Email Templates in Brilliant Assessments: Individual, Cohort, and 360

These videos go through emails against individual assessments, group assessments and 360 assessments.  They outline which email templates will display for new assessments and how to edit email templates. 

You can read more about email templates here:  Choosing the Right Email Templates

How to Set Up Email Templates in Brilliant Assessments

Brilliant Assessments allows you to customize emails to ensure a great experience for participants. This guide will walk you through setting up, personalizing, and testing assessment emails so they are professional, branded, and delivered successfully. Follow these steps to optimize your email workflows and keep your audience engaged.

Accessing Emails

• Navigate to the Emails Menu to view all system emails, global templates, and assessment-specific emails.
• For assessment-specific emails, go to the Assessment Settings and select the Emails Tab.

Setting Up Emails from Your Domain

• Ensure emails are sent from your address to avoid spam filters.
• Configure this under Site Settings > Emails following guides for Microsoft, Gmail, or other providers.

Understanding Default Emails

Brilliant Assessments provides three default email types:

• Welcome Email – Sent when an assessment begins.
• Auto-Reminder Emails – Sent based on a set time period (either after the start or before the deadline).
• Completion Email – Sent when an assessment is completed, with an optional feedback report or results link.

Customizing Emails

1. Click Add Email to create a new email.
2. Select the email type from the dropdown menu.
3. Enter a subject line (keep it short and clear).
4. Choose a customer type to send different variations based on the recipient.
5. Use merge fields to personalize emails (e.g., first name, results link).

Testing Your Emails

1. Create a test response for your assessment to check formatting and workflow functionality.

How to Manage Individual Email Templates

When you create a new assessment in Brilliant Assessments, it is set as an individual assessment by default. With this, three pre-configured email templates are available to help you communicate effectively with respondents. These include:

• Welcome Email
• Auto-Reminder Email
• Completion Email

Locating Email Templates

1. Navigate to Settings in your Brilliant Assessments dashboard.
2. Click on Emails to view the available email templates.

You will see the three default email templates listed here.

Understanding the Email Templates

1. Welcome Email

• This email is sent when respondents are invited to take the assessment.
• If respondents access the assessment via a URL, they receive this email after completing the first page and entering a linked email field.

→ How to Edit the Welcome Email

1. Click the Edit button next to the Welcome Email template.
2. Modify the logo and text as needed.
3. Ensure key placeholders like the response link remain intact.
   • This allows respondents to return to the assessment if they exit before completing it.
4. If you accidentally delete the response link, re-add it via the Merge Types menu.

2. Auto-Reminder Email

• Sent three days after the respondent starts their assessment by default.
• Can be customized based on your assessment needs.
• If your assessment is part of a cohort, you can send this email a set number of days before the completion date.

→ How to Edit the Auto-Reminder Email

1. Click Edit on the Auto-Reminder Email template.
2. Adjust the timing and content of the reminder.
3. If you need both time-based reminders and cohort-based reminders, create two separate emails to accommodate both conditions.

3. Completion Email

• Sent automatically once a respondent finishes the assessment.
• Includes an attached completion report and can include a link to the results page.
• No action is needed to attach the report—this is done automatically when a report is linked to the assessment.

How to Set Up Email Templates for Cohorts in Brilliant Assessments

In Brilliant Assessments, a cohort refers to a team or any other grouping of participants. By default, assessments come with individual email templates, but you may need to adjust these or add cohort-specific emails for group assessments.

This guide will walk you through:

• Understanding the differences between individual and cohort email templates
• Setting up cohort-specific emails
• Configuring reminder and completion emails
• Ensuring both individual and cohort feedback reports are correctly sent

Welcome Email for Cohort Participants

The default Welcome Email can be used as is, but you may also want to send an additional welcome email to introduce participants to the cohort.

How to Add a Cohort Welcome Email:

1. Click Add New Email.
2. Select Cohort Welcome as the email type.
3. Customize the email text to introduce the cohort and provide relevant details.
4. Save your changes.

This email will be sent before the standard welcome email when respondents are invited to take the assessment.

Configuring Auto-Reminder Emails

• The Auto-Reminder Email works for cohort assessments with minimal changes.
• A key difference is that you can set it to send a certain number of days before the completion date.

How to Configure Auto-Reminder Emails:

1. Edit the Auto-Reminder Email template.
2. Adjust the timing to send reminders before the completion date.
3. If you want reminders to be sent both before and after the completion date, create two separate emails:
   • One for before the completion date.
   • One for after the completion date (for incomplete responses).

Setting Up Completion Emails

By default, the Completion Email sends individual reports. However, for cohort assessments, you can modify this to send cohort feedback reports instead.

How to Configure Cohort Completion Emails:

You have two options:

1. Replace the default completion email with a Cohort Feedback email.
   • This will send the cohort report instead of individual reports.
2. Set up a separate email for the Cohort Feedback Report:
   • This email is sent to the cohort subject or contact once the completion date has passed and the minimum required responses have been collected for each assessment role.

When set up correctly, the Cohort Feedback Report will be automatically attached, and instead of individual feedback, a link to the cohort results dashboard will be included.

How to Set Up Email Templates for a 360 Assessment in Brilliant Assessments

A 360 assessment in Brilliant Assessments allows different roles to receive customized emails based on their participation. Unlike standard individual assessments, 360 assessments require additional setup to ensure the right emails are sent to the right people.

This guide will walk you through:

• Setting up default and custom email templates
• Assigning roles and lookup lists for personalized email delivery
• Configuring welcome, reminder, and completion emails for different recipients  

Default Email Templates

1. Go to Settings in your 360 assessment.
2. Click on the Emails tab to view the default email templates.
3. By default, you will see three email templates designed for individual assessments:
   • Welcome Email – Sent to respondents when invited.
   • Auto-Reminder Email – Can be scheduled to send after a response is created or before the completion date.
   • Completion Email – Needs to be customized for a 360 assessment.

Configuring the Completion Email

The default completion email must be changed since 360 assessments involve multiple participants and feedback.

How to Replace the Completion Email:

1. Click Edit on the Completion Email template.
2. Replace it with the Cohort Report Email Template.
3. Choose whether this email should be sent to:
   • The 360 subject (person being assessed) along with their Feedback Report and results page link.
   • The Assessment Manager who oversees the assessment process.
4. Save your changes.

Adding Additional Emails

Depending on your 360 assessment setup, you may need extra email templates.

Creating a Cohort Welcome Email

If you want to introduce participants to the 360 process before they receive their welcome email:

1. Click Add New Email.
2. Select Cohort Welcome as the email type.
3. Customize the email content.
4. Save your changes.

Setting Up a Cohort Auto-Reminder Email

This email helps ensure responses are submitted on time. To set it up:

1. Click Add New Email.
2. Select Cohort Auto-Reminder.
3. Configure when the reminder should be sent (e.g., before the completion date).
4. Save your changes.

Customizing Emails for Different Roles

Setting Up Lookup Lists for Custom Roles

To personalize emails based on recipient roles, you'll need to create custom lookup lists.

How to Create Customer Types:

1. Navigate to Lookup Lists in settings.
2. Create a Customer Type for the 360 Subject (e.g., Yourself) and assign it a numeric code (e.g., Code 8).
3. Create another Customer Type for other respondents (e.g., Others) and
4. assign it a numeric code (e.g., Code 9).

Assigning Roles to Customer Types

1. Go to 360 Assessment Settings.
2. Navigate to Cohort Roles.
3. Assign the Yourself customer type to the 360 Subject role.
4. Assign the Others customer type to all other respondent roles.

Customizing Welcome Emails for Different Roles

Now that roles are assigned, you can create custom welcome emails for each group.

Customizing the Welcome Email for the 360 Subject

1. Select the Welcome Email.
2. Assign it to the Yourself (360 Subject) Customer Type.
3. Personalize the content as needed.

Creating a Welcome Email for Other Respondents

1. Copy the content from the 360 Subject Welcome Email.
2. Click Add New Email.
3. Select Welcome Email and assign it to Others (Other Respondents Customer Type).
4. Paste the copied content and modify it for respondents (e.g., "Please complete the 360 assessment for [Subject's Name]").
5. To personalize it, use a merge field to automatically insert the 360 Subject’s Name.