Invite participants and raters to complete a multi-rater assessment

The multi-rater invitation process allows you to invite both participants and raters 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.

Note that it is not necessary to nominate raters during the invitation process. Both administrators and participants can nominate new raters at any point in the process up to a period of 6 weeks after the self-report has been scored.

To invite participants

1. Click Invite in the left menu.

   The Inviting Participants page appears.

2. Click Personal Invitation.

   The Organize participant page appears.

3. Select the language you want to generate the invitation instructions and assessment in.
4. 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.
5. Enter participants. You can either enter participants one-at-a-time or upload them from a list.
6. Click Next to proceed to the Create Email page.

To customize the email template

You invite participants to complete the assessment by sending them an email containing the link to take the assessment. You create this email by either using the default invitation, or by creating your own template.

To customize the template:

1. Select the Custom radio button.
2. Select Create a New Template from the Template drop-down menu.
3. Type an email subject line in the Subject text box, or use the subject line provided.
4. Make your changes to the text. To see how the email will appear to the participant, click Preview Email.
   Do not alter any of the variables (the text within brackets). If you do, participants might not receive a link to take the assessment.
5. When you’ve finished your changes, click Save As New Template.

   The Template Information dialog box appears.

6. Enter a name for the new template.
7. Click Save.

   Your new template will now be listed in the Template drop-down menu. To use this template again, select the Custom radio button, and then select the template name from the Template drop-down menu.

8. To track assessment completion, enter a contact name and email address, and click Send email notification when an assessment has been completed.
9. To set the assessment invitation to expire, select Expire this link on and enter a date.
10. Click Next to proceed to the Add Raters Page.

To nominate raters

Raters are a central part of a multi-rater assessment. After the participants have been invited, the next step is nominating raters.

It is not necessary to nominate raters during the invitation process. Both administrators and participants can nominate new raters at any point in the process up to a period of 6 weeks after the self-report has been scored.

To add raters one at a time

1. In step 1 of the Rater Nomination page, click Assign Raters beside the participant you want to add raters to.

   The Raters Nomination window appears.

2. Type the rater’s Name and Email Address in the appropriate text boxes.
3. Select a rater definition — Manager, Peer, Direct Report, Family Friend, or Other — from the Select Relationship drop-down list.
4. Click Add to add the rater to the Saved Raters list.
5. If you want to add additional raters for that participant, repeat steps 2-4.
6. When you are finished, click Close.
7. If you change your mind and want to remove the raters from the participant, click Clear All Raters at the top of the Participant List.

To upload a list of raters

1. In Step 1 on the Rater nomination page, click Download Rater List Template.

   An Excel spreadsheet titled “Upload Rater List Template” is downloaded to your computer.

2. Open the spreadsheet and type the names and email addresses of both the raters and the participants you are inviting into the indicated fields.

   This system does not support email “bounce back”. If a rater’s email address is incorrect, you will not be notified that the email was not received. To prevent this, double-check all email addresses to ensure that they are correct.

3. Type a rater definition — Manager, Peer, Direct Report, Family Friend, or Other — for each rater into column C.
4. When all the details have been entered, save the spreadsheet to your hard drive.
5. On the Rater nomination page, click Browse.
6. In the File Upload dialog box, select the completed spreadsheet file, and then click Open.
7. On the Rater nomination page, click Upload file.

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

8. To view the raters you have added, click Assign Raters beside the participant you wish to view the raters for.

Note: If a rater is nominated more than once for the same participant (for example, by both you and the participant), the system will skip the duplicate entries and ensure that the rater is only listed once. However, the same rater can be used for multiple participants.

To customize the rater email template

You invite raters to complete the assessment by sending them an email containing a link to take the assessment. You create this email by either using the default invitation, or by creating your own template.

To create your own invitation template:

1. In Step 2 of the Rater Nomination page, select the Custom radio button.
2. Select Create a New Template from the Template drop-down menu.
3. Type an email subject line in the Subject text box, or use the subject line provided.
4. Make your changes to the email text.
   Do not alter any of the variables (the text within brackets). If you do, raters might not receive a link to take the assessment.
5. To see how the email will appear to the rater, click Preview Email.

   Note that if you have multiple participants, the preview will only show the email for the first participant in the list.

6. When you’ve finished your changes, click Save As New Template.

   The New Template dialog box appears.

7. Enter a name for the new template.
8. Click Save.

   Your new template will now be listed in the Template drop-down menu. To use this template again with other raters, select the Custom radio button, and then select the template name from the Template drop-down menu.

Note: Your customized rater invitation will only be sent to the raters that you invite yourself. Raters invited by the participant will be sent the default rater invitation email.