> ## Documentation Index
> Fetch the complete documentation index at: https://docs.userintuition.ai/llms.txt
> Use this file to discover all available pages before exploring further.

> Add a list of email addresses and User Intuition sends the invitations, tracking who was invited and who completed.

# Send Email Invites

Add email addresses and User Intuition sends the invitations for you, tracking who was invited and who has completed.

Use this when your list is long enough that sending by hand is impractical, or when you want delivery and completion status tracked in one place. If you'd rather the invitation came from you directly — which usually lifts response rates — [share a study link](/recruiting/share-link) instead.

***

## Why interview your own participants

Talking to people who actually use your product beats a general panel when the question is about *your* product:

* **Authentic feedback:** Every insight comes from people who genuinely use your product
* **Higher relevance:** Feedback directly tied to real experiences with your brand
* **Better response rates:** Customers are more willing to share with brands they engage with
* **Actionable insights:** Real user feedback translates directly to product and marketing decisions

***

## How to send email invites

From your Study Dashboard:

1. Navigate to the **Invites** tab
2. Click **Invite Participants**
3. Select **Send Email Invites**
4. Choose your input method (Manual, Contacts, or Segments)

***

## Input Methods

### Manual Entry

Add participants one at a time or in bulk by entering email addresses directly.

<Steps>
  <Step title="Open email invites">
    Click **Invite Participants** → **Send Email Invites**
  </Step>

  <Step title="Select Manual tab">
    The Manual tab should be selected by default
  </Step>

  <Step title="Enter email addresses">
    Type or paste email addresses into the text field
  </Step>

  <Step title="Add to list">
    Click the **+** button to add each address
  </Step>
</Steps>

**Best for:**

* Quick invites to a small number of participants
* One-off invitations to specific customers
* Testing with internal team members

<Tip>
  You can also upload a CSV file with email addresses for bulk invitations.
</Tip>

***

### Contacts (CRM Integration)

If you've connected your CRM, you can invite participants directly from your synced contact list.

<Steps>
  <Step title="Open email invites">
    Click **Invite Participants** → **Send Email Invites**
  </Step>

  <Step title="Select Contacts tab">
    Click the **Contacts** tab
  </Step>

  <Step title="Search or browse">
    Find contacts using search or browse your synced list
  </Step>

  <Step title="Select contacts">
    Check the contacts you want to invite
  </Step>
</Steps>

**Best for:**

* Inviting specific customers from your database
* Targeting based on CRM attributes
* Maintaining consistent participant records across studies

<Note>
  Contacts require CRM integration. Contact support to set up your integration.
</Note>

***

### Segments

Invite pre-defined customer segments from your connected data sources.

<Steps>
  <Step title="Open email invites">
    Click **Invite Participants** → **Send Email Invites**
  </Step>

  <Step title="Select Segments tab">
    Click the **Segments** tab
  </Step>

  <Step title="Choose a segment">
    Select from available segments (e.g., "Loyal Customers," "Recently Churned")
  </Step>

  <Step title="Confirm">
    Review and confirm the invitation
  </Step>
</Steps>

**Best for:**

* Targeting specific customer groups
* Systematic research across customer segments
* Recurring studies with consistent audience criteria

**Example segments:**

* Recently churned customers
* High-value customers
* New users (signed up in last 30 days)
* Customers who contacted support
* Customers by subscription tier

<Note>
  Segments require integration with your CRM or customer data platform. Contact support to configure segments.
</Note>

***

## Managing Invitations

### Viewing Invite Status

The Invites tab shows all invitations with their current status:

| Status                    | Meaning                                     |
| ------------------------- | ------------------------------------------- |
| **Sent on \[date]**       | Invitation email was delivered              |
| **N/A**                   | No email sent (widget or link participants) |
| **Taken on \[date/time]** | Participant completed the interview         |

### Invite Actions

For each invitation, you can:

| Action          | Description                                      |
| --------------- | ------------------------------------------------ |
| **Resend**      | Send another invitation email                    |
| **Delete**      | Remove the invitation                            |
| **Copy** (icon) | Copy the unique invite link for this participant |

### Searching and Filtering

* Use the **Search** box to find specific participants by email, company, or other attributes
* Use the **Show** dropdown to control how many invitations are displayed per page

***

## Best Practices

<AccordionGroup>
  <Accordion title="Personalize when possible">
    Direct email invitations tend to have higher response rates than generic links. Participants appreciate being asked by name.
  </Accordion>

  <Accordion title="Set expectations">
    Let participants know how long the interview will take (typically 10-20 minutes). Clear expectations improve completion rates.
  </Accordion>

  <Accordion title="Time your invitations">
    Send invitations when participants are likely to have time to respond. Avoid holidays and weekends for B2B research.
  </Accordion>

  <Accordion title="Send reminders">
    Use the Resend action for participants who haven't responded after a few days. A gentle reminder can significantly improve response rates.
  </Accordion>

  <Accordion title="Mention incentives">
    If you're offering incentives, highlight them in your invitation. Even small incentives can meaningfully improve participation.
  </Accordion>
</AccordionGroup>

***

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="How many participants can I invite?">
    There's no limit to manual invitations. Invite as many customers as you need.
  </Accordion>

  <Accordion title="Can I invite the same person to multiple studies?">
    Yes, but be mindful of research fatigue. We recommend spacing out invitations to the same participants.
  </Accordion>

  <Accordion title="What email do participants receive?">
    Participants receive a branded email invitation with your study details and a unique link to begin the interview.
  </Accordion>

  <Accordion title="Can I customize the invitation email?">
    Contact support to discuss email customization options for enterprise customers.
  </Accordion>

  <Accordion title="Can I close invitations after reaching my target?">
    Yes. You can delete pending invitations to prevent additional responses.
  </Accordion>

  <Accordion title="How do I set up CRM integration?">
    Contact support to configure integration with your CRM (Salesforce, HubSpot, etc.) or customer data platform.
  </Accordion>
</AccordionGroup>