Schedules on the portal

In this article

In this article you find the following information:

• Background
• Schedule statuses
• Creating a schedule
• Changing the order of assignments in a schedule
• Adding tags to a schedule
• Editing assignments and participants in a schedule
• Editing the timing of a schedule
• Adding a review period to a schedule
• Publishing the results of a schedule
• Sending e-mail notifications for schedules
• Deleting schedules
• Finishing schedules
• Archiving schedules

Background

The module Schedules is a submodule of the Scheduling module.

In the module Schedules, you can schedule one or more assignments for individual users or groups. The scheduled assignment(s) will be visible for participants on the assessmentQ portal.

A schedule contains:

• one or more assignments
  
• for one or more participants
  
• for a certain period
  
• and is available on the assessmentQ portal.
• Optionally you can choose to show the results on the portal afterwards.
  

Schedule statuses

A schedule can have one of the following statuses:

• Draft
  This is the first status of a schedule. It is typically the status where you create and modify your schedule until it has the settings you want to use. In Draft, a schedule can always be edited. It does not appear on the assessmentQ portal yet.
• Upcoming
  When a schedule is published, it appears on the portal of the participants who are added to the schedule. When the start time has not been reached yet, the schedule is available on the bottom of the portal under Upcoming and remains fully editable. 
• Live
  When the start time of a published schedule has been reached, its status becomes Live automatically and it is available on the portal. It can still be edited except for the start time.
  
• Expired
  When the end time of a schedule has been reached, its status becomes Expired automatically. It appears on the portal with a tag expired, and can only be edited to a limited extent. 
• Archived
  When a schedule is archived, it disappears from the portal. It cannot be edited in the archive. However, a coach can restore or duplicate a schedule from within the archive. 

Creating a schedule

To create a schedule, proceed as follows:

1. Go to Scheduling > Schedules.
   Result: You see the list of your schedules. 
2. Click on + Add at the top right. 
   Result: The schedule detail page is shown. 
3. Add the title of your schedule in the breadcrumb trail. Note that this title will be visible to the participants.
4. In the properties pane at the right:
   • add an image to your schedule,
   • optionally, add one or more tags to your schedule.

   Note: The image and the tags will be shown on the participants's portal.

5. Define the timing of your schedule. Select a start and an end date. During this period, the assignments in the schedule will be available on the participant's portal.
6. Add one or more assignments to the schedule.
   
   Notes:

   • You can only add approved or live assignments to a schedule.
   • The assignments are added to the schedule in the order in which you select and add them.
   • The order of the assignments in a schedule determines the order in which they will be shown to the participants on the portal. If you want to change the order in which the assignments should appear to the participants, see below.
7. Add users or groups to your schedule by clicking on +Add user or +Add group in the Participants tab.
8. Optionally make the results available on the portal.

   Note: If you don't see the Results lane, it means that the Results portal setting has not been activated for your assessmentQ environment. Please contact your assessmentQ administrator.

9. Optionally add a notification mail and define:
   • for which event you want a notification to be sent (The schedule is available, The schedule expires, The results are available).
   • when you want the notification to be sent.
   • who receives the notification (all participants or participants who did not start)
     
10. Click on Publish in the right top corner to publish the schedule. The schedule will be available on the participants' portal when the start time is reached.

Changing the order of assignments in a schedule

To change the order of assignments in a schedule, proceed as follows:

1. Go to Scheduling > Schedules.
   Result: You see the list of your schedules. 
2. Click on the schedule of your choice.
   Result: The schedule detail page is shown. 
3. Click on Assignments to open the assignments overview. 
4. Click on the Rearrange icon.
   Result: The Drag icons are shown in front of the assignments. 
   
   

   Note: The rearrange icon is not available in schedules that are live.

5. Drag and drop the assignments in the order you want. 
6. If you want to force the participants to take the assignments in the predefined order, select Assignments must be taken one by one in the predefined order.
   Result: When published on the portal, the second assignment will only become available when the participant finished the first one.

Adding tags to a schedule

As a scheduler, you can add tags to a schedule.

Tags allow you to add additional information to a schedule. This information is shown on the participant's portal above the schedule name. 

The tags can be used by both participants and schedulers to filter the list of schedules :

• Participants can use the tags to filter the schedules on their portal in order to easily find the desired schedule(s). 
  

  Note: The tags are always shown on the participant's portal, but filtering on tags will only be possible if the Search and filter setting is enabled for the portal. More info. 

• As a scheduler, you see how many and which tags have been applied to your schedules in your schedule overview and you can filter the overview by tag to see all schedules a tag relates to.

Procedure

To add tags to a schedule, proceed as follows:

1. Go to Scheduling > Schedules.
2. Click on the schedule of your choice and select  in the right top corner.
3. In the Properties pane at the right, add the tags. There are two possible ways:
   • Reuse existing tags by choosing them in the dropdown menu, or
   • Add new tags by typing text and selecting +Add '...' as a new value.
4. Click Save in the top right top corner.
   Result: The tags will be added to your schedule overview. The tags will also be shown on the participant's portal. 

Editing assignments and participants in a schedule

It is possible that a certain assignment, user, or group must be added to or deleted from a schedule. Take into account that deleting an assignment, user, or group from an assignment can have an impact, depending on the schedule's status: 

• In a Draft schedule, deleting users, groups, or assignments is possible and has no impact on the results.
• In an Upcoming schedule, deleting users, groups, or assignments is possible and has no impact on the results.
• In a Live schedule, deleting users, groups, or assignments is possible but has an impact on the results.
  • When you delete an assignment, the results of the participants who have already completed the assignment will disappear from the schedule report, but will remain available in the assignment report.
  • When you delete a user or group from a schedule, their results will be removed from the schedule report, but will remain available in the assignment report. 
• In an Expired or Archived schedule, you cannot delete users, groups, or assignments anymore. 

Procedure for draft schedules

To delete or add users, groups, or assignments from a draft schedule, proceed as follows:

1. Go to your draft schedule.
2. Click on Assignments or Participants. 
3. On the right side of the assignment or participant, select the three dots.
4. Delete the assignment, user or group.
   Result: The assignment, user or group is no longer connected to the schedule.

Procedure for upcoming or live schedules

To delete users, groups, or assignments from an upcoming or live schedule, proceed as follows:

1. Go to your upcoming or live schedule.
2. Select in the right top corner.
3. Click on Assignments or Participants. 
4. On the right side of the assignment or participant, select the three dots.
5. Delete the assignment, user, or group.
6. Save your changes by clicking Save in the right top corner.
   Result: The assignment, user, or group is no longer connected to the schedule.

To add users, groups, or assignments to an upcoming or live schedule, proceed as follows:

• Go to your upcoming or live schedule.
• Select in the right top corner.
• If you want to add (an) Assignment(s):
  • Click on Assignments.
  • Click Add in the upper right corner of the Assignments section.
  • Select your assignment(s)
  • Click Add.
• If you want to add Participants:
  • Click on Participants.
  • Click Add group or Add user in the upper right corner of the Participants section.
  • Select your group(s) or user(s).
  • If you want to notify the users, check the option Notify user via e-mail.
  • Click Add.
• Save your changes by clicking Save in the upper right corner.
  Result: The assignment(s), group(s) or users are added to the schedule. If you checked the option Notify user via e-mail, the newly added users will receive an e-mail saying that the schedule is available for them.

Editing the timing of a schedule

The timing of a schedule can be changed in schedules with the status Draft, Upcoming, or Live only. 

To edit the timing in a draft schedule, proceed as follows:

1. Go to your draft schedule.
2. Click on Timing.
3. Change the Start and/or End time of the schedule
   Result: The participant will be able to start the assignment(s) from the portal during this period of time.

To edit the timing in a upcoming schedule, proceed as follows:

1. Go to your upcoming schedule.
2. Select in the right top corner.
3. Edit the start and/or end time.
4. Save your changes by clicking Save in the right top corner.
   Result: The participant will be able to start the assignment(s) from the portal during this period of time.

To edit the timing in a live schedule, proceed as follows:

1. Go to your live schedule.
2. Select in the right top corner.
3. Edit the end time. It's not possible to change the start time because it has already passed by.
4. Save your changes by clicking Save in the right top corner.
   Result: The participant will be able to start the assignment(s) from the portal during this period of time.

Adding a review period to a schedule

After a participant has taken an assignment and received his score, he may want to review his answers. By defining a review period, you can allow participants to review their answers during this period. It's also possible to show the feedback, solution, and/or correction during the review period.

To define a review period, proceed as follows:

1. Go to Scheduling > Schedules.
   Result: The list of schedules you have access to appears. 
2. Select the schedule for which you want to add a review period.
3. Open the Timing part of the schedule.
4. Enable the Set review period option.
   Result: You can add a review period.
5. Add the period in which participants may review their answers.
   
   Result: As soon as the start date of the review period is reached and the participants have finished one or more assignments in this schedule, the schedule will be show the status Open for review on the participants' portal.  During the review period, the participants will be able to click the schedule and open their finished assignment(s) in review mode. 

Publishing the results of a schedule

As a scheduler, you can define whether and when the results of a schedule are published on the participants' portal. When the results are published, the participants can consult their results on the portal and drill down into their personal reports. 

The results can be activated in schedules with the statuses Draft, Upcoming, Live or Finished. It is not possible to activate results in schedules with the status Archived.

To publish the results of a schedule, proceed as follows:

1. Go to Scheduling > Schedules.
2. Click on the schedule of your choice and select  in the right top corner.
3. Click on the Results lane.

   Note: If you don't see the Results lane, it means that the Results portal setting has not been activated for your assessmentQ environment. Please contact your assessmentQ administrator.

4. Select Show the results on the participant's portal. 
5. Choose when the results should be available:
   

   Tip: You can also send an e-mail notification to the participants to inform them that their results are available on the portal. More info. 

6. Click Save in the top right top corner.
   Result: The results will become available on the participant's portal as soon as the publication date of the results has been reached and the participant has finished the assignment(s) in the schedule. 

Sending e-mail notifications for schedules

As a scheduler, you can send an e-mail notification to the schedule participants to inform them that:

• a schedule will become available on their portal
• a schedule will become unavailable on their portal
• the results of a schedule will become available on their portal
  

  Note: For the result e-mail notification to be sent, the portal setting Show results needs to be activated. When this portal setting is not activated or turned off again, the e-mail notifications for results will not be sent even when the scheduler defined a result notification for a schedule.

To send an e-mail notification to the participants of a schedule, proceed as follows:

1. In your schedule, open the part E-mail notifications and click Add.
   
   Result: The popup Add e-mail notification appears
   
2. Fill in when and to whom you want to send a notification.
3. Click on Add.
   Result: the notification has been added. 

Deleting schedules

As a scheduler, you can delete your schedules provided they have the status Draft or Upcoming.

To delete schedules, proceed as follows: 

1. Go to Scheduling > Schedules.
2. If you want to delete one specific schedule, click on the three dots next to the schedule of your choice and select Delete. 
   Result: You see a confirmation pop-up.
3. If you want to delete multiple schedules at once:
   • Click on the bulk selection icon  in the top right corner.
     Result: You see a checkbox in front of every schedule. 
   • Select the schedules of your choice and click on the Delete icon at the bottom of the page.
     
4. Click Yes to confirm.
   Result: The schedule(s) is (are) permanently removed from the schedules overview. 
   

Finishing schedules

As a scheduler, you can finish schedules.

When you finish a schedule:

• The schedule end date changes to now and the schedule status changes to Expired.
• By default, the expired schedules are shown on the portal. The participants can still click them to see the detail page of the schedule, but they cannot click through anymore on the assignments.

To finish one or more schedules, proceed as follows: 

1. Go to Scheduling > Schedules.
2. If you want to finish one specific schedule, click on the three dots next to the schedule of your choice and select Finish. 
   Result: You see a confirmation pop-up.
3. If you want to finish multiple schedules at once:
   • Click on the bulk selection icon in the top right corner.
     Result: You see a checkbox in front of every schedule. 
   • Select the schedules of your choice and click on the Finish icon at the bottom of the page.
     
     Result: You see a confirmation pop-up.
4. Optionally enter a comment and click Yes.
   Result: The comment (if any) will be listed in the schedule history. The schedule status changes to Expired. The participants will no longer be able to take the assignments in these schedules. 
   

Archiving schedules

As a scheduler, you can clean up the schedules overview by archiving your schedules.

Schedules that are archived:

• are moved to the schedules archive in the backoffice.
  If required, you can still restore them from the schedules archive. 
• are removed from the participants' portal. 

To archive one or more schedules, proceed as follows: 

1. Go to Scheduling > Schedules.
2. If you want to archive one specific schedule, click on the three dots next to the schedule of your choice and select Archive. 
   Result: You see a confirmation pop-up.
3. If you want to archive multiple schedules at once:
   • Click on the bulk selection icon  in the top right corner.
     Result: You see a checkbox in front of every schedule. 
   • Select the schedules of your choice and click on the Archive icon at the bottom of the page.
     
     Result: You see a confirmation pop-up.
4. Optionally enter a comment and click Yes.
   Result: The comment (if any) will be saved in the schedule history. The schedule status changes to Archived and the schedules are moved to the schedules archive. Archived schedules are removed from the participants' portal.