Invitations, Reminders and Thank You Emails (Template text)

When you are ready to invite participants into your engagement, you can find everything you need by clicking the engagement card and selecting the "Invite" button or by clicking the Management menu (the one that looks like three dots) in the right-hand corner of the engagement card and selecting 'Invite'.

You share as many options as you like for joining the engagment with your participants, from simply sharing the link, to using the templated email text built into the software, to the 9-digit code. If you're looking to keep things simple, sharing the link is a great, direct option.

If you opt to use the templated email text, you can copy it all with one click and easily paste it into your email platform of choice. You can make any changes you like before sending it out.

If you used the Contact Upload feature to automatically send participation links to your community, the Invite option will allow you to choose participants again, then customize and preview your invitation text.

If you would like to post your link to social media using ThoughtExchange graphics, you can download this sample photoshop file at the link below. If you use the ThoughtExchange social media handles, we can also engage with the post to help improve its visibility. On Facebook and LinkedIn we are @ThoughtExchange and on Twitter/X we are @thoughxchng.

Link to download photoshop file: https://www.dropbox.com/scl/fi/fr0pz1rf3g9fw6vg1cf75/Exchange-Template.psd?rlkey=nknkwb8z3yv7p9kxtv412uwoz&dl=0 

A friendly reminder: With the expanded reach of social media also comes less control over who sees and has access to your link. Consider everyone who could participate before you share your link widely.

Note: The 'Invite' option for each Exchange also offers example text that includes the unique link to the Exchange. 

Hello <insert name of person or group of people - e.g. colleagues, community, parents, students, staff, etc.>

We need your input on <topic> to <enter outcome objective/progress you are trying to make>. To gather your feedback, we're using a tool called ThoughtExchange. All of our voices matter, so your participation is crucial and valued. 

Click here to participate: <insert link>

You'll be asked to respond to one open-ended question, consider and assign ratings to some of the ideas shared by others (20 to 30 is ideal), and learn what's important to the group. You can rate as many thoughts as you’d like before moving on to 'View results' where you can see all the thoughts sorted by the average rating.

Your thoughts and ratings are confidential. You can come back as often as you'd like to participate and, in fact, we ask that you do come back to rate some of the new ideas shared since you first participated. The ratings will help us understand the most important areas to focus on for <insert goal ex. improvement>.

Participation will be open until <date>.

If you need technical help, please call ThoughtExchange at 1-800-361-9027 ext. 4 or email help@thoughtexchange.com

Thank you in advance for your help and input.

For more information visit: www.thoughtexchange.com

Note: The 'Invite' option for each survey also offers example text that includes the unique link to the survey. 

Hello <insert name of person or group of people - e.g. colleagues, community, parents, students, staff, etc.>

We need your input on <topic> to <enter outcome objective/progress you are trying to make>. To gather your feedback, we're using a tool called ThoughtExchange. All of our voices matter, so your participation is crucial and valued. 

Click here to participate: <insert link>

This survey will be open until <date>.

If you need technical help, please call ThoughtExchange at 1-800-361-9027 ext. 4 or email help@thoughtexchange.com

Thank you in advance for your help and input.

Sending reminder emails is an important part of running a successful Exchange. Part of what makes an Exchange unique is that new thoughts are being added all the time and new ideas will have been shared since your participants first took part. Consider these sample reminders as a great way to boost participation and get reliable rating data on as many thoughts as possible. When you get to the analysis stage, you will be glad you did.

If you’re running a survey, a midway reminder will help boost participation from those who may not have participated yet, or from those who may not have completed answering all the questions.

Note: For surveys sent via unique links, we'll send participants who have not completed the survey two reminders: one midway through and another 2 days before the deadline. If there's no set deadline, we'll send the first reminder when 15% of invitees have participated and the second at 70%. This helps ensure everyone gets a chance to share their valuable input.

1st Reminder to Increase Participation:

Send a customized version of this text to your participants about halfway through an exchange to promote rating or sharing in an Exchange.

Hi,

Here’s an update on our ThoughtExchange.

[IMAGE HERE, SCREEN CAPTURED FROM APP. EXAMPLE BELOW]

There are some great ideas in this Exchange,  and we need your help to make sure we understand what’s most important to you. If you’re game, please head back into the Exchange and rate more thoughts. 

Here’s just one of many great thoughts from the Exchange that could still use some more ratings:

[IMAGE HERE, SCREEN CAPTURED FROM APP. EXAMPLE BELOW]

Please use this link to jump back into the Exchange and add ratings to show how strongly you agree or disagree with this, and other thoughts. https://my.thoughtexchange.com/#XXXXXXXXX

The Exchange will be open until [INSERT TIME] on [INSERT DATE]. Please take some time to participate before then. 

The results of this ThoughtExchange will help us understand your concerns and what you see as opportunities around [TOPIC]. Everyone’s voice matters, so your participation is crucial and valued. 

Thanks!

2nd Reminder (optional)

Send a customized version of this email to your participants the day before the Exchange closes to inspire rating. (Don’t ask for more sharing at this late stage.)

Hello again,

Good news, we’ve had lots of participation in the ThoughtExchange since the last reminder!

[OPTIONAL PARAGRAPH] Now, we need your help to make sure everyone’s thoughts get considered.
We have plenty of new thoughts in the Exchange, but we need more ratings on those thoughts to know how they are resonating with people like you.

[IMAGE HERE, SCREEN CAPTURED FROM APP. EXAMPLE BELOW]

Please use this link to jump back in the Exchange, do some more rating and check out what thoughts are rising to the top: https://my.thoughtexchange.com/#XXXXXXXX

The Exchange is scheduled to close by end of day on [INSERT DATE]. So please take some time to participate before then. 

We appreciate your participation and contribution to this discussion. Let’s make the most of this opportunity to talk about what really matters to you as a group and learn together. Thank you!

Reminder 3 - Final Reminder

Send a customized version of this email to your participants on the morning of the day the Exchange closes. 

Hello,

Today is the last day to participate in the ThoughtExchange. We’ve had great learning and amazing participation so far. Take a look at this Wordcloud of ideas that have already been shared: 

Please use the link below to jump back into the Exchange and add a few more ratings to thoughts before the end of day. Let’s see if we can get to XXXX ratings!

https://my.thoughtexchange.com/#XXXXXXX

Thanks,

A note about surveys

Traditional surveys may not require return participation like an Exchange, but sending a reminder helps to capture those who have not yet participated

[Ideally, within 1-2 days of an engagement closing a short email should come from leaders, thanking them for participation and letting them know what's next.

The Summary Report from the Results Dashboard or a custom report should follow within 1-4 weeks.]

Sample Text For Exchanges

Dear <STAKEHOLDERS>,

We greatly appreciate your participation in the ThoughtExchange on <TOPIC>

Please follow the link below to explore the <top thoughts and/or themes> from the exchange.

<INSERT REPORT LINK>

Our next steps are <EXPAND ON NEXT STEPS AS OUTLINED IN YOUR INTRODUCTION>

Again, thank you so much for contributing to our success and growth. Your participation in the process was invaluable.

Thank you,