This article covers how to configure the system to run group cohorts for an assessment.Â
🎥 Watch video instructions: How to set up Group Cohort Initiations
Please note: The platform has had some enhancements and updates since this video tutorial was created, and as such, some of the platform areas shown in the video may now look a bit different. We are working to update our videos to reflect the changes, however, the video is still relevant and extremely useful for use in understanding the set up and the steps to setting up your Group Cohort.
On this page
Steps:
- Step 1 Turn on cohort functionality
- Step 2 Fill out cohort settings
- Step 3 Add roles
- Step 4: Set up iterations(Optional)
- Step 5 Set up email templates
- Step 5 Set up your cohort report
- Step 6 Test before launching
Step 1: Turn on cohort functionality
Head to Site Settings > Features > General tab. Scroll down the page to select the checkbox 'Use Cohort' and press Save.
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Step 2: Fill out cohort settings
1. Head to Assessment settings for the assessment for which you want to set up cohorts. Then click on the Cohort tab of assessment settings.
2. Fill out each field as follows:
Cohort Settings tab:
| Cohort Type | Select 'group'. |
| Default days to Completion | Enter a number of days for how long you want a cohort to run for. This default can be overridden each time you set up a cohort. |
| Default Minimum Responses |
This field sets the minimum number of responses a cohort needs before the system auto generates the report on the closing date. If the minimum has not been met on the completion date, the system will check again every 24 hours and generate the report once the minimum has been met. You can: - enter a number here. -or leave blank if you want to set the minimum number at the role level. |
| Maximum Responses |
Enter a number for the maximum number of respondents allowed. The system will not allow cohorts larger than this number. If this field is left blank, there is no restriction.  |
| Enable Iterative Feedback | Do not tick. This field does not apply to group cohorts. |
| External Cohort |
**THIS IS A COHORT CONFIGURATION OPTION.** Read more here if you want to enable external cohorts by ticking this checkbox. Otherwise, continue with set-up and enable it later if needed. |
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Step 3: Add roles
Roles differentiate participants. They allow you to:
- Filter and split data in the report by role.
- Show different parts of the assessment to different roles.
- Send tailored emails to each role.
Important: You need to add at least one role to your cohort.
Common roles for a group cohort could be a role for each job in a team, or you may want to add just one role named 'respondent'.
1. Click on the Cohort Roles tab, then click Add Role.
2. Fill out the fields as follows:
| Role | Type in the name of the role |
| Customer type | Select a customer type if needed. Customer types are commonly used to differentiate emails. Read more here. |
| Receives report |
Only appears if you selected the 'As specified by role' option in Assessment settings>Feedback Tab>Outputs>Cohort Email Recipient. Select an option from the dropdown list:
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| Minimum Number of Respondents Invited | Enter a number of respondents needed for sending invitations. This minimum will be applied only if the role is selected at least once in the cohort. If this role isn't at all selected, then the minimum won't be applied. |
| Minimum Number of Respondents |
Leave blank if you have set it at the cohort level ( in the cohort settings tab). If you want to specify minimum number of responses at the role level, enter a number of minimum respondents required for the automatic production of the cohort report (after Completion Date). Note: if using this field, all roles for the assessment must have a minimum number set. It is valid to have zero if there is no requirement for responses from that role. |
| Numerical Order | Set a numeric order for the roles to appear in a chart that is split by role. |
| Is Subject | Leave unticked. |
 3. Press save and continue to add more roles if needed.
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Step 4: Optional-Set up Cohort iterations.
**THIS IS A COHORT CONFIGURATION OPTION.**
Read more here if you want to set up iterations.
Cohort Iterations automates reassessment of a cohort. It also allows for reporting by iteration - either as a filter (to show data only for an iteration) or as a split type in all of the charts to show how the individual /team has changed over time.Â
Otherwise, continue with set-up and enable it later if needed.
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Step 5: Set up email templates
Head to Assessment settings> Emails tab to add or amend email templates.
The email types you may need to add for a group assessment are:
To send to the respondents:
- Welcome
- Auto reminder (optional)
- Completion (if using individual feedback reports too)
To send to the cohort contact:
- Cohort Feedback
- Cohort Progress Report
This article is a how-to guide for email templates, you can browse the available email types for cohorts here.
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Step 6: Set up your cohort report or results page.
To add a cohort report
- Navigate to Assessment settings>Feedback tab.
- Under the Cohort reports section, press 'Add Cohort Report.
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Fill out these fields:
Report Name Type in a name for your report. This is an internal name only. Report Description Type in a description of the report. The description is internal only and gives the ability to document the purpose of this report. Report Template Upload your word doc report template. File name Enter a name for the file. The Filename can include merge parameters that will be resolved by the system. Select the merge strings via the drop-down box.
- The options tab allows you to filter the respondents that will be sent in this report. we recommend leaving these fields blank. Read more here.
- If you are using an alternate report, you can upload it in the Options tab>Alternate report field.
Step 7: Test before launching
We always recommend testing your cohort before launching to ensure it's working how you expect it to!
If you're unsure how to launch a cohort, follow these instructions.
Remember, the report will arrive on the day after the completion date, provided there is an email template with a type of Cohort Report and the minimum number of responses criteria has been met. However, you can run the cohort report manually using the Cohort Report Manager.
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Useful Tips for Setting up Your Group Assessment
Click here to read our useful tips for setting up your group assessment.
Useful tips for creating a cohort report
Click here to read our useful tips for setting up your cohort report.
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