How to Create an Invitation in the Herrmann Platform: Video Tutorials & Walk-through

To Begin We're Providing Quick Links to the Right Type of Invitation Instructions

Creating an Invitation to send through the Herrmann Platform Video Tutorial

Creating an Invitation to send through the Herrmann Platform Step by Step Instructions

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Creating an Invitation to send through Your Email System Video Tutorial

Creating an Invitation to send through Your Email System Step by Step Instructions

Creating an Invitation to Send Through the Herrmann Platform

Users needing to create a new HBDI invitation to send through the Herrmann Platform can click the below link to access a tutorial video.

Quick Link to the Video Tutorial:
Creating an Invitation to Send Through the Herrmann Platform

Quick Link to the Video Tutorial:
Creating an Invitation to Send Through Your Email System

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A Step by Step Walk-Through

Invite Thinkers to Complete an Assessment through the Herrmann Platform Axon email system

To enable your Thinkers to complete assessments you will need to start by creating invitations. 

Below are step by step instructions, but if you'd rather, above is a link to a video walk-through.

We strongly encourage you to send invitations directly from Axon; however it is possible to generate a unique URL to send out instructions separately after you have created the invitation.  Instructions for sending an invitation through YOUR email system can be found in this article: 

https://herrmann.zendesk.com/hc/en-us/articles/360045110594-Creating-an-Axon-Invitation-to-Send-Through-YOUR-Email-System

But...Sending Invitations through Axon will allow you to setup auto-reminders.

Here's how to Invite Thinkers...

1. Chose Create > Invitation from the Main menu.

2. This link will open a New Invitation

3. The following fields then need to be completed to create the invitation. Fields marked * are mandatory:

• Invitation Details

Naming Your Invitation...Best Practice:
Company and/or Department Name - Session reference, Session Date

Example: ABC Corp. Marketing - How to Impact Your Thinking 03/05/20

• Name*: This is the name of your invitation and the subsequent name of the group the system creates and stores the profiles in. Name invitations and groups carefully, so that you and others who work with you will recognize them.

• Email Addresses: Enter or copy and paste the email addresses of the people you invite. You can leave blank if you prefer to send a URL separately, or you can add email addresses later in edit mode if needed.

• Number of Seats: How many people will be invited to complete an assessment? This number automatically fills in as you add email addresses in the section above. However, if you wish to add email addresses later or would prefer to send a unique URL via your own invitation you will need to enter in the number of ‘seats’ required.

• Memo: Enter a memo for example an internal reference number or billing details.
• Products
  • Diagnostic/Assessment: Choose the assessment type you wish to be taken. The HBDI and the Team Dashboard are available now and additional surveys will be added in the near future.

Once you’ve selected an assessment you’ll see a new box open for…

• Insight Application Products: There are additional Application products available depending on your purchases and licenses.  US and UK Practitioners have access to the HBDI Digital but do not need to make a selection here.

Best Practice: Your license includes a certain number of seats depending upon the
type of contract you have with us. When adding seats to an invitation this
automatically deducts seats from your license and will show as ‘used’.
We therefore strongly recommend you close the invitation and delete any unused
seats as soon as you have finished receiving completions via the More Actions button
to the right of the Edit Invitation screen.

• Reminders and Messages:
  
  • Receive notification alerts when assessments are completed: Tick this box if you wish to receive email notifications when Thinkers complete. Once ticked it is also possible to enter additional email addresses which can be sent these notifications.
    *You don’t need to enter your email address for “additional” notifications.
• Security
  • Owner email: Use this field to assign the invitation to someone other than yourself. Type in the email address of the user/certified practitioner who will manage this invitation. Please note you may not be able to edit the invitation after doing this. This is option rarely used.  You do not need to add your own email address.
  • Data Roles*: Select one or more data roles to which this assessment group is to be associated. Hold the ctrl key down to select multiple roles or to de-select a role. This affects which other Axon Practitioners can see and edit the invitation.

Next you'll also see this box:

This box will allow you to determine how you would like to have Thinkers unlock their HBDI Assessment Results...by going through the e-learning exercises or with a Code you provide when you are ready for them to see their results.

Once you've setup all the foundations of your Invitation, click "Create Invitation".

4. At the bottom of this screen once all relevant fields are entered you then need to click on the Create Invitation
5. The next screen asks you to Confirm you are happy with your set up and gives you the option to go Back if you wish to amend anything.  

6. Once confirmed, the next screen shows has you in edit mode of the Invitation.  You'll want to use the Send Invitations button. This allows you to prepare the invitation.

Now you'll see the Invitation outline

 Your message has 3 sections:
1- Introduction with the “from” information. You can edit this introduction and give context about “why” the Thinker is being invited to complete a Diagnostic.
2- Standard Messaging…this messaging is not editable, but is very important for every Thinker to have available to them.
3- Conclusion text. Here you can once again edit the text and give any final instructions for your Thinkers how to access the App, when they will receive their results, etc.

o Reminders and Deadline:

• Deadline*: Enter in the deadline you wish to set. This date will be included in the invitation to inform your Thinkers that they should complete by this date.
• Reminders: You have two choices for how you send automated reminders.
  1-You can send 1 reminder and you choose when the automated reminder is sent to those who have NOT completed the Assessment. OR
  2-You can choose to send multiple reminders. IF you would like to send more than one reminder you can enter the number of days between each reminder.

Once you have completed the Setup and Configuration you are ready to “Send”

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A Step-by-Step Walk Through

How to Invite Thinkers through Your Email system / Create a Unique URL

If you prefer to send invitations from your email system, you will still need to Create an Invitation in Axon.  But rather than entering the email addresses, you will want to create a unique URL which you will need to copy, paste and send to your thinkers.  

NOTE: Sending invitations through your email system negates automatic and manual reminders from Axon because the Axon system will not have email addresses for these thinkers until they have created a user account and started their assessment.  A unique URL is only enabled for the number of seats you indicate in your invitation. This prevents “sharing” of the link by thinkers to those who you did not intend to invite.

And sending the invitation from your email system negates the ability of Axon to send reminders.

1. Chose Create > Invitation

2. This link will open a New Invitation
   Note...do not enter email addresses in the Emails box...thisis only for sending invitations from Axon.

3. The following fields then need to be completed to create the invitation.  Fields marked * are mandatory:

• Invitation Details
• Name*: This is the name of your invitation and the subsequent name of the group the system creates and stores the profiles in.
  Name your invitations and groups carefully, so that you will recognize them in a long list of invitations.

• Email Addresses: Since you will be sending the invitation through YOUR email system you do NOT enter email addresses here.  Simply skip this section.
• Number of Seats: How many people will be invited to complete an assessment?  To send a unique URL via your own email you will need to enter in the number of ‘seats’ required.
• Memo: Enter a memo for example an internal reference number or billing details.
• Insight Application Products: Once you’ve selected an assessment you’ll see a new box open for additional products if you have access to them.   If your Thinkers have access to the Thinker Portal (US & UK) they will also have access to the HBDI® Digital and HBDI® Mobile App.  You don't have to select those items.
• You will then be presented with the choice for the Data Role (where in your Data Org Hierarchy, these assessments should live).
• And finally, you will be presented with a box to determine how you would like your Thinkers to have access to their results...do they open them with 
  • A Custom Code you provide at some point
  • Their preference Code (ex. 1221) that you provide to them at some point
  • Or the latest option is to use the Journey micro-learning activities and let them unlock the results them selves.  If you have access to the "Journey" this box will not be shown, since you won't need to make a choice.

Once you have created your Invitation, you be provided with a "submit" and then a confirm page.  This page will show you what you have selected as products, and how many are used from your License.

After you Confirm, you will be taken to the "Edit" page of the invitation.  This is where you will access the URL you need.

1. Within the edit invitation screen you will find on the list of options the choice to invite thinkers to complete an assessment via a unique URL.  I’ll send my own invitation.
2. Expand the section by clicking on the plus sign to the left of the text and simply click on the Enable Registration by URL button.
3. Once this is clicked a URL will be created for you.  Copy and paste the URL or the URL and the Webkey into your own instructions and send the email from  your email. The button then changes to a Disable Registration by URL option should you wish to do so. 

Once you have enabled the URL, you will need to choose a version of the URL you want to use...there are two options.

1- The long URL is great for embedding in emails.  But if you are using a "Document" in word for example, the length can be a challenge.  You do not want to "break" the URL into two lines.

2- The short URL with the Webkey is best for putting into a Document.  It is easy to read, and the participant will need to be given the Webkey too.

Once you've decided which URL you want to use, you can copy it from the Axon screen and paste it into your invitation email.

Here's a sample invitation using the URL and Webkey, you can copy if you'd like:

__________________________________________________________________________________________

Greetings!  I'm inviting you to participate in the Herrmann Brain Dominance Instrument® (HBDI®) thinking styles assessment.   
(Add any context for your situation here...for this workshop, for this training session etc.)

The HBDI® is a highly validated assessment resulting in a profile of your preferred approaches to thinking. This profile will help you develop insight on how you learn, make decisions, work in teams, solve problems and communicate.
The assessment measures preferences not skills. It is not a test; there are no wrong answers. Please respond to the questions as honestly as possible, keeping in mind your total self, at work as well as at home.

Instructions

• To start your HBDI®, follow this link   https://axon. herrmannsolutions.net/webkey
• And then enter this Web Key: ------   (please note this is case sensitive)
• The assessment will take approximately 15 to 20 minutes to complete.
• You will want to be sure to capture your Username and Password, because you'll want to come back to your Thinker Portal again and again
• Please ensure that you complete the assessment by December ____, 2022.

Please do not reply directly to this message. Please use our ticketing system here:
  https://herrmann. zendesk.com/hc/en-us/requests/ new

_______________________________________________________________________________________________

_______________________________________________________________________________________________

Also requested: 
How to send an invitation with screen shots and encouraging the Thinker to complete the HBDI AND their e-learning to unlock their Assessment results using the updated e-learnings in the "My Journey" tile of the Thinker Portal:

Greetings!  I'm inviting you to participate in the Herrmann Brain Dominance Instrument® (HBDI®) thinking styles assessment.   
(Add any context for your situation here...for this workshop, for this training session etc.)

The HBDI® is a highly validated assessment resulting in a profile of your preferred approaches to thinking. This profile will help you develop insight on how you learn, make decisions, work in teams, solve problems and communicate.
The assessment measures preferences not skills. It is not a test; there are no wrong answers. Please respond to the questions as honestly as possible, keeping in mind your total self, at work as well as at home.

You will also have access to complete an e-learning series to then unlock your assessment results.

Instructions

• To start your HBDI®, follow this link  --------------------------
• The assessment and the e-learnings will take approximately 60-90 minutes to complete.
• You will want to be sure to capture your Username and Password, because you'll want to come back to your Thinker Portal again and again
• Please ensure that you complete the assessment by June ____, 2022.

Please do not reply directly to this message. Please use our ticketing system here:
  https://herrmann. zendesk.com/hc/en-us/requests/ new

To begin: use the link above and create your User Account:

Once you've created your User account, you'll be taken to your "Thinker Portal".  Here you will begin your learning "journey".  Your portal will will update as you go through the process, but will look something like this.  You'll want to focus in on the "tile" called "My Journey".

Begin with the Introduction and then go through the "Explore Cognitive Diversity"

Here you'll go through a few little learning steps and then....

You'll see the "button" to Take the HBDI.

Once you've completed the HBDI, you'll return to your portal and then continue in the "My Journey" tile to continue your e-learning and go through the learning process to unlock your HBDI results.

Enjoy the learning!

See you soon at our session!

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