Creating Project-Specific Email Templates

Along with itracks' standard email templates, you may create your own personalized email templates for your Realtime project.

Quick Links for this article
Navigating to the Users Tab
Adding a new Template
Considerations for Custom Link activities
Editing a template
Deleting a template

Navigating to the Users Tab

Click the  Users tab and choose Add/Edit Email Templates

The Add/Edit Templates area lets you create new templates for your project or edit an existing template.

Adding a new Template

Click the Add button to add a new template.  A window will appear where you can create a new template or use an existing template.

The Create a New Template option will give a blank email where you can create a new template without starting with an existing template. 

The Use an Existing Template option lets you select from all the templates in the study to have a starting point to work with to make your own custom template. 

Subject - The subject line of the email.
 

Message Text - The body of the email message.  Type or copy and paste your email text in here.  You will be able to format the text using the buttons above the input box area.  

Insert Variable - Clicking the Insert Variable button brings up a list of all the variables that can be included in your email message.  These variables pass through participant and project information automatically so you do not have to manually input them each time and can send multiple emails to different people at the same time.

The right hand side will tell you what it will be piping into your email, the left hand side is the variable as you will see it in your template. Click on any of the details to insert the variable in your email. Please note not all variables will work in all activity types.

NOTE: For custom link sessions - the [JOINURL] variable will pass through the meeting link you inserted into the activity booking and take your participant directly to the Zoom or Teams session.

When you are done creating your email template click the Save button to save the template. 
 

Considerations for Custom Link activities

The default templates set up in the itracks qualitative research platform are set up to give users instructions on how to access the standard itracks platforms but can be customized quite easily to be used to send to anyone attending your research outside of itracks.   
 

You may want to make sure the wording in the reminders and invites match what you need to tell your study users about the project - depending on their role as well as swapping out the [LOGINURL] variable for the [JOINURL] variable.  

The [JOINURL] variable will send the user you are emailing the link you have set up as the meeting to join in the activity booking. The email reminders and  calendar invites by default use this variable but the standard invites do not at this time.  
 

If you do want them to log into itracks before going to their link you can provide the [LOGINURL] variable as needed.

 

Editing a template

Edit an existing email template by clicking the  button. 

Deleting a template

Delete an existing email template by clicking the button.