How to guides

An overview guide for setting up our most popular experiences, including how to bulk upload learners, reuse existing Insights Discovery Personal Profiles, assign chapters and more. 

Things to know 

For advice setting up an Insights Discovery Workshop Experience, read creating a new experience. Make sure to select “Insights Discovery Workshop” when selecting the type. 

Experiences have a special dashboard featuring tasks and actions that vary by experience type. Their status changes depending on where you’re at in planning your event.  

For example, these are the actions available for an Insights Discovery Workshop Experience: 

• Invites sent – This tracks the number of learners added and who’s already been sent initial invites. This is done in bulk from the dashboard, so you can see how sending invites affects the other actions. 
• Evaluators complete – This shows who has completed the evaluator and who hasn’t 

• Generated profiles – This show which learners have not only completed their evaluators but also have a profile generated 
• Profiles shared – Of the learners who have generated profiles, this shows who has actually had that profile shared with them 

Once you’ve created a new experience, you’ll want to get started by selecting “Add learners”. Where learners have already been added to an experience, you can add additional or manage existing learners by selecting “Manage learners”. 

How to create a new experience

To start, select “Create new experience” from your home page dashboard or the Experiences section.  

This takes you to the experience creation process containing organisation information and core details. Follow these directions to continue: 

1. If you belong to multiple organisations, select the relevant one. If you only belong to one organisation, this option won’t be shown 

2. Give your experience a name. Try to be as descriptive as possible and remember that this name will be visible to others in your organisation 

3. Select the type of experience you’re planning. Your options may be limited here depending on your what products you have access to 

4. Continue with the Next button 

Adding Collaborators  

The second step contains personnel.  

You are added as the owner of the experience by default, but you can also add others from the organisation to help manage the experience.  

Anyone you add will be able to see and quickly access the experience from their Experiences section when they sign in. They will also be personally associated with it, meaning a record of the experience will appear on their user detail page even if it is archived or cancelled. Once you’ve added everyone you’d like to collaborate with, continue with the Next button. 

Managing Experience information 

The third step contains experience details. This also includes event information like start and end dates and times. Follow these directions to continue: 

1. If you’re able to produce prototype 8 colour Insights Discovery Personal Profiles and selected “Insights Discovery Workshop” as your type, select a Profile type 

2. Select an experience language – this will determine the language of the notifications that go out to learners and gives them notice of what language the session will be facilitated in, it won’t change the language of the interface 

3. Select a time zone – this will be included alongside dates/times in notifications to learners 

4. Enter your event information, including 

   1. Start date 

   2. Start time 

   3. End date 

   4. End time 

5. Enter an evaluator deadline – this is intended to give you some breathing room between your experience start date and incentivise evaluator submissions, you’ll receive a special notification on this date informing you of any outstanding evaluators 

6. Let us know how often you’d like to receive updates about your experience – you can always change this to ‘never’ if you want to stop receiving them at a later date 

7. Continue with the Next button

Setting the location

The final step contains the location of your event, whether remote or in-person. If remote, you’ll be asked for a meeting link and instructions on how to join – these can be left blank for now if you’re planning far in advance. If in-person, you’ll be asked for an address. This information will always be included on invites and reminders that are sent to learners, provided it’s added before those notifications go out.  

Finish set up with the Create experience button. 

How to Add learners/manage learners tasks

The learner management area is intended as a queue of learners where the goal is to get all learners from Not invited status to Profile generated status. It contains a form to add learners with a name and email field or a bulk upload option (see bulk uploading learners to experiences). Here’s a breakdown of the statuses in an Insights Discovery Workshop experience: 

1. Not invited - Adding new learners has them added under this status, allowing you to curate and finalise a list of learners before you invite in bulk via the action on the dashboard 

2. Invited - When invites are sent, a learner’s status is switched to Invited and you can set reminders to prompt them to complete their evaluator via the action on the dashboard. These learners can have their invites resent. Invites contain an evaluator link unique to the learner, they cannot be shared with or forwarded to other users 

3. Evaluator complete - Once a learner completes their evaluator, they are switched to this status and their profile is now purchasable via the Manage profiles task 

4. Profile generated - When a learner’s profile is purchased and generated, they are moved to this status and their profile is now available to download and share 

How To bulk upload your learners

1. Access the learner management area of your experience, found through the Add/manage learners task on the experience dashboard 

2. Above the form to add new learners, you’ll see an additional Bulk upload learners tab - select this tab to swap the form with some instructions and a file upload field 

3. Create a new document in Excel 

4. For each learner you’d like to upload, enter their full name in column A and their email address in column B in each row – so if you’re trying to add 10 learners, you should have 10 rows in your document, each with a full name and email address in the first two columns 

5. Select File > Save As… 

6. Change the “File Format” to a format with the extension “.csv” e.g., “CSV UTF-8 (Comma-delimited) (.csv)” 

7. Save the file on your device as [your-filename].csv 

8. Select “Choose file” on the file input back in the experience learner management area and select the file you just created from your device 

9. You’ll be asked to confirm your upload by reviewing a list of all the learners we found in your document – if this is less than the number of rows in your spreadsheet, an email address may be incorrectly formatted, or a cell may be without content somewhere 

10. Finish with the “Confirm bulk upload” button 

11. All the learners we found in your document will be added, unless they don’t meet any specific experience type conditions e.g., don’t already have an Insights Discovery Personal Profile – if conditions like these exist, you’ll get a summary of which learners were added and which weren’t 

You can now navigate back to the dashboard to send them their invites. 

How to Reuse profiles in an Insights Discovery Workshop experience

If a learner you add has an existing profile, whether you plan to reuse profiles or not, an Action required area will appear above the main list of learners.

Here you get to tell us whether this profile should be reused or not. We recommend checking with the learner beforehand as this is a decision you’re making on their behalf and new options like gender neutral pronouns are now available.  

• If you select to not reuse their profile, they are added as a normal new learner in the experience under Not invited and progress through the statuses as normal 
• If you select to reuse their profile, they are added under Not invited with a marker showing that their profile is being reused – once they’re invited, they will receive a special invite containing event information without an evaluator link and will jump directly to Profile generated status 

If you selected the wrong reuse option for a given learner, they can always be removed, then readded and the correct option then selected, even if they’ve been invited already. 

Until you have selected the option to reuse or not reuse their profile in the Actions required area, learners are not considered to be added to an experience. 

How to Assign chapters

With learners added, you can access the Assign chapters task.  

This functions somewhat as a basket of your total potential spend within the experience, if all added learners have completed evaluators and had their profiles generated.  

Everyone is assigned the Foundation chapter by default, as it’s the base part of the Insights Discovery Personal Profile, but you can use this task optionally to assign additional content to each learner's profile. 

Follow these steps to assign chapters: 

1. Select “Assign to learners” on the chapter you wish to assign or select “Assign all chapters” to assign all 

2. The screen will automatically scroll down to a listing of learners displaying what chapters they have had assigned and/or purchased and an action bar will appear along the bottom of the screen with a running total of learners 

3. Select the learners you’d like to receive your chapter(s) – if they have already had a chapter purchased for them then it cannot be assigned 

4. Finish with the “Save selection” button 

5. The chapter(s) you assigned should now be visible under the Assigned heading on each learner and the totals in your basket should have updated 

This process can be completed whatever the learner’s status. If you’ve already generated their profile, you will need to go through the purchase process again on the Manage profiles task to generate their new profile with the additional chapter.  

For a better idea of who should be receiving what chapter, read understanding and assigning chapters for Insights Discovery Personal Profiles. 

How to Manage profiles

This area has a variety of functions. For a breakdown of all the actions you can perform on this page, read purchasing, downloading and sharing profiles in experiences.