During implementation your Customer Success Manager (CSM) will work with you to set up your account properly to improve performance for your line of business.

Templates will be provided detailing the information which will be needed to configure your account.

Yes, Evaluations offers both links and QR codes for Assessments and portals.

Only an "Owner" level of user has access to the Account Admin feature.

If you are an "Owner" then navigate up to your login information which is in the upper right corner of the screen and click on the drop-down menu.

From that menu "Account Admin" can be accessed.

A Relationship is a method of grouping learning experiences together in Cognota Evaluations. Relationships can also be used to assign data rights to users.

Typically, Relationships correspond to Business Units within an organization. For example, a "Center of Excellent" or "Employee Learning" Relationship might house most of the classes for your organization, but "Leadership Development" or "Sales" might be a separate Relationship.

Every account must have at least 1 Relationship. Evaluations allows for an unlimited number of Relationships within your account. Your CSM will work with you to create the appropriate Relationships.

People is a broad term for any email addresses associated with your organization.

This could include Participants, Instructors, and Stakeholders.

This does not necessarily indicate anyone that has submitted feedback; think of it as an address book of email addresses that are associated with Evaluations.

Note that the steps described below do NOT apply to adding or editing USERS. Please look up USERS for more details on that feature.

Adding "People" is typically not necessary. If you wish to add A) students (or learners or attendees, etc) or B) instructors (or facilitators or trainers, etc) this can be done through an individual class and you do NOT need to follow the steps below.

Regarding "People": The most typical use case is adding Instructor Managers, who wish to report on data for a certain group of Instructors only. If this applies to your organization then reach out to your CSM, or support@cognota.com to discuss this.

There are 3 user types in Evaluations. Owners may add/remove users, add new relationships and upgrade their subscription. Account Owners have administrator access too.
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Administrators have privileges to relationship-level settings such as creating groups, adding action plans, configuring data security and collecting data. Administrators have viewer access too.
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Viewers have read-only privileges. They can view reports.
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Owners can click Account Admin in the upper right and click on the Users tab to add/remove Administrators and Viewers.

An account Owner can create additional Users in Cognota Evaluations.

Add or Edit a User (Account Owner functionality only)

1. If you are an "Owner" then navigate to the upper right hand corner and click on <<your login>> then "Account Admin." Navigate to Users on the menu.

2. A list of active users will return. As the Owner, your own login information will appear in this list.

3. To EDIT an existing user, click on the User Name. This will take you to the Edit page.

4. To ADD a new User, click ADD USER

5. Enter First Name, Last Name, Email Address. (Note the newly added user will receive an email immediately after being added informing them of their access to Evaluations, and asking them to set their password.)

6. Data Access - select whether to allow a User to see ALL data, or to limit their view by Business Unit. (See additional help documentation on working with Business Units). Access can be changed at any point in time. If your organization only has a single Relationship then there is not the ability to limit to Business Unit/s.

7. Select User Type: View, Administrator, or Owner. An Owner can create additional Users and take other actions related to the configuration of Evaluations. An Administrator can create new Relationships and take other actions relative to this level of configuration (Owners have all Administrator rights too). A Viewer can interact with Reports (such as the Dashboard widgets, etc) but cannot create anything new.

8. Leave the default reporting scale as-is (you could elect for a single user to see data on a different scale; unless there is a compelling business need, we recommend all users being on a consistent scale).

9. Elect to turn masking ON or OFF - if masking is checked then all responses will show as anonymous.

10. ADD (Again, note the newly added user will receive an email immediately after being added informing them of their access to Evaluations, and asking them to set their password.)

11. SAVE

An "Individual User" is a specific type of user for the Line of Business functionality (such as Learning & Development). Most typically this is an Instructor.

Individual Users have limited access to Evaluations and can only see data for Experiences where they are the "responsible actor" for the Experience - for example, for Classes the "responsible actor" is an Instructor, therefore Individual Users are Instructors. Think of "responsible actors" as "individuals who were responsible for the Experience to the extent that their performance should be rated." Their access to Evaluations can be limited to only the feedback collected on their performance as an individual.

To add an Individual User:

1. As an "Owner" level user, navigate to <<your login>> then Account Admin. Navigate to Users on the menu.

2. Click ADD INDIVIDUAL USER

3. Enter their first name, last name, and email address. Note the email address must exactly match the email address used for Experiences. So for Instructors it must be their Instructor email address. Click ADD.

4. In cases where someone has BOTH Individual User access and also a different type of access - such as a "View" level user, Evaluations will auto-suggest a unique login which is different than their email address. This only happens when your organization is offering 2 different types of access to a single person using the same email address. This is rarely done, although one use case could be Instructor Managers who are also themselves Instructors. In all other cases the Individual User will login using their email address.

5. An email will be automatically generated to the Individual User welcoming them to Evaluations and requesting they set their password.

This feature pertains to the Line of Business functionality in Evaluations. If your organization is not using this functionality then these instructions do not apply.

Individual Users, such as Instructors, and receive automated push-reporting from Evaluations. This feature is automatically "on" but can be managed directly by the Individual User.

Push reporting will automatically send an Assessment Summary report link to the Individual User within the following timeframes:

A. One (1) day after the end date of an Experience

B. Weekly (Sunday evenings) when new feedback for the Experience is received

In order to provide participants with an opportunity to complete Assessments the push reporting emails send in the evening relative to US central time.

To manage push reporting an Individual User should login to Evaluations, click on <<your login>> then Edit My Profile then navigate to the push reporting email selections towards the bottom of the screen.

Demographic questions and forms can be created by owner level users. Navigate to ACCOUNT ADMIN to get started.

To create demographics:

1. Navigate to Account Admin > Demographics

2. Click Add Form

3. ​Give the demographic form a name (such as "Region and Job Role")

4. To add questions - either copy a standard question, or create a brand new question. Evaluations does offer a library of standard demographic questions which your organization can use and customize, if desired.

6. Add at least 2 answer options. For the answer options, the VALUE is what appears in reporting. The LABEL is what appears to respondents. For American English these will most likely be exactly the same: i.e. "10 years" for both the VALUE and LABEL as an answer option. When you are working with translations, the LABEL will get updated to the translated language but the VALUE will remain the same, i.e. "10 annes" (French).

7. If adding Translations then select the supported language from the list. Cognota customers are responsible for providing their own translations for Demographic questions and answer options. As noted in the previous step the LABELS get updated for the answer options while the VALUEs stay the same.

8. Save

Your organization can use a default demographic form to measure all assessments and / or can individually assign demographic forms to assessments. To set the default click Add Default from the Demographics page after creating at least one demographic form.

Demographics provide an additional component in understanding the experience of working with Suppliers and Partners. Understanding information about a particular group within your organization that interacts with partners - such as their location, job role, tenure, etc. - will help to determine appropriate next steps in addressing issues.

Demographics can be configured for all KPI's, individual KPI's, or a selected group of KPI's. Demographics can also be gathered for Assessment feedback as well. Demographics are configurable for your organization.

Organizations using Evaluation's "Line of Business" functionality have access to multiple "Experience Type"s.

An Experience Type is a template for a group of attributes used for point-in-time measurement to improve performance.

For example, in Learning & Development recommended Experience Types are:

A. Individual / Self Led Experiences

B. Instructor Led Experiences

The difference in attributes between these two different Experience Types is that attributes are commonly measured in Instructor Led Experiences (such as the performance of the Instructor) that are not applicable in a Self Led Experience (such as digital content without an Instructor).

Limiting User access to certain business units is a two step-process.

First, the Business Unit needs to be created and both the User and Relationships assigned.

Next, the User's access must be limited to only viewing Relationships within the Business Unit.

You must be an account Owner to complete the following steps.

1. Ensure Users and Relationships have been created in Evaluations. Utilize additional Help resources to complete these items.

2. Navigate to Account Admin > Business Units. Provide a name for the Business Unit. Save.

3. Select the desired User and click Assign.

4. Select the Business Units from the drop-down list that you want to assign to this User. Note a User can be assigned to multiple Business Units. Save.

5. Select the desired Relationship (s) and click Assign.

6. Select the Business Units from the drop-down list that you want to assign to a Relationship. Note a Relationship can only be assigned to ONE Business Units. Save.

7. Navigate to Account Admin > Users.

8. Find the User (s) you have assigned to Business Units. Edit. (Each User needs to be edited separately).

9. Scroll down to Data Access on the User record. Select the check box "Limit access to Business Unit (s). Save.

10. As a double-check you should see the previously assigned Business Units (selected in steps 3 & 4 above) also listed on the User record. If desired changes to Business Unit assignments can be made on this record as well.

Note that Users will NOT be notified of a change to their Business Unit assignments.

OPTION 1: If you want to view / work with any of the assessments in the Evaluations library of Standard Assessments, go to Assessments then ADD NEW. If you Clone / Copy then the first step will navigate you to access the Evaluation library, where you can COPY any assessment from the library to configure for use by your organization.

OPTION 2: If you want to view / work with a list of assessments that you have created or configured for your organization, go to Assessments. This will return a list of all assessments in your account which are in Draft, Active, or Deactivated status. From here you can edit an assessment if it has not yet collected data, or copy any assessment.

Yes, a Talent Development Group / Relationship can belong to multiple business units.

Assign Relationships to Business Units only if you want to limit access for certain users to metrics for that Relationship.

Changes can be made to Assessments.

If no data has been collected simply edit the Assessment and Save / Publish once complete.

If an Assessment has collected feedback then click the EDIT button within the Assessment to make updates. Note:

a. Deactivating questions will keep the question from collecting new feedback, but will retain historical data

b. Adding new questions will collect data going forward - meaning there will be a gap in data for that particular question

c. Category changes may affect any reports which use scorecards to display data

d. Changes to Assessment titles may affect integrations, depending on your organization's business rules

Cognota highly recommends connecting with your account team before making any Assessment updates to Assessments which have already collected feedback.

If you are using a standard Line of Business experience type (such as "Instructor Led Learning") you can update the title of the experience type.

For example, if your organization always refers to this type of delivery as "ILT" or "Formal training" or other term then it might be more meaningful to see those terms reflected in your metrics.