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How do I create and launch an assessment?

Create and Launch an Assessment 

You can learn to create and launch an assessment by watching this video, or follow the written process below. 

To create an assessment, you'll begin on the Team Dashboard. Scroll down to find the team you wish to add an assessment for and click on the team's picture. To add an assessment, you'll then click on the green Add an Assessment button in the upper right-hand corner.

When you click on Add an Assessment, you’ll enter the wizard which simply walks you through creating the assessment name, picking participants (team members and stakeholders) then saving this as a draft or launching it.

The first step in the wizard will ask you if this is a Team or Individual assessment. Choose Team and click on Add Assessment.

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Enter the Assessment Type, the Assessment Name, the Facilitator, the Facilitation Date, the Facilitation Duration and the Location. Then click on Next Select Team Members.

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Select the team members that will be participating in the assessment. Click on the Add New Team Member button if you need to add team members who are not listed. Then click on Next, Select Stakeholders.

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Select the stakeholders who will be sent their short survey prior to the retrospective session. Click on the Add New Stakeholder button if you need to add stakeholders who are not listed. Then click on Review & Finish.

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The Review and Finish page has several functions. On this page you can:

  • Delete the Assessment
  • Edit the Assessment Profile, Team Members and Stakeholders
  • Preview the Assessment - View the assessment including all the questions the participants will receive
  • Choose your Launch Options (explained in the next section)
  • Save your assessment as a Draft if you are not ready to launch yet
  • Publish your assessment

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Launch Options

The launch options you select depend on timing for who you want to send the survey to and which additional options you want to enable:

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Send to Everyone

When you click Publish, the email with the link to complete the survey will be sent to the stakeholders and team members you selected.

Use this option if you are sending out the assessment prior to the retrospective session. We recommend no more than one week prior to the retrospective session. This will allow team members time to take the assessment and stakeholders time to complete their survey.

Send to Stakeholders

When you click Publish, the email with the link to complete the survey will be sent to the stakeholders you selected but will not be sent to team members.

We recommend you choose this option if team members are taking the assessment during the retrospective session. This will allow stakeholders to complete their survey prior to the session. You should do this one to two weeks prior to the session.

When you are ready to send the survey to team members, come back to the assessment and click on your team’s icon on the Team Dashboard to be taken to the team’s Assessment Dashboard.

Click on the pencil icon on the radar for the survey you would like to send to go to the Edit page. In the Team Member section of the Edit page, click on the Send to All button to send the survey to all team members. To send the survey to individual team members, click on the green envelope icon associated with the team member in the team member listing.

Send to Team Members

When you click Publish, the email with the link to complete the survey will be sent to the team members you selected but it will not be sent to stakeholders.

This option is less commonly used, but is available if there is a reason why you want to send the survey to team members before sending to stakeholders.

When you are ready to send the survey to stakeholders, come back to the assessment and click on your team’s icon on the Team Dashboard to be taken to the team’s Assessment Dashboard.

Click on the pencil icon on the radar for the survey you would like to send to go to the Edit page. In the Stakeholders section of the Edit page, click on the Send to All button to send the survey to all team members. To send the survey to individual stakeholders, click on the green envelope icon associated with the stakeholder in the stakeholder listing.

Important: Since each survey link is unique to the user that receives the email, no one should forward the assessment email you receive. If someone takes the survey in their place, the system will not allow them to take it.

Each team member receives a unique survey link in order to ensure each team member only completes the survey one time. All answers are anonymous and will not be tied back to a team member in any way. We simply track whether each person sent the survey has completed it or  not and have functionality in place to allow the survey to be resent, if the email did not come through the first time. 

Choose Start Date

Select this option when you want the assessment to be sent to team members and stakeholders on the start date. The emails will automatically be sent out on the chosen date and time after you click on the Publish button.

When select the Choose Start Date option, the default start date is the current date and time and the default end date is 7 days from the current date. You can adjust the start date to be the date and time that you would like the email with the survey link to be sent out. 

Choose End Date

You can adjust the end date to be the date when you would like the survey to be closed (respondents can no longer submit their survey responses). The default date is 7 days from the date you create the assessment but will change based on if you adjust the start date. The survey will close at 12:01 am on the end date so the survey must be taken prior to midnight the day before the end date.

You can edit the End Date, after it has passed to reopen the assessment and allow for additional survey submissions. Learn more about the End Date.

Account setup emails

For team members who do not already have an AgilityHealth account, you can decide whether and when to have them receive an email inviting them to create an account so that they can log in and view the results of the assessment. Depending on the option selected, participants will receive the account setup email as soon as they have submitted the assessment, when the assessment end date has been reached, or will not receive an account set up email at all. Learn about sending AgilityHealth account creation emails here. 

Allow participants to select their roles / participant groups

If this option is selected, participants will be presented with a screen to select their role(s) and participant group(s) when they click on the link from the email asking them to complete the survey.

Use this option when you want to have participants determine what their primary role on the team is and which participant groups they belong to, rather than having this entered by the team admin.

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Find a Facilitator

If you are setting up an assessment for a team but are not the Facilitator and need to find one, you can check this box and the system will send out an email to all your company’s potential facilitators with the retrospective time, date and location and allow them to ‘sign up’ to facilitate the assessment. You’ll receive an email notification once a Facilitator has been found. If a Facilitator has already been entered for this assessment, this option is disabled. Read our Find a Facilitator FAQ for more information.

Send post retrospective feedback survey

By checking this option, a brief survey will be sent to the participants asking how the Facilitator did and whether they found value in the retrospective. You can choose an option from the drop down to decide when the survey is sent - after the End Date, after the Facilitation Date or Now. Learn more about the Facilitator Survey.

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