Managing Allotments

Allotments are used when you sell or allocate responses or cohorts to customers or partner Organizations

It is activated by selecting the "Enable Allotments" checkbox on the Site Settings table.

How Allotments work

If an Organization's Response Allotment drop-down selector has "are allocated" or "can be purchased" - then an allotment must exist and have available responses or cohorts to add a response or cohort linked to that organization. This applies regardless of how the response is created, from an "Add Response" or "Add Cohort", uploading a spreadsheet, invites from a cohort, or from a sharable link to your assessment.

An Assessment setting on the Pricing tab, "Pricing is By Cohort," controls whether allotments are priced and sold by cohort or individual response.  If allotments are sold by Cohort, any number of responses may be included. 

An Organization's Response Allotment drop-down selector of "Are Allocated" will often be used where an allocation has been sold as part of a service or otherwise outside the system. "Can be Purchased" are purchased through the system, when the customer or partner adds an allotment.

Responses are

• Counted as "Used" when a response is completed.  
• When responses are added they will be added to the Unexpired Responses column below.  If the Respondent completes the response, the count will be moved to the Completed Responses column.
• If the respondent does not complete the response and an expiry date is specified (usually defaulted from the Assessment Settings) then on the expiry date the response will be locked, and the response count moved to the Expired Responses column below and increase the Available Responses column.

Cohorts are counted as "used" as soon as the cohort is added to the system.  There is no expiry functionality. 

The Price for the Allotment (or responses or cohorts) is established from the Price List.  There can be a range of different prices available, and they are specifically linked to the organizations, either from the Organization function, selecting the applicable Price (s) or from the Price List, linking it to Organizations.

Assessment Managers can purchase, view, and manage allotments for their organizations.

Administrators can view and manage all allotments.

Allotments List

The Allotments list shows the status of all allotments:

It shows:

• Assessment.  The Assessment that the allotment is for.
• Organization.  The organization the allotment is for.
• Allotment Date.  The date the allotment was acquired.
• Allotment Name.  The allotment name - an optional field to uniquely label this allotment, if required.
• Allocated.  The number of responses or cohorts initially allocated.
• Invited.  The number of responses or cohorts where an invitation has been sent to a respondent.
• Used.  The number of responses that have been completed from the allotment or the number of cohorts created.
• Unexpired.  The number of responses where respondents have been invited but haven't completed the response and the expiry date is not past. (This functionality does not apply to cohorts.)
• Expired.  The number of responses where respondents have been invited but haven't completed the response and the expiry date is past, so the response is no longer available. (This functionality does not apply to cohorts.)
• Available.  The number of Available responses or cohorts (Allocated - Completed - Unexpired).
• View Responses / Edit.  Links to list the responses attached to the allocation, or to Edit the allocation. 

Allotment

The allotment screen is used to:

• purchase allotments (by the assessment manager, although the administrator can on their behalf)
• allocate allotments (by the administrator)
• manage allotments (by the administrator)

1. Assessment: The Assessment this allotment is for
2. Responses Required: The number of responses or cohorts purchased, If the organization purchases responses or cohorts, there must be a valid price for the number of responses or cohorts specified.
3. Allotment  Name:  An optional name allocated by partner.  Only used for their identification.
4. Organization: The organization that owns the allotment.  When responses are created for this organization they can be at organization child levels below.
5. Allocation Date: The date the allocation was created, today for new allocations. 
   • The following fields only appear if the Organization's Response Allotment drop-down selector = "Can be Purchased"
6. Response Price List: Usually there will only be one applicable Price for the organization, but the system allows for multiple (e.g. in different currencies) 
7. Custom Pricing: This checkbox only appears if an Administrator logs on.  An administration can overwrite the calculated price, including to 0 (in which case the Credit Card fields are hidden.)
8. The Price Description appears here.  This can be used for any purpose, including Terms and Conditions.
9. Credit Card Information.