Target Selection of Raters

Note: This section applies to the Professional and Enterprise Editions of EchoSpan.

1. How do I enable targets to select their own raters in the tool?
2. Can I upload a list of potential raters for targets to choose from?
3. How do I setup the minimum and maximum amount of raters that a target can select for each group?
4. How do I limit the amount of times an individual can be added as a rater?
5. Can Targets Finalize their list of raters?
6. Can Targets send out the emails to their raters once their rater list is finalized?
7. How do I reopen a Target's rater list so they can select additional raters or edit existing raters if it was finalized?
8. How do I assign a target's manager as their auditor?
9. How do I assign a single auditor as the approver for all target's rater lists in the project?
10. Can auditors send out emails to raters once they have finalized a target's list?
11. At what point during the rater selection process can targets finalize their list or send it to an auditor?
12. How do I send invitations/reminders to targets to select raters?
13. How do I send reminders to auditors to approve rater lists?
14. How do I send summary reminders to auditors to approve rater lists?
15. How can I delete/change a target's auditor?
16. How do I manually set up an auditor for an employee?
17. How do raters receive emails to complete their reviews when an auditor is reviewing the rater lists?
18. Which phases do I need to have on if I am allowing targets to select their own raters?

1. How do I enable targets to select their own raters in the tool?

    Option 1:

    This can be setup during project creation on the Quick Setup Checklist.

• Login to your project and go to Step 5 of the Quick Setup Checklist. By default, the project is set to allow the administrator to load the raters for each target.
• Choose "Targets will select their own raters" or "Targets will select their own raters and be approved by a manager".

    Option 2:

• Go to the Setup >> Project Settings.
• Choose "Self Select" next to Rater Selection. Then, you can then determine how the rater lists are approved by choosing either "Automatic" or "Auditor-Approved".

2. Can I upload a list of potential raters for targets to choose from?

    Yes, EchoSpan can upload a user database for your account. Please email an excel spreadsheet with separate columns for first name, last name, and email address to support@echospan.com. Once you receive confirmation that the list has been uploaded, follow the steps below to allow your targets to select from the list.

• Go to the Setup menu option >> Advanced Settings.
• Expand the Target/Participant section.
• Turn ON the option to Select Rater Names From Database.
• Click Save Settings at the bottom of the page.

3. How do I setup the minimum and maximum amount of raters that a target can select for each group?

• Go to the Setup menu option >> Relationship Groups.
• There is a Min and Max option for each relationship group that can be configured.
• Click Save Settings at the bottom of the pop-up window.

***If you would like to allow zero raters to be selected for any group you can turn this option on by clicking "Advanced" to the right of the relationship group name. Once a rater is entered into a group that allows zero, the minimum for that target is set back to the minimum you designated for that group.

4. How do I limit the amount of times an individual can be added as a rater?

• Go to the Setup menu option >> Advanced Settings.
• Expand the Raters & Responses Section.
• Here you will find three setting options that pertain to rater limitation: "Limit Rater Requests", "Limit Rater Enforcement Scope", and "Rater Request Limiter Expiration".
• First, set the "Limit Rater Requests" option which allows you to set the number of times a rater can be selected to provide feedback.
• Next, set the "Limit Rater Request Enforcement Scope" option which allows you to select if you limiting settings apply across all of your project, only projects with rater limiting on, or the current project only.
• Finally, you can set the "Rater Request Limiter Expiration" option which allows you to determine the amount of time that passes once a rater has met their limit before they can be selected again as a rater.
• Click "Save Settings" at the bottom of the page.

***Note these features only apply to projects where targets are selecting their own raters. Admins can always bypass the rules and add the rater to additional targets. Additionally, raters selected to provide feedback in groups set as "Manager" groups are not counted against their project total.

5. Can Targets Finalize their list of raters?

Note: the following applies if targets are selecting their own raters and they are set to be automatically approved. It does not apply if you are using a rater list auditor to review and approve rater lists.

    Yes. If the target's rater list is set to be automatically approved you can require them to finalize the list.

• Go to the Setup menu option >> Advanced Settings.
• Expand the Target/Participation section.
• Turn ON the option to "Require Target to "Finalize" Rater List.

Rater List Auditor Introductory Video

6. Can Targets send out the emails to their raters once their rater list is finalized?

Note: the following applies if targets are selecting their own raters and they are set to be automatically approved. It does not apply if you are using a rater list auditor to review and approve rater lists.

    Yes. If the target's rater list is set to be automatically approved the target can send out their rater's emails. They will have the option to finalize their rater list and send out the rater emails concurrently.

• Go to the Setup menu option >> Advanced Settings.
• Expand the Target/Participant section.
• Choose the ALLOW setting for the Allow Target to Send Invitation Setting.

7. How do I reopen a Target's rater list so they can select additional raters or edit existing raters if it was finalized?

• Go to the Targets menu option >> Manage and click on the name of the target that needs their list reopened.
• There will be a row at the top of the page that says "This target's rater list is marked as final. The target can not make changes to it."
• Click the "Unmark as Final" link on the right end of the row.

8. How do I assign a target's manager as their auditor?

Note: the following applies if targets are selecting their own raters and they are required to be approved by a rater list auditor.

• Go to the Setup menu option >> Advanced Settings.
• Expand the Target/Participant section.
• Turn ON the feature to "Use Manager Rater as Auditor"

    In this scenario, auditors will be assigned based on the first manager that the target enters on their list of raters.

    ***Make sure that your manager relationship group is setup as a manager group from the Setup menu option >> Relationship Groups. Click the advanced link to the right of the relationship group name and make sure the Advanced Configuration "Is this a manager group?" is set to YES.

9. How do I assign a single auditor as the approver for all target's rater lists in the project?

• Go to the Setup menu option >> Advanced Settings.
• Expand the Target/Participant section.
• Enter the first name last name and email, separated by a comma, of the designated auditor in the field labeled "Use a Single Auditor for all Rater Lists" (ex. John, Doe, johndoe@acme.com).

    In this scenario, all lists would be routed to that one designated individual for approval.

10. Can auditors send out emails to raters once they have finalized a target's list?

   Yes. If the target's rater list is set to be approved by an auditor the auditor can send out the rater's emails. They will have the option to finalize the target's list of raters and send out the rater emails concurrently.

To turn ON this feature:

• Go to the Setup menu option >> Advanced Settings.
• Expand the Target/Participant section.
• Choose the ALLOW setting for the Allow Auditor to Send Invitation Setting.
• Click Save at the bottom of the page.

Please note:

2. If the project autopilot is ON for your project and you have a date populated for the Feedback Phase or the Email Summary Invitation for Raters the auditors will NOT be allowed to send rater emails.

11. At what point during the rater selection process can targets finalize their list or send it to an auditor?

    Targets can finalize their rater list, or send it to an auditor to review, once they have met the minimum criteria you setup for each relationship group from the Setup menu option >> Relationship Groups.

12. How do I send invitations/reminders to targets to select raters?

• Go to the Targets menu option >> Manage.
• Select the alarm clock icon and then select the type of message that you want to send. You can send an Invitation to Complete the Rater List or a Reminder to Complete the Rater List from this page. (Note that you may also apply filters to help identify targets who have not added the minimum number of raters to their list.)
• Once you choose your message type, select the checkbox next to the targets that you want to send messages to.
• Select Create Messages.
• Depending on your email settings, you may need to go into your Email menu option >> Queued messages to review prior to sending.

13. How do I send reminders to auditors to approve rater lists?

• Go to the Targets menu option >> Manage Auditors.
• Then, select the checkbox next to the Managers that need to receive reminders and click Create Messages.
• Depending on your email settings, you may need to go into your Email >> Queued Messages to review prior to sending.

14. How do I send summary reminders to auditors to approve rater lists?

• Go to the Targets menu option >> Manage Auditors.
• Then, select Summary Messages and choose the message that you want to send.
• Select the checkbox next to the Managers that need to receive reminders and click Create Messages.
• Depending on your email settings, you may need to go into Email >> Queued Messages to review prior to sending.

15. How can I delete/change a target's auditor?

• Go to the Targets menu option >> Manage.
• Click on the target's name to view their profile page.
• At the top of the page you can select "Delete Auditor".

    Note: If you have your project setup so the target's manager is their auditor you will notice that a link appears next to all of the managers on the rater list that says "Set this rater as Auditor". If you click on this link, the auditor will be reset and an email invitation to approve the target's rater list will be sent to the correct manager.

16. How do I manually set up an auditor for an employee?

• Go to the Targets menu option >> Manage.
• Find the target whose auditor needs to be set and click on their name.
• On the right side of the target's profile page you will see a link in the Target Management box "Manually set rater list auditor."
• Click the link and enter the new auditor's credentials.

17. How do raters receive emails to complete their reviews when an auditor is reviewing the rater lists?

    When a manager finalizes a target's rater list emails for the approved raters are queued and available to send from the Email menu option >> Queued Messages page. You have two options for sending out the emails.

    Option 1: Project administrator manually releases emails from the email queue.

• Go to the Email menu option >> Queued Messages.
• Select the emails to be distributed and click "Send Messages", or click "Send all Messages" to send all of the emails.

    ***The Rater Review Invitation is sent with this option.

    Option 2: Auto-pilot used to send emails on a certain date.

• Go to the Project menu option >> Project Autopilot.
• Populate a date for the field "Email Summary Invitations for Raters".

    ***The Rater Summary Invitation is sent with this option.

    Additionally, you can setup your project so any raters not approved by a certain date will be automatically approved and their emails will be sent out following their approval. To do this, follow the steps below.

• Go to the Setup menu option >> Advanced Settings.
• Expand the Target/Participant Section.
• Turn ON the option to Auto Approve Raters a certain amount of days after an auditor has been assigned.
• Turn "Auto-Approved Rater Email Handling" to SEND- send raters invitation email.
• Save settings at the bottom right of the page.

18. Which phases do I need to have ON if I am allowing targets to select their own raters?

    Please find a guide for which each phase from the Project menu option >> Phases controls.

• Rater Selection Phase- Should be ON if you would like targets to select their own raters.
• Rater List Audit Phase- Should be ON if you would like auditors to approve rater lists.
• Feedback Phase- Should be turned ON once you would like your participants to have access to self-evaluations and rater evaluations.