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Sending questionnaire reminders

Questionnaire reminders help increase completion rates without adding friction for participants. Mindchart allows you to resend questionnaire links when questionnaires haven’t yet been completed.

Before you start​

To send a reminder:

  • The questionnaire must already be sent to the participant
  • The questionnaire status should show as incomplete / not completed

Step 1: Find the incomplete questionnaire​

  1. Go to Participants
  2. Select the participant
  3. Look under Recent Questionnaire Requests and if the incomplete questionnaire is listed, click on the questionnaire.
  4. If the incomplete questionnaire is not listed, click View all to see all questionnaire requests for the participant and select the incomplete questionnaire.

Step 2: Send a reminder​

From the pending questionnaire entry, select one of the available options:

  • Send reminder
  • Resend link
  • Resend questionnaire

The participant will receive a new message with a secure link to complete the questionnaire.

Tip: If your workflow allows it, reminders are most effective when they are sent within 24–72 hours of the original send.

What happens when you resend?​

When you resend a questionnaire:

  • The participant receives a fresh reminder message and links to the incomplete questionnaire
  • The original questionnaire request remains the same (you are not creating a new result)
  • Completion will still attach to the existing pending request
  • The date sent will be uodated to the new send date.

A simple reminder schedule that works well in practice:

  • Reminder 1: 5–7 days after sending (if not completed)
  • Reminder 2: 14 days after sending (if still not completed)
  • Stop after: 2 reminders, unless there’s a clear reason to continue

Over-reminding can reduce trust and completion rates.

Common reasons questionnaires aren’t completed​

  • The participant missed the email or it went to spam
  • The timing wasn’t right (busy week, unwell, travelling)
  • They weren’t sure why the questionnaire was being used
  • The questionnaire felt too long or repetitive

A short note explaining why it matters can significantly improve completion.

Troubleshooting​

If a participant says they didn’t receive the reminder:

  • Ask them to check spam/junk
  • Confirm the email address in Mindchart is correct
  • Resend the link once more
  • Contact the Mindchart team if delivery issues persist