2. Assign Participants

Owned by Graham Kennedy
Last updated: May 08, 2024
6 min read

Assign Participants

These tasks are used to both:

  • Assign people for surveys and send them survey invitations.

  • Assign people who are circumventing the surveys and send them User setup emails. (Skip survey = Yes)

After having added them to the workspace, and to . It shows the list of people, their basic details, and their assignment and survey invitation status:

Endorsed column

Note: the special Endorsed column is NOT a standard User field, but specific to Assign Participants. It indicates whether or not the individual has an Approved Endorsed Profile (TRUE) or not (FALSE). This field was introduced in September 2023, and will NOT reflect the situation of individuals Endorsed prior to that date. It’s usage is specific to a requested feature that allows Endorsed Profiles to be generated prior to a Self-Assessed Profiles, and manage license counts. Not being updated will not affect any other functionality.

Column visibility and Search/Filtering

Explained here: (Suggestion: User Right Click to select Open in a New tab or Window)

0.1 How to work with Admin Page tables and Search/Filtering

A full lists of the standard User data (Person fields) is available in Manage Users : Full list of Person fields

Assign people for assessment (or not) and optionally send survey invitations

  1. 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)

  2. 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

  3. Select the people you wish to assign:

    1. You will notice the Process Assign button will now be in focus

  4. Select the Process Assign button, and you will need to Confirm the assignment

  5. You will then be given the option to Send Survey invitations emails or User Setup emails to the people you have assigned immediately via the pop-up

    1. If you wish to delay sending the emails 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

      1. Answer No

      2. You will have the opportunity to send emails to those people later (see below)

    2. If you do wish to send the emails immediately then

      1. Answer Yes and the Process Assign button will change to Process Invite

      2. 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.

      3. Select the Process Invite button and you will need to confirm

      4. And you swill briefly see a pop-up message in the top RH corner indicating success

         

      5. The Assigned and Invited status' of the the ones you have assigned/invited will have changed to TRUE

         

      6. 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

  • The Email Template that will be used for User Setup emails is: User setup without self-assessment

Send emails for previously assigned people

If you have previously assigned someone but had chosen to delay sending the survey invitations e.g.

From the above you can see admindemo has been assigned but Invited = FALSE

  1. 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)

  2. Select the people you wish to send the survey invitations to

  3. Select the Process Invite button (which will now be in focus)

  4. You will need to confirm

    1. And you swill briefly see a pop-up message in the top RH corner indicating success

       

Send another Survey Invitation Email for previously emailed people

Should you wish to manually send another email to people that have Invited=True then use the following steps:

  1. You will need to select the Show All selector

  2. Then select the people you wish to send the emails to

    1. 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

  3. Select the Process Invite button (which will now be in focus)

  4. You will need to confirm

    1. And you swill briefly see a pop-up message in the top RH corner indicating success

       

  5. You can monitor the success/failure of the email delivery using the Sent column as per the process above