How to Invite Thinkers to Complete an HBDI® Assessment using the Axon email system

(Instructions for Axon Self Processors)

Invite Thinkers to Complete an Assessment through the 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, here is a YouTube video link to walk through the process:  Sending an Invitation from Axon

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.

When using the HBDI Digital you'll also see this box:

This box will allow you to determine how you would like to have Thinkers unlock their Digital Results...by a Custom Code you create or using their Preference code (ex. 1121).

Reminder...If you are using the Journey exercises to allow a Thinker to unlock their results, you will not be presented with the options above.

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”