Collect and Associate Respondent Data: Standard Fields, Custom Fields and Personalized Links

Vocal Video lets you associate information with each respondent and their video response. You can either:

• Gather information from the respondent when they submit their video.
• Pass information you already know through a personalized collector link.

You can associate both standard respondent information and custom data with a response.

Standard respondent information

The standard respondent fields are:

• Name
• Email address
• Job title
• Company name

Name and email are required on the Attribution screen. Job title and company name are optional, and you can choose whether to ask for them in the collector’s Attribution settings.

You can gather this information from the respondent on the Attribution screen or pass information you already have in a personalized collector link. Name and email passed in the link are prefilled on the Attribution screen. Job title and company name are also prefilled if you’ve enabled those fields in the collector’s Attribution settings. Respondents can review or change the information.

Custom information (for Pro, Scale and Enterprise plans)

You can associate up to three custom values with a response using:

• custom_1
• custom_2
• custom_3

Custom fields can contain information such as:

• Customer or CRM ID
• Transaction or order ID
• Location
• Product
• Campaign or marketing segment
• Account type

Vocal Video provides three custom fields. You can use them to gather information from respondents or to pass information you already know. If you enable a custom field as a Custom Form Field, it appears on the Attribution screen. Otherwise, information passed through that field is saved with the response without being shown to the respondent.

In older Vocal Video documentation, custom information passed without displaying it to the respondent may be called Custom Data or a Custom Data Field.

Gather custom information from the respondent

Use a Custom Form Field when you want to ask the respondent for additional information on the Attribution screen.

In the Collector Editor, open Attribution. Under Custom Form Fields, click Manage.

For each field you enable, you can:

• Give it a respondent-facing name.
• Make it required or optional.

For example, you could enable custom_1 as a Custom Form Field called Location. Respondents would then be asked to enter their location on the Attribution screen.

You can also prefill a Custom Form Field through a personalized collector link. The respondent can review or change the prefilled value.

Pass custom information without showing it to the respondent

When you want to associate information with a response without displaying it on the Attribution screen, you pass the information through custom fields.

Pass the value through the collector URL using custom_1, custom_2, or custom_3. For example:

https://vocalvideo.com/c/your-collector-url?custom_1=CRM-84729

If custom_1 is not enabled as a Custom Form Field, CRM-84729 is saved with the response but isn’t shown to the respondent. This is useful for internal identifiers such as customer IDs, transaction IDs, and campaign information.

If custom_1 is enabled as a Custom Form Field, the value is prefilled on the Attribution screen, where the respondent can review or change it.

A few things to keep in mind:

• The same three custom fields—custom_1, custom_2, and custom_3—can be used either as visible Custom Form Fields or to pass information without displaying it to the respondent. Enabling a Custom Form Field determines whether that field appears on the Attribution screen; it does not create an additional field.
• Decide what each custom field represents before generating links. For example, always use custom_1 for Location and custom_2 for Customer ID within that collector.
• If you name custom_1 Location, you must still use custom_1 in the URL—not location.

Pass respondent information with a personalized collector link

You can pass standard and custom information in the same collector URL:

https://vocalvideo.com/c/your-collector-url?name=Jane%20Doe&email=jane%40doe.co&custom_1=Premium%20Plan&custom_2=San%20Jose&custom_3=CRM-84729

In this example, Vocal Video associates the response with Jane Doe and the three custom values.

Personalized links are particularly useful because they:

• Work well when sending invitations from a CRM, marketing automation platform, survey platform, or another system where you already have respondent information.
• Help identify someone who records a response but leaves before completing the Attribution screen.

Passing information in the URL is optional. Include only the information you want to prefill or associate with the response.

Create a personalized link for one respondent

1. Open the collector in the Collector Editor.
2. Click Get Responses.
3. Click Get a link to share.
4. Click Create a personalized link for a respondent.
5. Enter the information you want to include.
6. Copy the personalized link and send it to the respondent.

The personalized link builder shows name and email, job title and company name if enabled, and any enabled Custom Form Fields.

To pass custom data that isn’t enabled as a Custom Form Field, add custom_1, custom_2, or custom_3 directly to the URL or generate the link through another system.

Create personalized links from another platform

You can generate personalized collector links dynamically from a CRM, marketing automation platform, survey tool, or another system.

From Get Responses, select Create links for your CRM / marketing automation platform to find ready-made URL formats for supported platforms.

The basic format is:

https://vocalvideo.com/c/your-collector-url?name=RESPONDENT_NAME&email=RESPONDENT_EMAIL&job_title=JOB_TITLE&company_name=COMPANY_NAME

To pass custom information, add custom_1, custom_2, or custom_3:

https://vocalvideo.com/c/your-collector-url?email=RESPONDENT_EMAIL&custom_1=CUSTOMER_ID

Replace the example values with the appropriate variables from your system. Each URL parameter is optional.

Dynamic values should be URL-encoded so that spaces, punctuation, and other special characters don’t break the link.

Access custom data

Values passed through custom_1, custom_2, and custom_3 are saved with the response. You can view them in Vocal Video and include them in supported integrations and CSV exports.

For example, you could pass a transaction ID with an invitation and later use it to match the video response to the corresponding transaction.

Download respondent data as a CSV

1. Open the collector.
2. Select Responses.
3. Click the Download responses as CSV icon near the top of the page.

• Name
• Email address
• Job title
• Company name
• The values stored in custom_1  , custom_2  , and custom_3  

Keep sensitive information out of personalized links

Information passed using these parameters is included in the URL. Don’t use personalized links to pass passwords, access tokens, payment card or bank account numbers, or other sensitive personal information.