/
Communications and Surveys for Event Participants

Allocations

Support

Operations

Metrics

ACCESS Home

Communications and Surveys for Event Participants

If you use ACCESS Event Registration, you can send registrants communications and surveys through email before or after an event. You provide messaging and/or an external survey URL and preferred timing, and the system handles scheduling, delivery, optional reminders, tracking, and customizable email subjects and messages.

Set up an or email with or without a survey link

Pre-Event Email (optional)

Used to collect information before the event.

  • Survey URL: Paste your shareable link

  • Send timing: Minutes, hours, or days before event start

  • Default: 7 days before

Common uses: skill assessment, preparation needs, accessibility or logistics info.

Post-Event Email (optional)

Used to collect feedback after or during the event.

  • Survey URL: Paste your shareable link

  • Send timing options:

    • Minutes before event ends

    • Minutes, hours, or days after event ends

  • Default: Just before event end

Best practice: Surveys sent at or near the end of the event typically receive 2–3× higher response rates than those sent days later.

Reminders (optional)

Increase response rates by following up with non-respondents.

  • Number: 1 or 2

  • Defaults:

    • First reminder: 3 days after initial email

    • Second reminder: 7 days after initial email

Email Customization (optional)

Customize subject lines and message text for pre- and post-event surveys.

Available placeholders:

  • {event_title}

  • {event_date}

  • {registrant_name}

Survey Tool Requirements

  • Create your survey in a tool like Google Forms, Qualtrics, or SurveyMonkey with a publicly accessible web link

  • No login required (unless all registrants have accounts)

  • Link remains valid during the survey period

  • Survey links can be changed anytime before emails are sent

Monitoring & Tracking on the Survey Status Dashboard

From the event page, you can view:

  • Emails sent and scheduled

  • Delivery status (delivered, bounced, failed)

  • Send and delivery times

  • Email opens (if enabled)

Survey responses are tracked in your survey tool, not in this system.

Event Surveys in 5 Steps

Step 1: Create your Survey

Create your survey in a tool like Google Forms, Qualtrics, or SurveyMonkey.

  • Ensure the survey uses a public, shareable link

  • Avoid login requirements unless all registrants have accounts

  • Keep the link active for the full survey period

Step 2: Open the Event Editor

Create a new event or edit an existing one.

  • Scroll to the Survey Links section in the event form

Step 3: Add Survey Links

Pre-Event Survey

  • Paste your survey URL

  • Choose when to send it (minutes, hours, or days before event start)

  • Default timing: 7 days before the event

Use for skill assessment, preparation needs, or logistics.

Post-Event Survey

  • Paste your survey URL

  • Choose when to send it (before event end, or after the event)

  • Default timing: at event end

Best practice: Sending at or near the end of the event yields the highest response rates.

Step 4: Configure Reminders (optional)

Increase response rates by emailing non-respondents.

  • Enable reminders

  • Choose 1 or 2 reminders

  • Defaults:

    • First reminder: 3 days after initial email

    • Second reminder: 7 days after initial email

    • Cutoff: 14 days

Step 5: Customize & Monitor

Customize Emails (optional)

Edit subject lines and message text using placeholders:

  • {event_title}

  • {event_date}

  • {registrant_name}

Monitor Delivery

Use the Survey Status Dashboard on the event page to:

  • View sent and scheduled emails

  • Check delivery status and bounces

  • Resend emails if needed

Survey responses are collected in your survey tool, not in this system.