Manage Participants During the Survey Period | 360

During the survey period, raters are completing their assessments of the participants and, if Self is included in the event relationships, the participants are completing their self-assessments. Participants who are in the survey period appear on the Survey Period tab of the Participants page. You can search and filter the list of participants and take actions to help encourage participation so each participant is eligible to receive a report.

This article walks through:

• Survey Period Tab Overview
• Apply a Filter
• Search for a Participant
• Apply Actions to a Participant
• Apply Bulk Actions to Participants

Survey Period Tab Overview

The Survey Period tab displays information about participants who are in the survey period. Unlike the Pending Participant Invite and Nomination Period tabs, the Survey Period tab includes an indicator for whether participants are currently report eligible. Depending on the minimum values set up for each relationship, a participant might be ineligible for a report because not enough raters have completed the assessment or perhaps they haven’t completed their own self-assessment. You can take actions to help facilitate report eligibility.

The tab contains 5 components:

• Table: Columns display the participant name, survey start date, survey end date, and report eligibility. You can sort the columns using the up and down arrows.

• Filters: Filter the table by any of its column headers.

• Search: Search for a participant by name.

• Actions: 

  • Add/Edit Raters

  • Edit Survey End Date

  • Resend Self Survey Invite

  • Resend Rater Survey Invite

  • Delete Participant

• Bulk Actions: Select multiple participants or all participants and apply actions to them simultaneously.

Apply a Filter

1. Navigate to the Participants phase.

From the Event Builder:

1. Click Participants in the left panel.

From Listen:

1. In the Active Events section or the All Events section, click Manage Event for the event you want to work with.

The Event Builder opens.

2. In the left panel, click Participants.

The Participants page appears, displaying the Pending Participant Invite tab.

2. Click the Survey Period tab.

3. Click Filters, then click +Add Filters.

The Add Filters dialog box appears.

4. Select the checkbox for the header you want to use as a filter and then click Add Filters.

A filter dropdown appears for the selected header, above the table.

5. Specify a filter value:

1. If filtering by the survey start or end date, click the dropdown for the filter, click the Select a Range of Dates box, and then use the calendar popup to specify a date range for the filter.

2. Click Apply.

The filter is applied.

3. If filtering by the Report Eligible header, click the dropdown for the filter and then click Yes, No, or Select All.

4. Click Apply.

The filter is applied.

Note: To clear an applied filter, click + Add Filter, clear the checkbox for the currently applied filter, and then close the dialog box.

Search for a Participant

You can search for a participant by first or last name. The dynamic search feature displays search matches as you type.

1. Navigate to the Participants phase.

From the Event Builder:

1. Click Participants in the left panel.

From Listen:

1. In the Active Events section or the All Events section, click Manage Event for the event you want to work with.

The Event Builder opens.

2. In the left panel, click Participants.

The Participants page appears, displaying the Pending Participant Invite tab.

2. Click the Survey Period tab.

3. Click the Search box and type the participant name.

The participant list adjusts to display only those that match your search criteria.

4. To clear a search, click the X icon in the Search box.

Apply Actions to a Participant

During the survey period, you can apply any of the following actions:

• Add/Edit Raters

• Edit Survey End Date

• Resend Self Survey Invite

• Resend Rater Survey Invite

• Delete Participant

Add/Edit Raters

Adding or editing raters for a participant can help improve their chances of receiving enough responses to be report eligible.

1. Navigate to the Participants phase.

From the Event Builder:

1. Click Participants in the left panel.

From Listen:

1. In the Active Events section or the All Events section, click Manage Event for the event you want to work with.

The Event Builder opens.

2. In the left panel, click Participants.

The Participants page appears, displaying the Pending Participant Invite tab.

2. Click the Survey Period tab.

3. Click Actions for the participant you want to work with, then select Add/Edit Raters.

The participant’s rater nomination form appears.

When the Auto Fill Nomination setting is applied to the event, some raters, such as the Supervisor and Direct Reports, are selected automatically based on the employee data file. Any raters added by the participant will also appear. You can add or delete raters for the participant

4. To delete a rater, click the X icon next to their name.

5. To add a rater:

1. Click + Add Rater under the relationship type you want to work with.

The Add Your [Relationship Type] dialog box appears.

2. Click the Search box, then type a name or email address for a rater or type your organization’s email domain to display the employee data list (so you can select multiple raters at one time).

3. Click the checkbox for each rater you want to add, then click Add Selected Rater.

The rater(s) is added to the form.

4. When you are done selecting raters for the relationship type, click Done.

5. Repeat the process for other relationship types, if necessary.

You must Submit the form to save the changes. New raters added to the form will be sent an email invitation to complete the survey. To submit the form:

1. Click Submit.

A confirmation message appears.

2. Click Submit.

The participant’s rater form is resubmitted.

Edit Survey End Date

If the survey end date is nearing and a participant is still not report eligible, you may want to extend the survey end date to provide more time for raters or the participant to complete their assessments.

1. Navigate to the Participants phase.

From the Event Builder:

1. Click Participants in the left panel.

From Listen:

1. In the Active Events section or the All Events section, click Manage Event for the event you want to work with.

The Event Builder opens.

2. In the left panel, click Participants.

The Participants page appears, displaying the Pending Participant Invite tab.

2. Click the Survey Period tab.

3. Click Actions for the participant you want to work with, then select Edit Survey End Date.

The Edit Survey End Date dialog box appears.

4. Click the Survey End Date box to display a popup calendar, then select a new date for the survey to end.

Note: If the original end date was set to Dynamic, selecting a date will disable the setting and the survey will end on the date you specify.

5. Click Save New Date.

The date is updated in the participant table.

Resend Self Survey Invite

If a participant hasn’t completed their self-assessment when Self is included in the event relationships, you can resend the self survey invite to encourage their participation.

1. Navigate to the Participants phase.

From the Event Builder:

1. Click Participants in the left panel.

From Listen:

1. In the Active Events section or the All Events section, click Manage Event for the event you want to work with.

The Event Builder opens.

2. In the left panel, click Participants.

The Participants page appears, displaying the Pending Participant Invite tab.

2. Click the Survey Period tab.

3. Click Actions for the participant you want to work with, then select Resend Self Survey Invite.

The Resend Self Survey Invite dialog box appears.

4. Click Resend Invite.

The self survey invite email is resent.

Resend Rater Survey Invite

If a rater hasn’t completed their assessment, you can resend the rater survey invite to encourage their participation.

1. Navigate to the Participants phase.

From the Event Builder:

1. Click Participants in the left panel.

From Listen:

1. In the Active Events section or the All Events section, click Manage Event for the event you want to work with.

The Event Builder opens.

2. In the left panel, click Participants.

The Participants page appears, displaying the Pending Participant Invite tab.

2. Click the Survey Period tab.

3. Click Actions for the participant you want to work with, then select Resend Rater Survey Invite.

The participant’s full rater list appears.

You can resend the invite to specific raters or resend to all raters. Invites will be resent only to those raters who haven’t already completed their assessment.

4. Click Resend to All.

The survey invite is resent to all raters who have not yet completed their assessment.

Delete a Participant

If appropriate, you can delete a participant.

1. Navigate to the Participants phase.

From the Event Builder:

1. Click Participants in the left panel.

From Listen:

1. In the Active Events section or the All Events section, click Manage Event for the event you want to work with.

The Event Builder opens.

2. In the left panel, click Participants.

The Participants page appears, displaying the Pending Participant Invite tab.

2. Click the Survey Period tab.

3. Click Actions for the participant you want to work with, then select Delete Participant.

A Delete Participant confirmation message appears.

4. Click Delete.

The participant is removed from the event.

Note: When you delete a participant in the Survey Period, any responses already provided by raters are also deleted.

Apply Bulk Actions to Participants

Any of the actions you can apply to an individual participant can be applied to multiple participants simultaneously, except for Add/Edit Raters and Resend Rater Survey Invite. Simply select the checkbox for each participant you want to apply an action to or click the checkbox at the top of the table to select all the participants. Then click Bulk Actions (top right) and select an action. The bulk action options are the same as the options you can apply to individual participants, except for Add/Edit Raters and Resend Rater Survey Invite.