Setup and Management of Targets and Raters

Managing Targets Video

Managing Raters Video

Common Target and Rater Management Tasks

Note: Target = Feedback Recipient and Rater = Feedback Provider

1. How do I add targets to a project?
2. How do I add raters to a project?
3. How do I queue/send review invitations to targets and raters?
4. How do I requeue/send emails to targets and raters?
5. How do I send raters summary emails/reminders?
6. How do I send regular review reminders?
7. How do I change the review status of a target or rater?
8. How do I change a rater's relationship group?
9. How do I resend a target/rater their login information?
10. How do I edit a participant's email address?
11. How can I transfer a target from one project to another?

1. How do I add targets to a project?

    Option One:

    Targets can be imported from an excel spreadsheet. There will be one column for first name, one for last name, and email address.

•  Go to the Targets menu option >> Import From Excel.
•  Copy and paste in your excel data.
•  Click the "next" button and confirm that your import fields are correct. Last, click "Finish" to import your list.

    Option Two:

    Targets can be also be added to a project one at a time.

• Click the Home menu option.
• You will find a box labeled "Add a New Target" on the bottom right side of the page.
• Enter the Target's first name, last name, and email address.
• Click "Submit".

2. How do I add raters to a project?

    Option One:

    Upload your raters from an excel spreadsheet.

• Go to the Raters menu option >> Import From Excel.
• Click the link in the instructions to download the import file that will explain how they should be formatted.
• Then, copy the data from the excel spreadsheet and paste it into the area provided.
• The system will automatically check your excel data for errors and alert you if any exist.

    Option Two:

    Raters can be added to a project one at a time.

• From the home page of your project, click on a target's name to proceed to their feedback profile page.
• Here you will see a box in the bottom right of the page labeled "Add a Rater".
• Enter the Rater's first name, last name, email address, and their relationship to the target.
• Click "Submit."

3. How do I queue/send review invitations to targets and raters?

    When targets are added to a project a self-evaluation email will be queued for them. If your project settings allow targets to select their own raters, the invitation to complete their rater list will also be queued.

    When raters are added to a project a review invitation is queued for them for each target they need to review. If you would prefer to send summary invitations see item # 5.

• To send the messages from the queued email box go to the Email menu option >> Queued Messages. Then, you can select to send all messages or just send the ones you have selected using the box next to each participants name.

4. How do I requeue/send emails to targets and raters?

• Go to the Raters menu option >> Manage.
• Click the alarm clock icon at the top of the page, select the type of message you want to send, and check whether you want your messages queued (recommended) or sent immediately.
• Check the raters you want to send/queue message for. If a "self" rater is selected the system will know to queue a self-evaluation message for them.
• Click the "create messages" button to send/queue the email.

5. How do I send raters summary emails/reminders?

Note: The summary invitation feature creates one email for each rater regardless of how many people they are rating.

• Go to the Email menu option >> Summary Invitations/Reminders. Select the raters who need to receive a summary email by checking the box by their name and then click the "create selected messages" button. This needs to be done for each page of names. Alternatively, you could click the "Queue all messages" button to queue summary invitations for all raters. (The system will not allow you to remind raters that have completed all of their reviews.)

Queueing Summary Messages Video

6. How do I send regular review reminders (self evaluation and rater)?

• Go to the Raters menu option >> Manage.
• Click the alarm clock icon at the top of the page, select the review reminder option, and check whether you want your messages queued (recommended) or sent immediately.
• Check the raters you want to send/queue reminders for. If a "self" rater is selected the system will know to queue a self evaluation reminder for them. (The system will not allow you to remind raters that have completed all of their reviews.)
• Click the "create messages" button to send/queue the email.

7. How do I change the review status of a target or rater?

    Option One:

• Go to the Raters menu option >> Manage.
• Search for the rater by last name, and once they appear click on their name.
• Use the "Status" drop down box to change their status as needed.

    Option Two:

• Go to the Raters menu option >> Manage.
• Check the box next to the rater's name that needs to be updated.
• Use the "Modify Selected Raters" drop down box in the top right coroner of the page to select a new status.
• Click the arrow next to the drop down box to apply change.

    This is a good option if you need to change multiple rater's statuses at once.

8. How do I change a rater's relationship group?

• Go to the Raters menu option >> Manage.
• Search for the rater by last name, and then check the box by their name.
• Use the "Modify Selected Raters" drop down in the top right corner of the screen to choose the new relationship group.
• Click the arrow next to the drop down box to apply the change.

9. How do I resend a target or rater their login information?

    Option One:

    Resend their email invitation.

• Go to the Email menu option >> Sent Messages and search for the participant's email by first name.
• Check the box next to that person's name.
• Click "Send Messages" in the top right corner of the screen.

    Option Two:

    Queue a new email to the participant that will include their login link. See #4.

10. How do I edit a participant's email address?

• Go to the Raters menu option >> Manage.
• Click on the participants name and edit their email address.
• To queue an email using the new email address see step #4.

11. How do I transfer a target from one project to another?

There may be occasions when you need to move a target from one project to another. This is possible using a utility on the administrative dashboard. It works provided that the content for both the source and destination projects are identical. This feature is available on Pro and Enterprise editions of EchoSpan.

• Go to the project home page by clicking "Home" from the main project navigation menu.
• Click on the "Transfer Targets to Another Project" icon. The Transfer Targets to Another Project options panel will appear.
• Check the Target(s) you want to move to another project.
• Select the project that you want to move the selected Target(s) into from the drop-down select box.
• Click the "Transfer Targets" button to execute the transfer.

***Don't forget, additional help can be found on each page of the administrator tool. If you click the red question mark in the top right corner of each page you will find a legend for the icons and answers to some commonly asked questions.