This article provides instructions for customers using Rally V1. Your Rally admin will let you know when it's time to switch to Rally for Teams. For customers using Rally for Teams, jump to the Rally for Teams section below.
Rally allows you to create custom, personalized email templates that can be reused throughout your workspace to save you time, improve participation rates, reduce the opportunity for errors or typos, and reduce the chance of being marked as spam. This allows you to include company branding and pre-approved language, and add personalization tokens to automatically populate emails with Participant names and other relevant study details. These templates can be tailored for various purposes, including screeners, confirmations, reminders, scheduling, and incentives.
Creating custom Email Templates ensures your team's communications are consistent and professional while saving everyone time to increase your research potential.
You can then select from premade Email Templates during the Email step when building a Study and easily customize the details within for the research being done.
Create a New Email Template
🚨 Creating Email Templates requires an Ops Manager, Researcher, or Admin role type.
In the top right corner of Rally, select your user icon and select 'Settings'.
From the sidebar, select 'Email Templates'.
Select 'Add Template' at the top right to create a new email template.
In the panel that opens, fill out all required details.
Template Name: Enter a name for this template that is descriptive, concise, and easily recognizable for teammates.
Email Type: Select the type of template you want to create. The option selected determines where this template will be available during Study creation or editing. Below is a list of all available Email Types:
All: Available for all email types
Interview Screener
Interview Scheduler
Interview Request Reschedule
Interview Confirmation
Interview Reminder
Signup Confirmation
Incentive
Unmoderated Test Screener
Unmoderated Test
Survey
Set As Default Template: After selecting the Email Type, you can optionally select "Set as default template" to apply this template to new studies.
Layout: Choose between a Plain Text or Branded layout.
We recommend using Branded templates for a more professional outreach that displays your company's logo and brand colors, which improves your Participant experience and increases participation rates.
For a more personal approach, use Plain Text.
Email Subject: Enter the desired subject line for all emails using this template, unless otherwise edited during Study setup.
Where relevant, we suggest including Personalization Tokens within the subject line to include Participant Name or Study Name to enhance engagement.
Email Body: Enter the desired body of the email.
Where relevant, we suggest using Personalization Tokens within the body of the email. Personalization Tokens allow you to incorporate customized data points, such as Participant name or Study name, enhancing engagement and reinforcing your brand perception.
💡 Double-click to edit existing Personalization Tokens.
Email Body Formatting and Customization: Use the toolbar at the bottom of the Email Body field to customize your emails using our many options.
Use text formatting to change the font, size, and color, color highlighted text, add bulleted or numbered lists, and change text alignment.
Add pictures.
Add custom links that can be displayed as links or buttons, edit the Display Text, Link URL with the option to add Hidden Fields, change the Display Color, or even use your Brand color.
Add Personalization Tokens to personalize the message
Insert relevant links, such as your shareable Screener link.
Unsubscribe Link: Optionally, include a link at the bottom of your emails allowing participants to stay unsubscribed. We recommend enabling this feature to help you stay compliant with local spam laws and improve email deliverability.
Select 'Preview Email' to preview how this email will appear to Participants. After previewing, make any adjustments to ensure everything is correct, accurate, and professional.
Select 'Send Test Email To Myself' to further confirm everything appears as expected.
After confirming everything is correct and looks good, select 'Save Email Template' to save this for your entire Workspace.
By creating email templates in Rally, you can streamline your communication processes, save time, and maintain consistent branding and messaging across your workspace.
💡 Learn our best practices to improve spam rate and email deliverability and how Rally protects your email-sending reputation and ensures deliverability with Email Health Thresholds. Set up Custom Domains in Rally to further improve emailing.
Rally for Teams
The steps above are for customers using Rally V1. The section below includes specific instructions for customers using Rally for Teams.
Rally allows you to create custom, personalized email templates that can be reused throughout your workspace to save you time, improve participation rates, reduce the opportunity for errors or typos, and reduce the chance of being marked as spam. This allows you to include company branding and pre-approved language, and add personalization tokens to automatically populate emails with Participant names and other relevant study details. These templates can be tailored for various purposes, including screeners, confirmations, reminders, scheduling, and incentives.
Creating custom Email Templates ensures your team's communications are consistent and professional while saving everyone time to increase your research potential.
You can then select from premade Email Templates during the Email step when building a study and easily customize the details within for the research being done.
Create a New Email Template
🚨 Creating email templates requires the "Create and modify email templates settings" permission. This includes the Rally default roles Admin, Ops Manager, or Researcher.
From the navigation sidebar, select Templates.
Select Emails from the tabs at the top to switch between template types.
Select + New in the top right to create a new email template.
In the new template, fill out all required details.
Template Name: Enter a name for this template that is descriptive, concise, and easily recognizable for teammates.
Email Type: Select the type of template you want to create. The option selected determines where this template will be available during study creation or editing. Below is a list of all available Email Types:
All: Available for all email types
Interview Screener
Interview Scheduler
Interview Request Reschedule
Interview Confirmation
Interview Cancellation
Interview Reminder
Signup Confirmation
Incentive
Unmoderated Test Screener
Unmoderated Test
Survey
Layout: Choose between a Plain Text or Branded layout.
We recommend using Branded templates for a more professional outreach that displays your company's logo and brand colors, which improves your participant experience and increases participation rates.
For a more personal approach, use Plain Text.
Email Subject: Enter the desired subject line for all emails using this template, unless otherwise edited during study setup.
Where relevant, we suggest including Personalization Tokens within the subject line to include Participant Name or Study Name to enhance engagement.
Email Body: Enter the desired body of the email.
Where relevant, we suggest using Personalization Tokens within the body of the email. Personalization Tokens allow you to incorporate customized data points, such as Participant name or Study name, enhancing engagement and reinforcing your brand perception.
💡 Double-click to edit existing Personalization Tokens.
Email Body Formatting and Customization: Use the toolbar at the bottom of the Email Body field to customize your emails using our many options.
Use text formatting to change the font, size, and color, color highlighted text, add bulleted or numbered lists, and change text alignment. Select More for all options.
Add pictures.
Add custom links that can be displayed as links or buttons, edit the Display Text, Link URL with the option to add Hidden Fields, change the Display Color, or even use your Brand color.
Add Personalization Tokens to personalize the message
Insert relevant links, such as your shareable screener, survey, scheduler, or consent link. Note: Scheduler or Unmoderated Test links will bypass the screener and allow participants to schedule or begin the activity.
Unsubscribe Link: Include a link at the bottom of your emails allowing participants to stay unsubscribed. 💡 We recommend enabling this feature to help you stay compliant with local spam laws and improve email deliverability.
Select the Preview button in the top right to preview how this email will appear to participants. Then make any adjustments to ensure everything is correct, accurate, and professional.
Select the Send to myself button to further confirm everything looks good by sending yourself a test email.
After confirming everything is correct, select Save changes to save the template.
Permissions Access: Select the Permissions tab at the top to configure which teams have access to view or use this template, or leave as is if the Entire workspace has access. Access permissions for new templates are set to "Entire workspace has access" by default. Select the dropdown to assign access to specific team(s).
Assign Teams:
From the dropdown, select Only specific teams have access.
With this access setting, at least one team is required.
Select + Add teams.
Select the Team dropdown to search and select existing teams.
Add multiple teams at once by selecting more teams.
Select Add Teams to confirm.
Remove Teams:
Select the x icon to the right of a team to remove their access.
Select Save changes in the top right corner to apply your edits.
From the side nav bar, you can now select a team's name and Templates to view the templates they are assigned to, including all workspace wide and those assigned specific team access.
By creating email templates in Rally, you can streamline your communication processes, save time, and maintain consistent branding and messaging across your workspace.
💡 Learn our best practices to improve spam rate and email deliverability and how Rally protects your email-sending reputation and ensures deliverability with Email Health Thresholds. Set up Custom Domains in Rally to further improve emailing.
Manage Email Templates
Manage existing email templates easily from Templates; select the Emails tab.
Edit Email Templates
Select the name of an email template to open it and begin editing. Make changes to the content, name, and more, or select the Permissions tab to change which teams have access to it. Save changes to apply.
Note: Editing email templates does not update existing studies that use that template, only future studies or emails that use that template, to avoid issues.
Delete Email Templates
Select the 3 dots on the right of any email templates and select Delete, then confirm you would like to Delete in the pop-up.
Duplicate Email Templates
Select the 3 dots on the right of any email template and select Duplicate. A new question template will be automatically create with the same name + (copy). Select the name to open and begin editing. Select Save changes to apply.
