Setting Up Assessment Managers

Assessment Managers are users who can manage responses for specific organizations and assessments without having full admin access. This guide walks you through the complete setup process.

Before You Begin

Assessment Managers require two things to function:

1. At least one Organization assigned
2. At least one Assessment assigned

If either is missing, the manager won't be able to see or manage any responses. This means you need to have your organization structure in place before creating a manager.

Step 1: Plan Your Manager's Access

Before creating the user, decide:

• Which organizations should this manager have access to? Remember, assigning a parent organization automatically includes all sub-organizations beneath it.
• Which assessments should they be able to manage?
• What should they see? BA offers 19 visibility options to control which features appear in a manager's interface.

Step 2: Create the User

1. Navigate to Users from the main menu.
2. Click Add User.
3. Enter the manager's Email Address, First Name, and Last Name.
4. Set User Type to Manager.

See Users and Permissions for full details on user fields.

Step 3: Assign Managed Organizations

1. Scroll to the Managed Organizations section on the user record.
2. Select one or more organizations from the dropdown list. Hold Ctrl (or Cmd on Mac) to select multiple.
3. You only need to tick the highest level that applies. All organizations below the selected level are automatically included.

Step 4: Assign Managed Assessments

1. Scroll to the Managed Assessments section on the user record.
2. Tick the boxes for each assessment this manager should be able to access.

Step 5: Configure Visibility Options

BA provides granular control over what each manager can see and do. Under Assessment Manager Visibility Options, you can hide features the manager doesn't need, such as:

• Hide Add Response - prevent the manager from creating new responses manually
• Hide Cohorts - remove cohort management from their view entirely
• Hide Reports - restrict access to feedback reports
• Hide Dashboard - remove dashboard access

There are 19 visibility options in total. Review the full list in Users and Permissions to tailor each manager's interface to their role.

Step 6: Send the Invitation

1. Tick the Send Invite checkbox on the user record.
2. Make sure you have an Admin/Manager Welcome email template configured. This email contains the link for the manager to set their password and log in.
3. Save the user record.

See Administration Email Types for help setting up Admin/Manager Welcome email.

Step 7: Verify the Setup

Before sending the invitation, it's a good idea to verify what the manager will see by creating a test account for yourself.

1. Create a separate Manager account using a different email address you have access to (e.g., a personal email or alias).
2. Give this test account the same organizations, assessments, and visibility options as the manager account you're setting up.
3. Log in to the test Manager account and confirm:
   • Only the assigned assessments appear in the menu.
   • Only responses linked to the assigned organization(s) are visible.
   • The correct features are shown or hidden based on the visibility options.

If anything looks incorrect, adjust the settings on the test account until the access is right, then apply the same configuration to the actual manager account.

If responses are missing, see the Troubleshooting section below.

Troubleshooting

The manager can't see any responses

Check all three of these:

• Managed Organizations - is at least one organization assigned on the user record?
• Managed Assessments - is at least one assessment ticked?
• Response organization - are the responses themselves linked to the same organization (or a child of it) that the manager is assigned to? Responses without an organization won't appear for any manager.

The manager sees too many responses

The manager may be assigned to a parent organization that includes sub-organizations you didn't intend. Review their Managed Organizations and assign a more specific (lower-level) organization if needed.

The manager can't find a feature

Check the Assessment Manager Visibility Options on their user record. One of the 19 "Hide" options may be enabled, removing that feature from their interface.

The manager needs access to a new organization

Edit the user record and add the new organization to their Managed Organizations field. No need to create a new user.

FAQs

Use the questions below to find quick answers about Assessment Manager setup.

Related Articles

• Organizations - Available Structure and System Use
• Users and Permissions
• Partner Portal