Assessment Center

An online Assessment Center is a central repository where any company or agency – consulting, HR, or other – can manage their online assessments, as well as control who has access to them. Giving access can be done easily via a simple email invite.


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DEFINITION

formula definition An online Assessment Center offers you a central repository where you can build any type of assessment, training, or test. 

This guide will teach you:

1. Assessment center user roles

2. Super Administrator role

3. Administrator role  

3.1 How to add team members

3.2 How to assign roles

4. Customer role

4.1 How to add team members

4.2 How to assign roles

4.3 Invite a contact to complete a survey

4.4 Dashboard

5. Contact role

1. Assessment Center user roles

Access to these modules will vary based on the user role. There are three user roles available:

  • A Super Administrator role: The super Administrator is responsible for assigning Administrators and managing the license. He can see general statistics and access logs of the organization.
  • An Administrator role: The Administrator is responsible for managing the customers and their permissions and also for creating and managing questionnaires. He has access to all data created within their organization.
  • A Customer role: The middle level, often (department), managers tasked to distribute the assessments to the right people. This can be done via email campaigns with a personalized access code for each respondent.
  • A Contact role: The person taking the assessment. Contacts can be given (limited) access to the assessment center, for example, to access dashboards with departmental data.

assessment center-graph

Now let's see all the roles settings one by one and, how you can create and manage your own assessment center.

2. Super Administrator role

The Super Admin is at the top of the assessment center. He is responsible for assigning Administrators and managing the license but he cannot view and manage all data like questionnaires, reports, contacts and invitations. He or she is only responsible for assigning administrators to manage that data. The Super Administrator can see general statistics and access logs of the organization.


NOTE

You can not create the Super Admin role from team management,  contact us at support@surveyanyplace.com to do it for you!

The picture below shows the super admin's home screen view and all the available information he can access. 

assessment center-super admin


As shown in the picture below, the super administrator can only assign the role of Administrator and he can not change anything on the permissions.

assessment center-super admin

assessment center-super admin

3. Administrator role

3.1 How to add team members

If your role is Administrator here you can learn how you can add new team members in the assessment center. First of all, click on the three dots at the top right and click My team.

Assessment center- my team

Then click the Add Members button. You have the option to add the team members manually or to Import them with the help of a CSV file.

Assessment center- add team member

The picture below shows what you will see if you select to Add members manually. Enter all the necessary information and also select from the dropdown list the role you want to assign to the member.

assessment center - assign roles


NOTE

Note that there can be multiple Administrators in an organization.

Alternatively, to import your contacts you can upload a CSV file. First you click on Import team members and select from the pop up window the Choose your file button. Then select your CSV file and upload it, and you will have all your team members uploaded at once!

Assessment center- import team member

3.2 How to Assign roles

As administrator you can manage all the members and assign roles and permissions. Just select the role you want and toggle the buttons at the bottom, to play with the permissions and the access each member will have in the assessment center.


When you click on a member you see the view of the image below. You can assign to the member the Customer role, but also you can give permission to create his own questionnaire, create and manage his own users. In addition, you can configure the authorizations for the questionnaires and the reports!

assessment center - assign customer role

Decide the customer's level of authorization for each questionnaire. The customer can have No access, Full access, Read only or Share only authorization for each questionnaire separately and No access or Full access for each report.

4. Customer role

4.1 How to add team members

If your role is Customer, here you can learn how you can add new team members in the assessment center. First of all, click on the three dots at the top right and click on My team.

assessment center- customer role

Then click the Add Members button. You have the option to add the team members manually or to Import team members with the help of a CSV file, exactly like the administrator role.

assessment center- add team member

The picture below shows what you will see if you select to Add members manually. Enter all the necessary information and also select from the dropdown the role you want to assign to the member. As a customer you can select to assign the team member or contact role.

assessment center- add team member

4.2 How to Assign roles

As Customer you can manage all the members and assign roles and permissions. Just select the role you want and toggle the buttons at the bottom, to play with the permissions and the access each member will have in the assessment center.


When you click on a member you see the view of the image below. You can add a Team member, but also you can give him permission to create his own questionnaire, create and manage his own users. In addition, you can configure the authorizations for the questionnaires and the reports!

assessment center- add team member

Decide the team member's level of authorization for each questionnaire. The team member can have No access, Full access, Read only or Share only authorization for each questionnaire separately and No access or Full access for each report.

assessment center- authorizations

Assign the Contact role for your users to allow them to complete a survey or a questionnaire, and also to login into a portal in order to see the overview of their own responses.

assessment center- contact role

4.3 Invite a contact to complete a survey

Now it is time to learn how you can invite your contacts and give them access to the questionnaire or survey of your choice. All you need to do it to take advantage of the URL parameters

DEFINITION

formula definition   A URL parameter is the final part of the URL which you can customize and use to identify someone.

assessment center - unique identifier

First you can Create your contact list, by clicking the Create list button that is located at the Contacts tab. 

assessment center-create list

Now that your contacts are uploaded, the easiest and quickest way to send out personalized URL links to contacts is by sending email invitations. You can find this option by clicking the three dots at the top right. 

Account Management - Email notifications

The next steps are to click Create email, select the questionnaire for which you want to send out the invitation and click Add Email. Then you need to fill all the needed information.

Account Management - Email notifications

  1. Title: you can use the name of your questionnaire or choose any title you want. This will also be the title of the template. If you are creating a few templates, make sure that your titles are clear so you will be able to differentiate between them later.
  2. Sender name: you can use your own name or the company name.
  3. Sender address: type the address you want to use to send out the messages. The actual message will be sent from our app from info@su.vc. If you want your own domain as Sender Address, some DNS (Domain Name System) settings are required by you to set up the white label. Contact support@surveyanyplace.com for more information. In this case, the reply-to address will be the same as the address the message was sent from, so your own electronic address.
  4. Contact list - You can select to add one or multiple lists. 
  5. Subject: Make it catchy! It should be compelling enough to make people want to click and open the questionnaire.
  6. Body: This is the text of your message. You can make it more exciting by formatting your text (read about the rich text editor icons and learn how to change the color, alignment, add emojis, and more) and personalize it with invite variables. These variables are essential if you want to track which contacts have responded. The default invite variable is the clickable link with unique id from the variable dropdown.
  7. Send the message: Click on the calendar icon to choose a date and time (in hours)! The time zone that will be used is your own local time zone.

4.4 Dashboard

The dashboard is the page showing all results collected from your questionnaires. You can access it from your home screen, where you can see an overview of all your recent questionnaires and the number of responses, by clicking on the responses icon of a questionnaire. Otherwise, you can access the dashboard at the Questionnaires tab, again by clicking on the responses icon.

assessment center-home screen

assessment center-responses

Once you are at your dashboard, you can see all your results and analyse them! You have Charts, Insights, Responses and Presentation views, and each view has diffident metrics that allow you to monitor your performance.

assessment center-dashboard

5. Contact role

Now it is time to take a look at what the person that is taking the assessment can see once he logs in, because as mentioned before, the contacts have limited access to the assessment center.

assessment center-contact role

People that have the contact role can only see their own responses, personal score and also the questionnaires they still have to take. There is no access to other people results or the statistics of the questionnaires.

What is next?

  • When you've collected your results and you want to download them, there are different download options available. You can either download a bulk of survey results or choose to download files relating to individual responses. Read our guide Download your results to learn how you can do it!
  • Require Contact is a feature that allows you to control who can access your survey and makes the questionnaire only accessible to contacts. If validation fails, the participant is not able to fill in the survey but a configurable message will be displayed instead.
  • Do not forget to monitor your results with Google Analytics! Google Analytics is a freemium web analytics service offered by Google that tracks and reports website traffic. Google Analytics is currently the most widely used web analytics service on the Internet.
V
Vincent is the author of this solution article.

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