Follow ups to Pool emails or Study invites

With Ethnio Pool, you can easily send up to 3 follow-up emails ✅ for any study invite or pool distribution, but only 1 per participant ⚠️ (more on that below). These follow-ups can specifically target:

• People who received the email but didn’t open it yet
• People who opened the email but didn’t click the Ethnio link
• Everyone that didn't sign up yet (fill out the screener). This includes all the options above.

The tricky part: not spamming any one person ⚠️

To ensure a positive experience, each recipient can only receive one follow-up email in total, preventing excessive outreach. Also, built-in logic ensures that recipients who have already signed up or are blocked by Rules won’t receive additional emails. Please note that follow-ups apply only to emails sent on or after December 2, 2024.

Audience Management

In order to send follow ups, batches, and multiple random subsets, we save your total original audience for each distribution or study. This allows you to return to the same audience for future outreach. For example, if you select 1,000 people based on segments, filters, or sources, but only email 500, the total audience remains 1,000. That way you can come back and send the next batch or next random subset. You can still send a follow-up to a subset of the first 500 as well.

This approach ensures flexibility while maintaining control over your outreach.

How to send a follow up or next batch

Once you send a new distribution with a saved audience, head to Pool > Distributions and click the ellipsis / more options icon (...). From there, you can click send follow up or send the next batch.

Please note this will only work for distributions that have an audience.

Logic for follow ups and audience

Here are some of the details around how follow ups are calculated.

1. Excluding people: to ensure your follow-ups reach the right people, we exclude anyone that has:

• 🚫 Clicked the original distribution and signed up for your study, completed an external survey, etc.
• 🚫 Been blocked by eligible Pool Rules
• 🚫 Had failed or dropped emails from the original email. Mental!

2. Eligibility to receive a follow up

• ✅ Recipients of your initial distribution can each get only one follow-up email. This ensures nobody can be annoyed with follow ups.

3. Pool Rules Adherence:

• Follow-up emails will still adhere to almost all Pool Rules: restricted tags, opt outs, etc.
• However, Cool Down periods are an exception. They must be bypassed, or else no one would get a follow-up.

Timing & Recurrence 

Any sent distribution is eligible for follow-ups. You can send a one-time follow-up or schedule up to five recurring follow-ups based on your chosen interval. For example, if you send an invite to 1,000 people, you can set up two follow-ups for those who opened the email but didn’t click the link, with each follow-up sent one day apart. To streamline the process, you can also create a Pool email template with follow-up messaging built in.

Rules

One of the biggest issues when sending follow ups is that we ignore certain rules to let you follow up with eligible participants. Other rules are not ignored in a follow up:

Note: that if a potential recipient is blocked by rules in the first distribution, they won't be eligible to receive follow ups.

Audience (Filtered Automatically)

You can follow up with the entire successful audience of a past distribution, or select a common way to narrow down the audience. This is meant to be a fast way to get back in touch. To do more complex filtering and emailing, you can always use filters and turn off Cool Down rules to email a more complex audience.

Example numbers for a Follow Up

Let's say your original distribution had 1,000 people selected from Pool, but after it was sent, you had the following:

➖ 500 bounced, failed, or invalid emails

➖ 50 people opted out

➖ 10 people were no shows

➖ 50 people were tagged with a restricted tag

Your audience for the follow up 🟰 390