Enter participants

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Instructions FAQ

How to enter participants

The personal invitation process allows you to invite participants to take the assessment by entering their email addresses (either a few at a time or by uploading them from a list), then customizing an email in which they’ll see a unique link to take the assessment online.

To start the personal invitation process

  1. Select the assessment you want on the Home page.

    The Recent Assessments page for that product appears.

  2. Click Invite in the left menu.

    The Inviting Participants page appears.

  3. Click Personal Invitation.

    The Organize participants page appears.

  4. Select the language you want to generate the invitation instructions and assessment in.
  5. Organize your participants into a folder. You can do this by either:
    • Selecting an existing folder from the drop-down menu, or
    • Creating a new folder by typing its name in the Folder Name text box and then clicking Save New Folder.
  6. Enter participants. You can either enter participants one-at-a-time or upload them from a list.

To enter a participants one-at-a-time

  1. Type your participant’s Email Address, First Name, and Last Name in the indicated text boxes.

    2. Only an email address is required. If privacy is an issue, you do not have to enter a first or last name for the participant. In that case, you might consider entering an ID for identification purposes.

    However, if you use an ID number and the participant’s first and last name, only the text entered in the ID text box will appear on the report.

  2. Click Add Participant.

    The name and email address of the participant appears in the invitation list.

  3. Continue entering the email addresses and names of your participants. When you are finished, click Next to proceed to the Create Email page.

To enter a group of participants by uploading them from a list

  1. On the Organize Participants page, click Download Template.
  2. Click OK in the dialog box.

    An Excel spreadsheet titled “Invitation Import Template” opens on your computer.

  3. Type the names and email addresses of the people you’d like to invite to take the Assessment into the indicated fields. You can also cut and paste the data from another file.
  4. When all the details have been entered, save the spreadsheet to your hard drive.
  5. On the Organize participants page, click Upload Participant List.
  6. Click Browse.
  7. Find the completed spreadsheet file, then click Open.

    The name of the spreadsheet file appears in the import box.

  8. Click Upload File.

    The names and email addresses in the spreadsheet are added to the invitation list.

  9. Click Next to proceed to the Create Email page.
When using the template, do not modify or remove the column headings in any way.
Other points to remember:
  • When entering email addresses, ensure the address follows the correct email format of “[email protected]”.
  • Do not include formulas on the sheet.
  • Do not enter information in cells outside of the indicated columns.
It is up to you if you want to include an ID number. It is not required.
 

In general, there are two reasons why an ID might be used:

  • Use an ID instead of a name to make the participant truly anonymous. Although the responses entered in the assessment are private, some participants might not want their name listed anywhere during the process. In this case, an ID number would be used to protect privacy.
  • Use an ID if it is part of the participant’s standard identification. Examples of this would be a student’s ID number, or an employee number.

Note: If you use an ID number and the participant’s first and last name, only the text entered in the ID text box will appear on the report.

Remember, the use of an ID is optional. If you use one, the number and format will be of your own choosing. The number will not be generated by the Portal.