Email Invitations
Email invitations are automatically sent from Propane when you add participants with the “Send email invitation” option enabled.What participants receive
When you send an email invitation, participants receive:- A personalized email from your configured sender profile
- A unique link that tracks their specific session
- Any custom messaging you’ve configured in the interview landing page
Sending invitations
- During participant addition
- After participant addition
When adding participants (manually or via CSV), check the Send email invitation option to immediately trigger the invitation email.
Email deliverability
Sender configuration
Sender configuration
Emails are sent from the sender profile you selected during interview creation. Make sure your sender profile is properly configured with:
- A recognizable sender name
- Your organization’s branding (if configured)
Spam considerations
Spam considerations
Direct Link Distribution
Every participant gets a unique session link that you can share through any channel you prefer.Copying session links
- Navigate to the Participants tab of your interview
- Find the participant in the list
- Click the three dots menu (…) next to their name
- Select Copy Session Link
Link characteristics
- Unique per participant - Each link is tied to a specific participant and cannot be shared
- Pre-filled context - The AI already knows the participant’s information (name, company, NPS score, etc.)
- Single use - Once completed, the link shows the thank you message
- No expiration - Links remain valid unless you remove the participant
Common use cases
Personal outreach
Send via Slack, Teams, or direct message for high-touch engagements
In-app messaging
Trigger via Intercom, Zendesk, or your customer support tool
SMS campaigns
Include in text message campaigns for mobile-first audiences
Custom workflows
Integrate into your own notification systems via API
Walk-in Distribution
Walk-in interviews allow anyone to participate without being added as a participant first. This is ideal for open feedback collection.Enabling walk-in mode
Walk-in access is configured during interview creation or can be enabled later:- Open your interview settings
- Enable Walk-in mode in the distribution settings
- Participants will be prompted to enter their information before starting
Walk-in vs. standard distribution
| Feature | Standard Invitations | Walk-in Mode |
|---|---|---|
| Participant pre-registration | Required | Not required |
| AI context | Has full participant data | Only has what user provides |
| Best for | Targeted feedback, NPS follow-ups | Open feedback, website widgets |
| Access control | One unique link per person | One shared link for everyone |
Walk-in use cases
- Website feedback widgets - Embed on your site for visitor feedback
- Event QR codes - Print QR codes at events for instant feedback collection
- Public feedback forms - Share one link via social media or community forums
- In-store tablets - Set up kiosks for customer feedback at physical locations
Collecting participant information
In walk-in mode, the interview will prompt users to provide:- First name
- Last name
- Email address
Once a walk-in participant completes the signup form, they appear in your Participants list just like invited participants.
Best Practices
1
Choose the right distribution method
- Email invitations for formal, tracked outreach to known contacts
- Direct links for personal, high-touch engagement through existing channels
- Walk-in mode for open, public feedback collection
2
Personalize your messaging
Use dynamic variables like
{{participant_name}} in your landing page text to create personalized experiences, especially for email and direct link distribution.3
Track engagement
Monitor the Participants tab to see who has:
- Received invitations
- Opened the interview page
- Started the interview
- Completed the interview
- Not yet responded (for follow-up)