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Extracting questionnaire URLs

In some workflows, you may want to send questionnaire links to participants yourself — for example, to include them in your own branded email, embed them in a document, or distribute them through a different channel.

This page explains how to extract questionnaire URLs from Mindchart so you can use them however you need. Any results completed via those links will still appear automatically under the correct participant profile in Mindchart.

How it works​

When a questionnaire is sent from Mindchart, the participant receives an email containing a secure link to complete it. By routing that email to yourself using a placeholder participant record, you can capture the URLs and share them however suits your workflow.

Step 1: Create a placeholder participant​

When adding the participant, use a Mindchart team email address in the email field rather than the participant's real email.

To keep each participant identifiable, append the email address with + followed by any identifier you use for that participant. For example:

yourname+CLIENT001@mindchart.co.uk

This creates a unique dummy email for each participant, while routing the questionnaire email to your inbox. Complete the rest of the participant's details as normal.

Note: Contact the Mindchart team to confirm the correct email address to use for your organisation.

Step 2: Send the questionnaires​

  1. Go to Patients and select the placeholder participant
  2. Select the questionnaires you want to send
  3. Ensure email sent to patient remains enabled
  4. Click Send

Step 3: Retrieve the URLs​

You will receive an email to the address used in Step 1. This email contains a secure link for each questionnaire you selected.

From here you can:

  • Copy the links into your own email to the participant
  • Embed links in a document or patient portal
  • Adapt the surrounding message content as needed — just keep the links themselves intact

Step 4: Send to your participant​

Send the questionnaire links to your participant using whichever channel suits your workflow.

Once they complete the questionnaires, results will appear automatically in Mindchart under their profile.

Good practice​

  • Use a unique identifier in the email suffix for each participant so you can match incoming emails to the correct person
  • This approach requires a manual step to forward links — factor this into your workflow
  • Results are tied to the Mindchart participant profile, not the email address — so as long as the correct profile was used when sending, results will appear in the right place

Troubleshooting​

I didn't receive the email

  • Check your spam or junk folder
  • Confirm you used the correct Mindchart team email address
  • Contact the Mindchart team if the issue persists

Results aren't showing in Mindchart

  • Confirm the participant used the link from the email without modification
  • Check the questionnaire status — it should show as Completed
  • Verify you're viewing the correct participant profile