You bought some codes. Now …
How do you invite people that want to take an assessment?
I will look at the process and define three roles in this:
- You – the coach
- The organiser
- The participant
Sometimes, you will take on the role of the organiser and play both roles – coach and organiser.
There are two kinds of codes, and we will look at them separately:
- Multi-use codes
- Single-use codes
Multi-use codes are available for coaches that have gone through the big transition. All code bundles salvaged from GSC are multi-use codes.
Multi-use codes are also available in a subscription for Access, while the basic non-subscription free Access account only has single-use codes.
Both multi-use codes and single-use codes can be bought in bundles of multiple codes. But they differ in their application.
I will start with single-use codes, as they are new and foreign to us old coaches from pre big transition times.
Single-use codes get their name from the fact that they can only be used once to create a new Access account or the be redeemed from within an existing account. So, in a bundle of 40 single-use codes, you get 40 individual codes that can each be used once.
How does a coach get the single-use codes to the client? We used to send an email to all clients containing just one link and one code for all of them, and the users redeemed the same code until it was used up.
Do we now have to send an individual email to every user with his individual code? Yes, but we can have Gallup assist us in this.
Coach sends invitation email
We coaches can send out invitation emails to our customers automatically. That is, each email will contain a link with the individual code of the receiver and redeem it automatically, such that the user does not have to copy and paste the code from the email to redeem it.
For that, the organiser has to provide the email addresses of the participants to the coach.
This can be done in groups, that is, you do not have to wait until everybody has signed up for the course or assessment before beginning to send out emails to participants.
To send invitation emails, go to Menu / Code Management.
Then select the code bundle in question by clicking on it. This screen will appear (there are some more functions I hide for the moment for clarity):
Here you can see how many codes are still available in the bundle to be distributed to the participants, how many have been distributed but not used yet, and how many participants have activated their codes, that is, started the process of the assessment.
Let’s click on Distribute Codes. This screen comes up:
For now, we select “Send Codes via Email Invites”, which brings up a new screen. Subscribers have an additional feature here to upload the email addresses from a csv file.
Next, we finally get to where you can enter the email address(es) of the participant(s) and decide even on the language the email is to be sent in.
With next, you send the invitation emails to the participants.
Let’s look at another method now.
What if the invitation does not arrive?
Emails are sent from firstname.lastname@example.org, and that email address could be blocked by company spam rules or the provider could mark them up as spam. Always have the clients look at their spam folder. Maybe the company needs to whitelist the email address. Their IT department would know how.
If all that does not help, you can go to Code Management, click on the bundle the person was invited with, go to Distributed Codes, select the person, and send a reminder (see under Manage Selection).
Organizer sends invitation emails
When your organiser want to personalise the emails or just do the whole invitation thing for their participants, you can download a list of codes and send it to the organiser. This makes sense if the organiser for example has to add personal information to the email.
Follow the above process until you come to the distribution methods and select “Export Codes to File”. This dialog will appear. It contains an entry field where you can say how many codes are exported (you can send the codes in groups here as well) and even a sample invitation email.
The files look very basic and can be used for mail merge or manual inclusion in an email. Every participant has to get one of those codes. (These codes here are not valid, of course.) You can either copy the code to the email, or manufacture a link (https://my.gallup.com/direct/ac/<code>) with it, so that the user does not have to redeem the code manually.
If a person does not participate, you can retract the code. If you sent emails yourself, this will look like this. You find the functionality under Distributed Codes. You can also send reminders here (Manage Selection).
If you exported the codes, the screen looks a bit different and you have to know which code to retract:
Change code type
In Tips and Tricks, I describe a method to turn single-use codes into multi-use codes. This is useful if you have hundreds of codes and sending them in individualised emails is not an option.
For short, use the Transfer Codes tile on the bundle’s Available Codes tile.
A multi-use bundle of 40 contains only one code that can be redeemed 40 times to create 40 individual accounts.
Multi-Use codes can be distributed in a single email with the same link for all participants. You find the link in the bundle detail screen.
You have to write the email yourself and best include the Invite Link. This way, the participant does not have to redeem the code manually.
Multi-use codes can not be retracted nor can you send reminders.
If you distribute a code from before the big transition, and encounter the following error, resend the code or link above. You can see it even in my picture: the code behind the title (starting wit DG8) is different from the code in the box (starting with QRA). One is pre-transition, the other post-transition. Usually, both work, but not always. If that does not help, call Gallup’s support.
Transfering codes from one bundle to the other actually has them change the type. In Tips and Tricks I showed how to use transfers in one direction, but you can do it in any direction. Just select the bundle you want to transfer from and select transfer codes.
Now enter the number of codes you want to transfer and the bundle you want to transfer too.
I hope this helps.