Invitations

Invitations Module Overview

The Invitations module enables users to efficiently manage campaign-related invitations for assessments. It supports system and guest users, offering flexibility, collaboration features, and response-saving options. With features like tracking response progress, sharing responsibilities, and syncing completed responses into the Responses module, it enhances workflows and ensures a seamless process for managing invitations.

Key Features and Functionalities

1. Responding to Invitations

• System User Invitations:
  • System users are notified of invitations through:
    1. Email notifications.
    2. In-app notifications in the Invitations module.
• Guest User Invitations:
  • Invitations are sent directly via email.
  • Verification Process:
    1. Initial Email: Contains the invitation and prompts the guest user to verify their email.
    2. Follow-Up Email: Sent after verification, containing a direct link to access the assessment.
• Ensures secure access by requiring verification for guest users.

2. Assessment Access and Response

• Start and Save Progress:
  • Users can begin responding to the linked assessment upon accepting the invitation.
  • Save and Return:
    • Progress is saved if the assessment is closed before submission, allowing users to return later to continue where they left off.
• Partial Responses:
  • Responses saved but not submitted are marked as Partial and can be resumed later.
• Response States:
  • Invitations and responses are tracked under the following states:
    • Pending: Awaiting user action.
    • Partial: Assessment started but not fully completed.
    • Completed: Assessment fully submitted.

Steps to Access and Complete an Invitation:

1. Open the email or in-app notification about the invitation.
2. Click on the link to access the assessment.
3. Begin responding. Save progress or submit the assessment upon completion.

3. Manage Own and Other Users' Invitations

• Permission-Based Actions:
  1. Users can manage and respond to:
     • Own Invitations: Found under the Own tab.
     • Other Users' Invitations: Accessible under the Other tab, if permissions allow.
• Steps to Manage Invitations:
  1. Open the Invitations module.
  2. View invitations under respective tabs (Own/Other).
  3. Select and respond to invitations as allowed.

4. Download Responses

• Download Raw Response:
  1. After completing an assessment, users can download their responses in PDF format.
  2. Availability: This feature must be enabled in the entity/customer profile.
• Steps to Download Responses:
  1. Navigate to the completed invitation.
  2. Locate and click on the Download PDF option.
  3. Save the raw response locally.

5. Collaboration and Sharing

• Collaborate on Assessments:
  • Users can share invitations with other users for collaborative submissions.
  • To do so, click the Share/Collaborate icon associated with the invitation.
• Collaborators:
  • System Users:
    • Receive an in-app notification and an email when invited to collaborate.
  • Guest Users:
    • Receive an email containing a direct link to access shared assessments.

Steps to Collaborate:

1. Open the invitation in the Invitations module.
2. Click the Share/Collaborate option.
3. Add collaborators by selecting or inviting users.
4. Notify collaborators of the shared assessment.

6. Response Module Integration

• Seamless Tracking:
  • Submitted responses automatically sync into the Responses module.
  • This ensures that workflow continuity is maintained, allowing response tracking and reporting from a centralized location.

Steps to Track Responses in the Responses Module:

1. Open the Responses module.
2. Locate the synced response under the appropriate section (Own/Others, as applicable).
3. View, moderate, or analyze synced responses.

Summary of Key Functionalities

Key Notes

1. Secure and Collaborative Access:
   • Guest users must verify their email, ensuring secure access to invitations.
   • Collaborative sharing allows teams to work together on assessments efficiently.
2. Flexible Response Options:
   • Users can save progress and return later for incomplete assessments, reducing time pressure.
   • Full support for tracking pending, partial, and completed states provides clarity on invitations' progress.
3. Seamless Response Management:
   • Responses sync directly into the Responses module, maintaining workflow continuity and simplifying reporting.
4. Customization for Entities:
   • PDF downloads and permissions can be configured per entity, offering tailored solutions for different organizational needs.

Context and Benefits

The Invitations module is designed to simplify the process of managing, responding to, and collaborating on invitations for assessments. By providing secure access, flexible response options, and collaborative tools, it ensures an inclusive, user-friendly experience.

Key Benefits:

1. Streamlined Invitation Management:
   • Secure access for system and guest users.
   • Quick response tracking through invitation statuses.
2. Collaboration:
   • Share assessments and collaborate with team members for efficient submissions.
3. User Flexibility:
   • Save progress and return later, reducing the burden of completing assessments in one sitting.
4. Workflow Integration:
   • Completed responses automatically sync into the Responses module, ensuring no delays in downstream reporting and analysis.

By offering a robust framework for handling campaign-related invitations, the Invitations module enhances assessment workflows and ensures a seamless transition from invitation to response tracking.