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  3. Sending Invitations to Participants

Invitation Emails & Reminders

When managing a Project in the CMD, the only way to provide access to the i4 Neuroleader™ Platform & Assessment is to send Participants our Invitation Email with the unique ‘token link’ via our system.

How does the unique ‘token link’ work?

A ‘token link’ (which is unique per invitation) allows Participants and Raters to gain access to the i4 Neuroleader™ Platform & Assessment in their own account.

In order for them to activate the invitation, they must click on the ‘token link’ inside of the system generated email invitation which is sent via the CMD (for Participants) and the Step 6 of the Assessment Wizard (for Raters).

What do I do before sending the Invitation Emails?

Our invitations emails are always sent via the CMD and cannot be customised. These invitations are written in a generic manner to inform Participants and Raters that they have been invited to access the i4 Neuroleader™ Platform and complete a 360° feedback assessment. Our emails also provide all the necessary instructions to complete the assessment (see examples below).

Part of the process of launching a Project requires you to personally induct Participants by sending them introductory email communication first. This should be done before sending out the invitation emails via the CMD.

A few related articles:

How do I send the Invitation Emails?

A ‘Project’ must first be set up in the CMD in order to send out an invitation email to a Participant. After you have purchased an assessment or assigned a credit, you will will be able to select the ‘Send Invitation Email’ action using the ‘options’ dropdown menu. 

In Individual Projects

The CMD will direct you to purchasing an individual credit first before you can send an invitation email. When entering the Participant’s details (this will not send the invitation), you will be able to apply this action when you are ready to send it. Once the credit is purchased, in the ‘Manage’ accordion of an Individual Project, you can use the ‘Select an Action’ dropdown to ‘Send Invitation Email’ - select and click apply.

In Group Projects:

In the CMD, start by creating up an empty ‘Group Project’, then you go to the ‘Add Clients’ tab to purchase platform/assessment credits. Once purchased, these credits get moved into the ‘Manage Clients’ tab. Here you will be able to send invites individually by clicking on the green ‘Options’ button and selecting ‘Send Invitation Email’ from the dropdown menu located next to each Participant. Alternatively, you can send multiple emails by selecting all the Participants and then clicking on the ‘Bulk Action’ button to find the same ‘Send Invitation Email’ option.

What happens if my Participant does not receive the email?

Sometimes the original invitation email is not received, in this case, this unique ‘token link’ can also be accessed inside of the CMD (for Participants) and Step 7 of the Wizard (for Raters) as a back up. Please review our Email Deliverability article.

You can send this ‘token link’ to your Participants in place of the invitation email using your own software, however please ensure that when retrieving these links, you send the correct link to the correct person (since they are unique per invitation). For Raters, Participants need to do this themselves, as it is a self-managed process (read more here).

What about email reminders?

There are 5 possible email reminders for both Participants and Raters which are automatically sent after the initial invitation email is triggered. These emails are sent at key points and based on progress, with the aim of encouraging users to complete the assessment process.

Remember that these emails do not have deadlines, so as a Practitioner, depending on the progress of your Participants, you may want to send your own group or individualised additional emails to nudge Participants and remind them of your Project deadline. 

We have provided a detailed description and the conditions of when these reminders are sent and links to the sample emails for your reference below: 

Participants

  1. Original Invitation Email: Triggered by you in the CMD
  2. Reminder 1: Sent only if Participant has not accepted invitation within 2 days.
  3. Reminder 2: Sent only if Participant has not accepted invitation within 7 days.
  4. Reminder 3: Sent only if Participant has not completed their self-assessment, but only 2 days activating invitation (creating an account).
  5. Reminder 4: Sent only if Participant has not sent their Rater invitations, 2 days after they completed their self-assessment.
  6. Reminder 5: Sent only if Participant has not sent their Rater invitations, 7 days after they completed their self-assessment (last reminder).

    Raters

    1. Original Invitation Email: Triggered by you in the CMD
    2. Reminder 1: Sent only if Participant has not accepted invitation within 2 days.
    3. Reminder 2: Sent only if Participant has not accepted invitation within 7 days.
    4. Reminder 3: Sent only if Participant has not completed their self-assessment, but only 2 days activating invitation (creating an account).
    5. Reminder 4: Sent only if Participant has not sent their Rater invitations, 2 days after they completed their self-assessment.
    6. Reminder 5: Sent only if Participant has not sent their Rater invitations, 7 days after they completed their self-assessment (last reminder).

    Finally, if you wish to re-send the original invitation email from the system manually to our Participants, you can do this by selecting the ‘re-send invitation email’ using the ‘options’ drop down. Participants can ‘re-send’ their Rater invitations from Step 7 of the Wizard. However, keep in mind that this is not necessary, since they will receive the reminders above.