---
title: Built-in help guide for Distribution Portal  Customers
description: The following guide is available inside the platform by default.
---

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1. [Knowledge Base](https://help.pointerpro.com/?hsLang=en)
2. [Distribution Portal](https://help.pointerpro.com/distribution-portal?hsLang=en)
3. [Configuration](https://help.pointerpro.com/distribution-portal?hsLang=en#configuration)

# Built-in help guide for Distribution Portal  Customers

## The Distribution Portal allows you to send questionnaires, manage contacts, track responses, and download reports from one place.

The following help guide is included in the Distribution Portal by default and serves as a starting point for administrators creating a help guide for their customers.

We recommend customizing the content to reflect your organization's workflows and processes.

For reference, the original guide, including its text and screenshots, is provided below.

Learn [here](https://help.pointerpro.com/configuring-your-distribution-portal#team-help-guide) how to adjust your built-in help guide or [here](https://help.pointerpro.com/configuring-your-distribution-portal#help-guides) how to add different help guides per customer.

Learn [here](https://help.pointerpro.com/migration/knowledge/configuring-distribution-portal-accounts?hsLang=en) how to set up your customer accounts.

#### Customer zone

### 1. Create a Campaign

Campaigns allow you to send one or more questionnaires to your contacts.

1. Open the Campaigns tab and click Create a new campaign (or Add your first campaign if this is your first one).
2. Enter a Campaign title
3. Select the questionnaire(s) you want to send. You can search by name or select multiple questionnaires.
4. Click Next step.

![Built-in Help Guide - select questionnaires](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20select%20questionnaires.png?width=650&height=266&name=Built-in%20Help%20Guide%20-%20select%20questionnaires.png)

### 2\. Add Recipients

You can send questionnaires to individual contacts or contact lists. We recommend using lists to organize recipients and reuse them in future campaigns.

#### Select or create a Contact List

On the Recipients screen, click Select to choose an existing list or Create new list to create one.

![Built-in Help Guide - contact list window](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20contact%20list%20window.png?width=450&height=458&name=Built-in%20Help%20Guide%20-%20contact%20list%20window.png)

When creating a new list, enter a name and choose how you'd like to add contacts:

- **Add contacts manually**: Enter contacts individually.
- **Upload a .CSV file**: Import multiple contacts at once.
- **I will add contacts later**: Create an empty list and add contacts afterward.

![Built-in Help Guide - create a new list](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20create%20a%20new%20list.png?width=650&height=253&name=Built-in%20Help%20Guide%20-%20create%20a%20new%20list.png)

#### Add contacts manually

Enter the contact's first name, last name, and email address. These fields are required. You can also add their company and additional information.

To give a contact access to their own self-service portal, check Create an account for this contact. They will receive an email to set up their password.

Click Add contact when finished.

![Built-in Help Guide - add contacts manually](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20add%20contacts%20manually.png?width=450&height=545&name=Built-in%20Help%20Guide%20-%20add%20contacts%20manually.png)

You can continue adding contacts or remove contacts from the list using the checkboxes.

**NOTE**

Removing a contact from a list does not delete the contact from your portal.

#### Import contacts using a CSV file

To add multiple contacts at once:

1. Select **Upload a .CSV file**.
2. Click **Download example** to download the CSV template.
3. Enter your contacts using the existing column headings: First name, Last name, Email, Personal ID, and Custom data.
4. Save the file in CSV format and upload it, or drag and drop it into the upload area (maximum 10 MB).
5. Click **Upload contacts**.

**WARNING**

Do not change the column headings or their order, as this may cause the import to fail.

![Built-in Help Guide - attach a csv file](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20attach%20a%20csv%20file.png?width=450&height=538&name=Built-in%20Help%20Guide%20-%20attach%20a%20csv%20file.png)

You'll receive a notification when your contacts have been imported.

Once your contacts are ready, select the lists you want to include in your campaign and click **Add lists to recipients**.

**NOTE**

If a contact appears in multiple selected lists, they will receive only one invitation. Duplicate recipients are automatically excluded from the total invitation count.

### 3\. Configure Your Campaign Email

#### Send information

You'll find these settings on the **Recipients** screen, below your selected recipients. Configure the following:

- Sender name: The name recipients will see in their inbox.
- Reply to email: The email address that will receive replies from recipients.

By default, emails are sent from **info@su.vc**. This inbox is not monitored, so you must provide a valid reply-to address.

**WARNING**

Avoid using an unmonitored or no-reply email address, as this can increase the likelihood of emails being marked as spam.

#### Send emails from your own domain (optional)

You can send invitations using your own domain once it has been verified.

To verify your domain, create a new **TXT record** in your DNS settings at the top level of your domain, containing the following value:

pp-verification=xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx

This requires some technical knowledge but only takes a few minutes. Domain verification is only required once.

Once your domain is verified, enable **Do you want to send the email from your own domain?** and enter your email address.

![Built-in Help Guide - send email from your own domain](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20send%20email%20from%20your%20own%20domain.png?width=602&height=323&name=Built-in%20Help%20Guide%20-%20send%20email%20from%20your%20own%20domain.png)

#### Compose your invitation

1. Enter the Email subject and message.
2. Click the {x} button to insert personalized variables.
3. Include the appropriate questionnaire link variable so recipients can access their questionnaire.
4. Click Send a test email to my email address to preview your invitation.
5. When you're satisfied, click Next step.

Variables automatically insert information such as contact details and questionnaire links. They begin with \*| and end with |\*.

If your campaign includes multiple questionnaires, each questionnaire will have its own unique link variable.

**IMPORTANT**

Do not manually modify variables, as incorrect formatting may prevent them from working.

![Built-in Help Guide - send a test email from my email address](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20send%20a%20test%20email%20from%20my%20email%20address.png?width=602&height=546&name=Built-in%20Help%20Guide%20-%20send%20a%20test%20email%20from%20my%20email%20address.png)

### 4. Schedule Your Campaign and Reminders

#### Schedule your campaign

Choose when you would like your invitations to be sent:

- **Send as soon as possible:** Your campaign will be processed at the next available hourly sending interval.
- **Schedule later:** Select a specific date and time.

You must also select an **End date** and time for your campaign.

NOTE

Campaigns are processed hourly. For example, a campaign scheduled for immediate delivery at 10:25 AM will be processed at approximately 11:00 AM. Delivery may vary depending on the number of scheduled emails.

When your campaign ends, its questionnaire links are disabled, and unused invitations are credited back to your account.

Click **Schedule** to confirm, **Save as draft** to finish later, or **Previous** to return to the preceding step.

![Built-in Help Guide - schedule campaign](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20schedule%20campaign.png?width=602&height=476&name=Built-in%20Help%20Guide%20-%20schedule%20campaign.png)

#### Set up reminders

You can schedule up to **3 reminder emails** per campaign.

1. Click **Add reminder email**.
2. Choose when the reminder should be sent. You can select one week, one month, or a custom date.
3. Select who should receive the reminder: 
     - All contacts
     - Contacts who haven't responded yet
     - Contacts who haven't opened the email yet
4. Enter the reminder's subject line and email content.
5. Click **Save and schedule**.

You can also save a reminder as a draft or remove it.

![Built-in Help Guide - add reminder](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20add%20reminder.png?width=602&height=438&name=Built-in%20Help%20Guide%20-%20add%20reminder.png)

![Built-in Help Guide - save reminder](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20save%20reminder.png?width=602&height=523&name=Built-in%20Help%20Guide%20-%20save%20reminder.png)

Once your reminders are configured, click **Done** to return to the main screen.

![Built-in Help Guide - finish campaign](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20finish%20campaign.png?width=670&height=149&name=Built-in%20Help%20Guide%20-%20finish%20campaign.png)

#### Manage scheduled campaigns

From the **Campaigns** tab, you can view the status of your campaigns and reminders. Each campaign and reminder shows one of the following statuses:

![Built-in Help Guide - campaign status](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20campaign%20status.png?width=600&height=193&name=Built-in%20Help%20Guide%20-%20campaign%20status.png)

To edit a scheduled campaign, open it and click **Revert to draft**.

### ![Built-in Help Guide - revert to draft](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20revert%20to%20draft.png?width=350&height=445&name=Built-in%20Help%20Guide%20-%20revert%20to%20draft.png)

### 5. Manage Contacts and Lists

The **Contacts** tab allows you to manage your contacts independently of campaigns.

#### Add or edit contacts

To add a new contact, click **Add contact** and choose to enter their information manually or upload a CSV file.

To update an existing contact, click **Edit** next to their name and make your changes.

You can also select contacts and use the **Action** dropdown to:

- **Add to list:** Add selected contacts to an existing list.
- **Delete:** Permanently delete selected contacts after confirming.

![Built-in Help Guide - contacts tab](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20contacts%20tab.png?width=602&height=228&name=Built-in%20Help%20Guide%20-%20contacts%20tab.png)

#### Manage contact lists

Use the **Contact lists** section to organize your contacts.

- **Create a list:** Create a new contact list.
- **Add existing contacts:** Select contacts to add to a list.
- **Edit list:** Rename or delete a list.
- **Manage contacts:** Add or remove contacts from an existing list.

![Built-in Help Guide - contact lists tab](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20contact%20lists%20tab.png?width=600&height=201&name=Built-in%20Help%20Guide%20-%20contact%20lists%20tab.png)

**NOTE**

Removing a contact from a list does not delete their contact record.

#### Manage Contact Zone access

You can give individual contacts access to their own self-service portal.

When adding or editing a contact, select **Create account**. The contact will receive an activation email to set up their password.

![Built-in Help Guide - create contact account](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20create%20contact%20account.png?width=450&height=547&name=Built-in%20Help%20Guide%20-%20create%20contact%20account.png)

To revoke access, click **Remove account**.

![Built-in Help Guide - revoke customer access](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20revoke%20customer%20access.png?width=450&height=545&name=Built-in%20Help%20Guide%20-%20revoke%20customer%20access.png)

Removing an account only removes the contact's portal access. It does not delete their contact record or remove them from existing lists.

### 6. View Questionnaires and Results

#### Questionnaires

The **Questionnaires** tab displays your available questionnaires, their descriptions, and invitation usage.

You can:

- Click **Preview** to view a questionnaire.
- Click **Results** to access its responses.

#### View Results

Open the **Results** tab to review submitted responses.

You can filter results by **Campaign** or **Questionnaire** using the dropdown menus, then click **Apply**.

If you access results directly from a campaign or questionnaire, the relevant filter will already be applied.

Click **Individual results** to review responses and access individual reports.

![Built-in Help Guide - download individual PDF](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20download%20individual%20PDF.png?width=600&height=145&name=Built-in%20Help%20Guide%20-%20download%20individual%20PDF.png)

#### Download the individual reports

1. Open Individual results.
2. Find the relevant contact
3. Click Download
4. Follow the download link provided once the report is generated.

If multiple PDF reports are available, you'll be prompted to select which report(s) you want to download.

**NOTE**

Reports may take a few moments to generate, particularly when downloading them for the first time.

![Built-in Help Guide - download multiple reports](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20download%20multiple%20reports.png?width=350&height=218&name=Built-in%20Help%20Guide%20-%20download%20multiple%20reports.png)

#### Download multiple reports

To download reports for multiple contacts:

1. Select the checkboxes next to the relevant contacts.
2. Open the **Action** dropdown.
3. Select **Download selected reports**.

You'll receive an email containing a download link once your reports are ready. The reports will be provided in a ZIP archive.

Processing time depends on the number of reports requested.

#### Export responses to CSV

To export response data:

1. Select the relevant responses.
2. Open the **Action** dropdown.
3. Click **Export responses to CSV**.

You'll receive an email notification when your CSV file is ready.

![Built-in Help Guide - export CSV](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20export%20CSV.png?width=600&height=323&name=Built-in%20Help%20Guide%20-%20export%20CSV.png)

You’ll see a message that you will be notified by email when your CSV file is ready.

![Built-in Help Guide - export CSV success message](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20export%20CSV%20success%20message.png?width=600&height=71&name=Built-in%20Help%20Guide%20-%20export%20CSV%20success%20message.png)

### 7\. Contact Zone

The **Contact Zone** is a self-service portal for contacts who have been given an account.

Once their account is activated, contacts can:

- View pending questionnaire invitations.
- Access questionnaires assigned to them.
- Review previous responses and download available reports.
- Update their account information and password using the profile icon in the upper-right corner.

![Built-in Help Guide - questionnaires to take](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20questionnaires%20to%20take.png?width=600&height=246&name=Built-in%20Help%20Guide%20-%20questionnaires%20to%20take.png)

![Built-in Help Guide - contact zone edit account](https://help.pointerpro.com/hs-fs/hubfs/Built-in%20Help%20Guide%20-%20contact%20zone%20edit%20account.png?width=600&height=374&name=Built-in%20Help%20Guide%20-%20contact%20zone%20edit%20account.png)

 

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