How do I send different cohort reports to different roles?

In a 360 or Group/Team assessment, the cohort report does not have to go to a single recipient. It can be sent to the respondents themselves, with each role receiving a different version of the report, or no report at all.

There are two report templates available: the Cohort Report and the Alternate Cohort Report. A common use is to send the full report to the subject and a shorter or less detailed version to the raters. Two versions is the maximum - you cannot upload a separate template for every role. Each role is assigned to one of the two templates, or to neither.

Step 1 - Set the recipient to follow the roles

1. Navigate to Assessment Settings > Feedback tab.
2. In the Outputs section, locate Cohort Email Recipient.
3. Select As specified for the Roles.
4. Click Save.

Once this is saved, a Receives Report field becomes available on each cohort role. Also set the Cohort Email Report field in the same section to the cohort report being sent.

Step 2 - Upload the alternate report template

The alternate template is held on the cohort report itself, not on the role.

1. Navigate to Assessment Settings > Feedback tab.
2. Open the cohort report you are using, then select the Options tab.
3. Use the Alternate Report Template field to upload the second Word template.
4. Click Save.

The main template is uploaded in the Report Template field on the General tab of the same screen. If every role is receiving the same report, the alternate field can be left empty - it is only used when two versions of the report are being sent to respondents, defined by role.

Step 3 - Set Receives Report on each role

1. Navigate to Assessment Settings > Cohort tab and edit each role.
2. Set the Receives Report field for each role. The options are:

3. Click Save for each role.

Example

In a 360 assessment with the roles Self, Manager, Peer and Direct Report, you might set:

• Self to Cohort Report, so the subject receives the full report with all role breakdowns.
• Manager to Alternate Cohort Report, so the manager receives a summary version.
• Peer and Direct Report to Not Applicable, so those raters receive nothing.

Points to check

• The report still follows the normal distribution rules. Setting Receives Report does not bypass the other criteria for automatic distribution. The completion date must have passed, the minimum number of responses must be met, and a Cohort Feedback email template must exist. See How do I email the cohort report automatically?
• If the Receives Report field is not visible, confirm that Cohort Email Recipient is set to As specified for the Roles and saved.
• If a role is set to Alternate Cohort Report but no alternate template has been uploaded, that role receives nothing. There is no fallback to the main cohort report, so confirm the upload on the Options tab of the cohort report.

If you only need an all-or-nothing split - some roles receive the report and others receive nothing - see How do I send the report to rater roles but not to the Self role in a 360?

For full details, see Setting Up 360 Assessments, How to Set Up Group/Team Cohorts and Managing Cohort Roles.