Emails, texts & reminders
Invitations, sign-in links, survey reminders, texts and automatic emails.
- Invite a participant to the portalOpen the participant, find the Portal Access card and click Send invitation. Give a short reason and click Send link. The participant gets an email with a sign-in link that works once, for 24 hours. Add or fix their email first with Edit or Invite to Portal.For Site coordinators & staff, Investigators
- Resend a sign-in link or send a survey linkTo give a participant a new way in, click Resend link on their Portal Access card. To send one survey directly, click Send survey link next to the open survey and then Send email: the link opens that survey with one tap until it closes.For Site coordinators & staff, Investigators
- Set survey invitation and reminder emailsOpen Settings > Notifications > Email templates > Participant survey emails. Keep the built-in timing (when a survey opens, a day later and a day before it closes) or switch on Own timing, and edit the wording of each email. Quiet hours are set under Email settings.For Study owners & admins
- Send survey reminders by text messageAsk participants to opt in with the SMS block on the consent form (or an SMS opt-in question), then switch on Text message reminders in Settings > Notifications > SMS templates. Texts follow the same timing and quiet hours as reminder emails, and participants can reply STOP at any time.For Study owners & admins, Site coordinators & staff
- Set up automatic emails and email templatesIn Settings > Notifications > Email templates, use Participant Emails to add an automatic email for an event (consent signed, randomized, before a visit and more), Built-in emails to switch standard emails off, and Email library to write your own templates.For Study owners & admins
- Let participants use email links onlyIn Settings > Participant Portal, switch on Email links only (no portal home screen) under How participants open their surveys. Participants then open each survey from its email with one tap and see only the surveys open now.For Study owners & admins
- Customize the participant portal and sign-up pagesIn Settings > Participant Portal > Portal & screens, edit the Participant Portal card: welcome text and video, logo, banner and accent colour, support contacts and FAQs, and engagement features such as Let participants save and finish later. Click Save Changes and use Preview.For Study owners & admins
- Check whether an email was sent (email log)Open Settings > Notifications > Email log. It lists the latest 200 automatic emails with their full text and status: sent, waiting, failed or retired. Filter by site or participant and open a row to see why an email was not sent.For Study owners & admins, Site coordinators & staff
Still need help?
Email support@capture.study or use the contact form. Tell us the study name, what you were trying to do and the exact message on screen; a screenshot helps.
Please never send participant names, contact details or health information to support.