Assign Participants
These tasks are used to assign people for surveys and send them survey invitations after having added them to the workspace. It shows the list of people, their basic details, and their assignment and survey invitation status:
Changing column visibility
You are able to adapt the columns of User data that you wish to make visible.
Select the Columns button:
From the resultant List of column headings selection list:
Select the columns you want to display:
Green - Selected
Blue - Currently un-selected
The table will change according to your selection
Select the Columns button again to close the Header selections
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These changes will be retained across Admin sessions until you change them again. |
A full lists of User data (Person fields) is available in Manage Users : Full list of Person fields
On this page:
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Assign people for assessment and optionally send survey invitations
Select the Assign button. This will then filter the list to all the people that have not yet been assigned and the Assign button will change to Process Assign (but out of focus)
Depending on the length of the list, you may need to use the Search filter to select the set of people you wish to assign as per above
Select the people you wish to assign for surveys
You will notice the Process Assign button will now be in focus
Select the Process Assign button, and you will need to Confirm the assignment
You will then be given the option to Send Survey Invitations to the people you have assigned immediately via the pop-up
If you wish to delay sending the survey invitations until a later time (e.g. You may wish to assign more people first or you may have a specific timeline for when you wish to send the survey invitations) then
Answer No
You will have the opportunity to send survey invitations to those people later (see below)
If you do wish to send the survey invitations immediately then
Answer Yes and the Process Assign button will change to Process Invite
Note: The people that were Assigned previously will already be selected. However you do have the opportunity to select additional (still non-selected) people at this stage if required. However any changes you make to the Search field or if you choose to use the Show All selection, will de-select the automated selection, and you will have to re-select the people you wish invitations sent to.
Select the Process Invite button and you will need to confirm
And you swill briefly see a pop-up message in the top RH corner indicating success
The Assigned and Invited status' of the the ones you have assigned/invited will have changed to TRUE
To monitor that the Email was indeed Sent/Delivered you can monitor the Sent column. However the updating of this column can take up to 15mins depending on activity, as it interrogates our Email sending host which is independent of the SkillsTX platform.
The Sent column values are:
Blank = Either the person has no yet been invited (Invited=FALSE) or the sending of the Email was not recorded. (e.g. The Invitation was sent prior to the implementation of the Sent column feature - 28th Oct 2022)
TRUE = The Invitation Email has been Delivered successfully
FALSE = The delivery has failed, and if you click on the FALSE, a Pop-Up message indicating the reason for the failure will show e.g.
Press OK to close the Pop-Up message
The Email Template that will be used for these the initial survey invitation emails is: Self Assessment Invite Email
Survey Reminder and final Reminder emails are sent automatically by the system based on the Settings in Manage Features and Settings using the email templates:
Self Assessment Invite Email Reminder
Self Assessment Invite Email Final Reminder
Send Survey Invitations for previously assigned people
If you have previously assigned someone for survey but chosen to delay sending the survey invitations e.g.
From the above you can see Help3 has been assigned but Invited = FALSE
Press the Invite button, which will then change to Process Invite (out of focus) and the list shown will be for people Assigned but not yet Invited (i.e. Invited = False)
Select the people you wish to send the survey invitations to
Select the Process Invite button (which will now be in focus)
You will need to confirm
And you swill briefly see a pop-up message in the top RH corner indicating success
The Email Template that will be used for these the initial survey invitation emails is: Self Assessment Invite Email
Survey Reminder and final Reminder emails are sent automatically by the system based on the Settings in Manage Features and Settings using the email templates:
Self Assessment Invite Email Reminder
Self Assessment Invite Email Final Reminder
Send another Survey Invitation Email for previously emailed people
Should you wish to manually send another email survey invitation email to people that have Invited=True then use the following steps:
You will need to select the Show All selector
Then select the people you wish to send the emails to
Note: It will send to the people selected on the current screen only, so:
You may need to use the Search feature to pinpoint the people you wish to select
You may wish to use the Showing rows…. feature to extend the number of people being displayed on the page
Select the Process Invite button (which will now be in focus)
You will need to confirm
And you swill briefly see a pop-up message in the top RH corner indicating success
You can monitor the success/failure of the email delivery using the Sent column as per the process above
The Email Template that will be used for these emails is: Self Assessment Invite Email
Related Help pages
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