey to share with members, guests, members & guests, and anonymous. This option allows you to communicate surveys outside of Golf Genius - Golf Shop (e.g., club website, social media, club bulletins, etc.).
Generic Link with Validation: When creating a generic link, select Members & Guests, Members, or Guest to require validation when accessing a survey. This validation will capture personal information allowing you to identify who has answered a survey. Members accessing the link can validate themselves using the available member field, while guests can enter selected contact details.
Anonymous: Sending an anonymous survey allows you to share a generic link that does not collect personal information about the individual answering. No validation or personal information is required when filling out an anonymous survey.
**Golf Genius Tip**
Survey links sent from a survey via email or text message are unique to each member on your Golf Genius - Golf Shop roster. When using these methods, if you wish to share a survey with someone NOT on your member roster, you must add them to the member roster. This will ensure each individual you want to fill out a survey receives a personalized message and unique link to fill out their Survey. Alternatively, you can use the Generic Link to share with members and guests, but it may require validation by entering personal information.
In this article, we will discuss the options for sending a survey via email and text, generic survey links, verifying delivery, resending a survey, and sending survey reminders.
Sending a Survey via Email (direct from Survey)
(Note: This option should be used when sending a survey to individuals on your Golf Shop Roster.)
Only the members on your Golf Shop Roster can receive a survey via email (directly from the survey). Each recipient will receive a unique survey link and personalized message to complete the Survey. If you wish to email someone not on the roster, you must first add them to the roster so they receive a unique link to complete the Survey.
To send the Survey via email to the members on your roster, follow these instructions:
Go to Communication > Surveys > Actions > Send by email (as shown below).
Select the recipients. You can send it to:
All members: Send to your entire member roster
Specific members: Search and select specific members
Select by: You can optionally filter the recipient list using the available custom fields. For instance, you can filter the recipient list by gender. After selecting the filtering settings, click "Apply Filter."
Customize the "From:" "Reply to:", "Bcc:", email subject, and body of the email (if necessary). If customizing the body of the email, it must include the survey link. You can add it by inserting the "Survey Link" data field.
Set an alternate Logo or Banner (if necessary).
Click "Refresh Preview" to preview the email before saving, scheduling, or sending it.
Review the Recipient count to ensure the proper members are receiving the email.
Click one of the following options:
Cancel: Cancel the email. Note: all changes will be lost.
Save as Draft: Save the email as a draft to be updated, scheduled, or sent later. All drafts will be saved to the Email Center in the Unsent tile, where they can be updated.
Schedule: Schedule the email to be sent at a specific date and time. All scheduled emails will be saved to the Email Center in the Unsent tile, where they can be updated.
Send Survey: Immediately send the email to the selected members.
Note 1: Your members will receive an email with a UNIQUE survey link. The survey links are unique for every member to identify the member when importing the survey results to the member profile. Further, if multiple people receive the same link, they will overwrite each other answers and only get one response. Because of this, it is important to only send the surveys to members on your Golf Genius - Golf Shop Member Roster so that each recipient receives a unique link.
Note 2: If you wish to share the Survey with an individual not on your roster and without the requirement of adding them to your roster, you can use a generic link for any survey, allowing you to communicate the Survey outside of Golf Shop (e.g., club website, social media, club bulletins, etc.). More details about generic links can be found later in this article.
Note 3: When sending a survey via email directly from the survey, any customization to the email will be maintained within the survey if you need to send it again.
Sending a Survey via Text Message (direct from Survey)
(Note: This option should be used when sending a survey to individuals on your Golf Shop Roster.)
Only the members on your Golf Shop Roster can receive a survey via text message (directly from the survey). Each recipient will receive a unique survey link and personalized message to complete the Survey. If you want to send a text message to someone who is not on the roster, you must first add them to the roster so they receive a unique link to complete the survey.
To send the Survey via text message to the members (with phone numbers) on your roster, follow these instructions:
Go to Communication > Surveys > Actions > Send by text message (as shown below).
Select the recipients. You can send it to:
All members: Send to your entire member roster
Specific members: Search and select specific members
Select by: You can optionally filter the recipient list using the available custom fields. For instance, you can filter the recipient list by gender. After selecting the filtering settings, click "Apply Filter."
Customize the body of the message (if necessary). If you customize it, the body must always include the survey link. You can add it by inserting the "Survey Link" data field.
Click "Refresh Preview" to preview the message before sending it.
Review the Recipient list to ensure the proper members are receiving the Survey. Note: Click on the member count to see a list of recipients.
Click one of the following options:
Cancel: Cancel the text message. Note: all changes will be lost.
Save as Draft: Save the message as a draft to be updated, scheduled, or sent later. All drafts will be saved to the Text Message Center in the Unsent tile, where they can be updated.
Schedule: Schedule the text message to be sent at a specific date and time. All scheduled text messages will be saved to the Text Messages Center in the Unsent tile, where they can be updated.
Send Survey: Immediately send the text message to the selected members.
Note 1: Your members will receive a text message with a UNIQUE survey link. The survey links are unique for every member to identify the member when importing the survey results to the member profile. Further, if multiple people receive the same link, they will overwrite each other answers and only get one response. Because of this, it is important to only send the surveys to members on your Golf Shop Member Roster so that each recipient receives a unique link.
Note 2: If you wish to share the Survey with an individual not on your roster and without the requirement of adding them to your roster, you can use a generic link for any survey, allowing you to communicate the Survey outside of Golf Shop (e.g., club website, social media, club bulletins, etc.). More details about generic links can be found later in this article.
Note 3: When sending a survey via text directly from the survey, any customization to the text will be maintained within the survey if you need to send it again.
Generate a Generic Link for a Survey
(Note: This option should be used if you want to share a survey with individuals NOT on your Golf Shop Roster. This method can also be used to share a survey via other communication platforms (i.e., social media, website, paper flyer, etc.)
You can share a single generic link for any survey with members and guests as an alternative to member-unique links via email and text. This option further allows you to communicate surveys outside of Golf Genius - Golf Shop (e.g., club website, social media, club bulletins, etc.). Members can validate themselves with a member field when they access the link, while guests can enter contact details. Or create an anonymous generic link that does not require validation and does not collect any personal information.
Generic Links for Guests:
When using generic links and guests submit a completed survey, the answers will be stored and displayed as a separate set of responses for each submission. Note: Guests can fill in the Survey multiple times as the responses are not linked to a profile.
Generic Links for Members:
When using generic links and members submit a completed survey, the answers will be stored and linked to the member's roster profile. Because of this, member answers can be imported into their member profile even when using generic links. For more details about importing survey answers to a member profile, Click Here. Note: If a member has already filled in the Survey and visits the generic link for the same Survey, the survey questions will be blank even after authentication. Re-submitting the Survey will override the previous answers.
Anonymous Generic Links:
When using anonymous links and visitors submit a completed survey, the answers will be stored and displayed as a separate set of responses for each submission. Note: Visitors can fill in the Survey multiple times as the responses are not linked to a profile.
Creating and Sharing Generic Links:
To share a survey using a generic link, follow these instructions:
Go to Communication > Surveys > Actions > Get Generic Link (as shown below).
Choose who can complete this Survey:
Members & Guests: Guests and Members can complete the Survey (as shown below).
The following will be applicable when filling out the Survey:
As a Member: When an individual selects to fill out the form as a member, specify the field(s) required to authenticate the member. Note: As a best practice, use two unique fields for authentication to ensure members access their Survey.
As a Guest: Select the fields a guest will be required to fill in when submitting a survey:
First Name
Last Name
Email Address
Cell Phone
Members: Only members on your Golf Genius - Golf Shop roster with the link can access the Survey using member authentication. Specify the field(s) required to authenticate the member (as shown below). Note: As a best practice, use two unique fields for authentication to ensure members access their Survey.
Guests: Anyone with the link can complete the Survey. Select the fields a guest will be required to fill in when submitting a survey (as shown below):
First Name
Last Name
Email Address
Cell Phone
Anonymous: Anyone accessing the generic link will not be required to validate or fill out personal information (as shown below
Select the "copy" button next to the generic link URL and add it to your communication (e.g., club website, social media, club bulletins, etc.).
Click "Save."
Member Authentication for Generic Links
When completing a survey and selecting member authentication for a generic link, the fields specified by managers must be filled out correctly to authenticate the member (as shown below).
If you enter invalid fields as a member, you will receive an error message: “Invalid credentials! Try again as a member or choose the guest option” (as shown below).
Once authenticated, the member's name will be shown, and the option to change the member will be provided.
Guest Authentication for Generic Links
When completing a survey and selecting guest access for a generic link, the guest may be required to provide First Name, Last Name, email, and cell phone number based on the required contact information when creating the generic link (as shown below). In this example, only the first and last name and email were needed.
Verifying a Survey was Delivered (when sent directly from Survey)
When you send a survey via email, you can view the Email Delivery Report to ensure the automated emails were delivered successfully and identify those that were not. For complete details on email delivery reports, Click Here.
Resending Surveys (direct from Survey)
As long as the Survey is open, members can return to the Survey (via the survey link in their email) to access and edit their responses. This allows you to resend the email to allow members to edit their responses or, in the case they delete the original email. Click Here for more details. When resending a survey via email or text message, if you customized the original message, it is maintained for your convenience.
Sending Surveys Reminders (direct from Survey)
If you notice a low response rate, send a survey reminder email to encourage more responses. As long as the survey is still open, you can send a survey reminder to all original member recipients who haven't already completed it. Click Here for more details.
Automated Response Messages
When using surveys, there are some automated email messages. For example, when a member or guest completes a survey, they will receive an email thanking them for completing it (if enabled). This is a great message to send your members and guests to ensure they know their participation in the Survey is appreciated. For members, it is also recommended to include a link back to the Survey if they want to edit their answers if the Survey is still open.
You should review these automated messages, as outlined below, to ensure they meet your facility's needs.
Customizing Automated Email Messages
To customize the automated emails that members and guests receive, go to Communication > Emails > Automated Emails > Surveys. Click Edit for the notification titled "When a survey has been completed..." for members or guest recipients (as shown below).
For more details on customizing automated emails, Click Here.