This document illustrates standard use of the group function as part of a training program.
Martin Legrand* is a professional coach.
He is going to run a management training program for eight SNCF* employees.
Martin wants to present the DISCp4 model and how it can be used.
He invites the course participants to determine their DISCp4 behavioral and communication profiles.
(*) names, companies and dates are fictitious and used by way of illustration only.
Configuring the group
To manage his groups, Martin can use the "Group" menu.
We can see that Martin hasn’t created a group yet. He can click on the "Create a group" button to create one.
To configure a group, Martin must indicate:
- • A label, which is simply the name of the group;
- • A description;
- • A secret code. This must be unique in our system. It allows course participants to access their tests;
- • The number of questions to include in the test. The more questions are included, the more precise (and longer) the test will be. A good compromise is to leave the default value of 35 questions;
- • Visibility, indicating whether the respondent can see their results at the end of the test or only when Martin decides;
- • How to display weighted results, which is a feature on the beta version of our site that most training managers deactivate;
- • Credit provision, meaning the number of credits allocated to the group. For a team of 8 people, Martin must provide 8 credits. This option can also be left on automatic;
- • The status, indicating whether the group is open or closed. For now, Martin has opted for a closed group to prevent people using it before the right time.
The following screenshot shows that the group has been created. Its status is "closed". There are 8 credits available on the account. No tests have been taken yet.
Opening the group
When the time comes, Martin can open the group directly from his list of groups by clicking on "Open", thereby providing access to his course participants.
The following screenshot shows that the group has been opened.
Taking a test
Once the time comes, Martin writes the code "ML3012SNCF", which he has chosen for the group (see above), on the whiteboard.
NB: Martin could also have sent out invitations by e-mail (see below).
Julie Delarue is participating in Martin’s course. To take her test, she enters the code "ML3012SNCF", directly on the home page of our web-site in the space indicated.
Julie can also enter her code on the dedicated web-page. To do so, she can use the "I have a code" menu.
The site tells Julie that the test is made up of questions as chosen by Martin. It adds that the results will of course be transmitted to Martin.
Julie fills out a short form (first name, last name etc.) before starting the test.
The test is now ready. It is made up of 7 pages of 5 questions, i.e. 35 questions.
The test should take between 14 and 23 minutes.
The site invites Julie to spend less than thirty seconds on each question and to take the test in a quiet place, without stopping for any breaks and without doing anything else at the same time.
For each question, Julie must choose the answer which corresponds best to her, and the one which corresponds the least, as well as the answers in-between. She must check one box (and one only) per line AND per column, i.e. four boxes per question.
Let’s take a closer look:
Here is a sample answer indicating that Monday is your favorite day, followed by Tuesday, then Thursday and finally Wednesday:
Julie must now answer another type of question (2 pages). There is only one proposition to choose for each question.
Let’s take a closer look:
Here is an example answer, indicating that it’s the weekend (Saturday and Sunday) that you prefer:
At the end of the test, Julie receives a message informing her that her answers have been recorded.
She also receives an e-mail.
The message adds that she can’t view her results yet since Martin prefers the group as a whole to discover them together later.
Managing group results
As group administrator, Martin can view all test results immediately. He can go back to see his groups using the "Groups" menu.
He can see that one person has taken the test and that he still has 7 credits attributed to the group. He can click on "View" for further details.
The site shows a summary of the results. Martin can click on "Details" to see detailed results for each respondent.
Martin has access to all of the results since he is the administrator for the group and the tests associated with it, unlike Julie who must wait.
Among other things, Martin can see the weighted results generated by the algorithms available on the site, even if the test is configured so it doesn’t display them: Martin can see everything. He can also change the algorithm used for the group if he wishes.
The following screenshot shows that test results have been calculated for Julie but also for the group. This allows each participant to see where they stand in the group.
After a while, all 8 course participants have taken the test. Martin can see their graphs filling in progressively. He also receives e-mail notifications.
Martin can now generate PDF reports for all group participants. He decides to print them out and distribute them a little later.
First of all, he must generate the reports. Martin can then view and download them.
Closing the group
Since all group participants have now taken the test, Martin decides to close the group.
Releasing the results
At the end of the day, Martin decides to release the group results. To do so, he chooses the "Release" option in the list and clicks on "Validate another action".
All course participants receive their results by e-mail. They can also view them on our site.
NB: It is generally wise to wait for the end of the course before releasing results, to prevent participants losing concentration.
Viewing my results
Now that Martin has released the group results, all participants can view their results directly on our web-site.
Each participant must, of course, log in to their account. If they don’t have an account, they can set one up for free by following the procedure illustrated in the new account handbook.
Alexandra Stara, one of the participants, has just set up her account and logged in. To view her results, she can use the "My results" menu.
Alexandra can see all the tests she has already taken (only one in this case). She can click on "View details" in order to see the details of any particular test.
On the following screenshot, we can see that Alexandra can only view the elements configured for her group.
For example, she can see group graphs and where she stands in relation to other group members.
Some participants may not finish their tests. This can be for various reasons: they ran out of time, lost concentration, had no battery left, did something wrong etc.
In this case, the administrator of the group (Martin) can simply cancel their test by clicking on "Cancel".
The credit used up for the unfinished test is then automatically reallocated to the group*.
(*) If group credits were in "Automatic" mode, this credit is reallocated to Martin’s account.
About half of the time, coaches prefer course participants to take their tests before their course begins. This gives them time to calmly check through the results and print the PDFreports.
To organize this, they simply need to send an access code to the participants. If they prefer, the site can send invitations to all members of a group.
NB: Group invitations do not use up any credits. It is, however, necessary to invite no more participants than the number of available credits.
When the number of course participants increases, it’s more practical to send mass invitations. To do so, Martin must indicate the first name, last name and e-mail of each participant, separating them with a comma and hitting return for each new participant.
If Martin has an Excel list of his participants, he can export them as a .csv file, choosing a comma as a separator (this is the default option). Our system can process this format without any problems.
On the following screenshot, we can see 2 standard invitations and 9 mass invitations.