Manually Scheduling Assessments
The manual schedule feature allows admins to pick a time for the participant’s assessment at invite, rather than having the participant schedule their own assessment after they have been invited.
1. In Users, click the Add manually button.
2. Click +New Participant.
3. Fill out the participant’s required information normally.
4. Under the assessment and language drop-downs, check the Schedule manually checkbox. A window will open.
5. In the window, select a time and click Schedule.
6. Click Create & Invite to Simulation.
The participant will receive their invitation email normally, but the scheduling screen will be skipped when they log in. They can still reschedule on their own if it’s within 48-hours of their assessment start time.
Problem: I can’t check the Schedule manually checkbox.
Solution: Make sure the required information is filled out (time zone, assessment, language).
Problem: There are no time slots available, or the time slot I want is not available.
Solution: Available time slots are based on assessor availability. Check that you have enough assessors, and/or have assessors add more calendar availability in to their schedules.
Problem: I’m inviting an already existing participant to a follow-up assessment. Can I still schedule manually?
Solution: Yes, go to their profile and click the +New assessment button. There is a schedule manually checkbox in that window.
Problem: I want to schedule an assessment within the next 48-hours, but there are no time slots available.
Solution: If you are an admin with your own assessors and you need a work-around to manually schedule a new participant for a time within the 48-hour window, schedule the participant using the manual scheduling feature, then go into the participant’s profile, and use the manual reschedule option in the participant’s history table. Manual rescheduling can be done as soon as the nearest hour on the same day from the current time, and at 30-minute intervals after that hour. However, it is important to remember that assessors are supposed to be given 48-hours’ notice before assignments, so it is up to the admins to confirm with the assessors ahead of time. Assessors are automatically assigned after a manual reschedule based on their calendar availability, so it may be necessary to switch the automatically assigned assessors to the ones you have confirmed with ahead of time (see the manual rescheduling section for more information).