Setting Up Phased Assessments

Phased Assessments allow different phases of an assessment to be completed by separate respondents, or by the same respondent at different times. Sections of the assessment are divided into phases (either Phase 1 or Phase 2).

Enabling Phased Assessments

1. Go to Assessment Settings.

2. On the Options tab, set the Assessment Type dropdown to Phased.

3. If the same respondent will complete both phases, tick Phase Respondents are the Same.

Structuring Phases

• When Phased Assessments are enabled, each section of the assessment can be assigned to a phase.

• Use the Phase Name drop-down in the modify section dialogue box to separate sections into Phase 1 or Phase 2.

• Sections within each phase must be contiguous (all grouped together without gaps).

Capturing Respondent Details

Each respondent’s details (email address, first name, last name, name) need to be linked to their phase.

When adding these questions:

1. Use the Link to Response Setting dropdown.

2. Select the option that matches the phase, e.g.:

   • Email phase 1

   • First name phase 2

   • Last Name Phase 2

This ensures the system correctly assigns each respondent to their phase.

Important: If Phase Respondents are the Same is ticked, you only need to capture respondent details once (in Phase 1). You do not need to repeat these questions in Phase 2.

Reports for Phased Assessments

Reports are uploaded and managed from the Feedback tab in Assessment Settings.

1. Upload your report template(s) under the Feedback tab.

2. Save the report as type Completion.

3. In the report settings, select when the report should be sent:

   • To send after Phase 1, tick Send to Respondent 1.

   • To send after Phase 2, tick Send to Respondent 2.

   • You can also trigger the email to send to a bcc or assessor.

4. Reports are triggered by the Phase Completion email type.

Emails in Phased Assessments

You can set up emails for each stage of the process:

• Welcome Email – Sent when the response is initiated.

• Phase Completion Email – Sent to the respondent after they complete their phase.

  • This email type also triggers reports if they are attached.

  • You can also send a link to phase 2 by adding the merge 'Phase2ResponseLink'.

• Phase Welcome Email – Sent to the next respondent when a new phase begins.

PS - When testing your phased assessment, you'll need to set-up a response through the 'Add Response' function as the 'Test Response' accessible from the Builder does not support this (and you'll get the following error message "This assessment has not quite been finished getting setup. Please get in touch with the administrator if you need help").

You can also use phased assessments with Assessor functionality. This allows for an assessor to review and add comments before the final report is sent out. For more info, please contact support@brilliantassessments.com

TIPS:

If using the assessor functionality with phases and different respondents for each phase, the phases move through as follows:

• Started:  The phase 1 respondent has finished answering phase 1.
• Answered: The phase 2 respondent has finished answering phase 2.
• Assessed: The assessor reviews and provides feedback then clicks 'Finish' to stay in assessed mode for the respondent to reenter the response or 'complete" to se the status as completed
• Completed: the Respondent or Assessor has answered the response and clicked the 'Complete' button.