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Use cases → Multi-tenant and agencies

Distribute and collect surveys via delegated automation

Send surveys at scale on behalf of users, track responses centrally, and avoid manual collection or missed recipients.

Who it is forTeams running regular surveys across multiple domains or on behalf of users who must not be granted manual access.
APIsGmail API, Sheets API
Typical scopesgmail.send, spreadsheets

The problem

Manual survey distribution is error-prone: users forget to send, miss recipients, or lose track of responses. Delegated automation solves this but introduces operational complexity when acting as multiple users across tenants.

How it works

  1. Prepare the list of intended recipients per user in a central sheet.
  2. Use domain-wide delegation to impersonate each sender and issue survey emails via the Gmail API.
  3. Embed unique response links or tokens to identify responses per recipient.
  4. Collect survey responses as forms or via reply parsing, storing them in a central sheet.
  5. Aggregate and report results periodically or on demand.

What changes

Surveys are sent reliably under the correct sender identity, and responses are tracked and collated without user intervention.

The trap in this one. The Gmail API has sending limits per user per day, but these limits are not enforced in real time. If your automation queues too many messages, you will receive silent HTTP 200s for send requests, but the messages will not be delivered, and no error will be returned. This is not documented in the API reference, and only appears after multiple runs — you must implement explicit send tracking and backoff logic, or risk missing entire batches of survey emails.

Questions people ask

Can I track who has responded without storing PII in the sheet?

Yes, by embedding a unique, non-identifying token in each survey link, you can correlate responses to recipients without storing their details in plain text.

How do I avoid sending duplicate surveys?

Store a send-log keyed by user and recipient. Always check before sending, and update the log as soon as a send request is accepted.

Want this built?

This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.

Talk to us Or read the setup guide

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