Q&A Administrator - Processes

In this article, you will find answers to all these questions:

• What's the difference between a Process and a Campaign?

• What are the three types of Campaigns?

• Can a Process contain more than one Campaign of the same type?

• Do all Campaigns in a Process share the same participant list?

• Is there a faster way to add the same people to several Campaigns?

• Can I set a Start Date in the past?

• Can the End Date be earlier than the Start Date?

• How many reminders can a Campaign have?

• Are there rules about when each reminder type can be scheduled?

• What happens on the Campaign's Start Date?

• Can I add someone to a Campaign that's already running?

• What happens if I remove someone mid-Campaign?

• What happens if an employee's manager changes while a Campaign is running?

• Which actions trigger this manager-change reaction?

• Is the End Date a hard deadline?

• Does an overdue task disappear from someone's agenda?

• What happens when I lock a Campaign?

• Can a locked Campaign be reopened?

• What's shown in the per-Campaign report?

• What's the difference between a per-Campaign report and a Process report?

• What happens if both people in a Conversation click at the same time?

• If I edit the Conversation form template after the Campaign has started, does that affect people already in it?

 

 

Q: What's the difference between a Process and a Campaign?

A: A Process is the strategic container, just a name and a description, holding one or more Campaigns. A Campaign is a single activity (TeamScan, SelfScan, or Conversation) that actually runs against a list of people, with its own start/end dates and its own report.

 

Q: What are the three types of Campaigns?

A: Each Campaign has one "activity" type:

• TeamScan Campaign: Managers assess their direct reports.
• SelfScan Campaign: Members complete a self-assessment.
• Conversation Campaign: Manager and Member fill in a conversation form together.

 

Q: Can a Process contain more than one Campaign of the same type?

A: Yes. For example, you can have a "pre-training TeamScan" and a "post-training TeamScan" in the same Process, any mix of types and any number of Campaigns is allowed.

 

Q: Do all Campaigns in a Process share the same participant list?

A: No, this is intentional. Each Campaign has its own, independent participant list. Adding someone to your TeamScan Campaign does not add them to the SelfScan or Conversation Campaign in the same Process; they have to be added separately to each one.

 

Q: Is there a faster way to add the same people to several Campaigns?

A: Yes, use a saveable filter. Build your filter once, save it under a name (e.g. "Sales Team — Full-time"), and then load that same preset in the next Campaign to pre-select the same group.

 

Q: Can I set a Start Date in the past?

A: Yes, the system allows it, but it will show a clear warning that automatic notifications won't fire retroactively, so anyone who should have been notified on that past date won't receive a late email for it.

 

Q: Can the End Date be earlier than the Start Date?

A: No, the system blocks this with a validation error when you try to save the Campaign.

 

Q: How many reminders can a Campaign have?

A: Up to six in total: up to two before the Start Date (pre-start), up to two between the Start and End Date (pre-end), and up to two after the End Date (post-end).

 

Q: Are there rules about when each reminder type can be scheduled?

A: Yes:

• A pre-start reminder cannot be dated after the Start Date.
• A pre-end reminder must fall between the Start Date and the End Date.
• A post-end reminder cannot be dated before the End Date.
• A reminder dated in the past is still accepted, but with a warning that it won't fire.

 

Q: What happens on the Campaign's Start Date?

A: The system automatically sends an Activity Request to every doer, and the task appears in their Dashboard Agenda. For a Conversation Campaign, both the Member and the Manager receive it. The task can be started either from the Dashboard or directly from the module.

 

Q: Can I add someone to a Campaign that's already running?

A: Yes. After confirming a modal that explains the consequence, the new participant receives the Activity Request right away, the same request everyone else got on the Start Date. If you add someone before the Start Date, they simply wait and get notified when the Campaign normally opens.

 

Q: What happens if I remove someone mid-Campaign?

A: It depends on their progress. If they haven't started, they're simply removed and no data existed. If they had already started, their in-progress work is archived, kept for audit but excluded from the report. Either way, removing someone from one Campaign never affects their status in other Campaigns in the same Process.

 

Q: What happens if an employee's manager changes while a Campaign is running?

A: This is one of the headline improvements in Processes, it now happens automatically, and the outcome depends on how far along the task is:

• Manager's task not started yet → it quietly moves to the new manager; the old manager's agenda item disappears.
• Manager already completed their part → nothing changes; the old manager's submission is kept for audit.
• TeamScan half-done by the old manager → the new manager starts fresh (no half-written assessment is inherited); the old draft is preserved in the background.
• Conversation half-done → the conversation itself is kept, but the old manager's approval is set aside and a fresh one is requested from the new manager.
• SelfScan → unaffected, since the manager isn't the doer.

 

Q: Which actions trigger this manager-change reaction?

A: Three: editing a member's manager directly, deactivating a member with reassignment of their direct reports, and bulk-importing members with a new manager column. All three trigger the same behavior across every active Campaign that includes the affected employee.

 

Q: Is the End Date a hard deadline?

A: No. The End Date is a soft deadline. If Accept Late Submissions was enabled when the campaign was created, participants can continue submitting responses after the End Date. These submissions are marked as Late and remain accepted until a campaign administrator locks the campaign. Only locking the campaign prevents any further submissions.

 

Q: Does an overdue task disappear from someone's agenda?

A: No, that's actually one of the fixes in this new version. The task stays visible, tagged Overdue, until it's completed or the Campaign is locked. 

 

Q: What happens when I lock a Campaign?

A: No further submissions are accepted, all remaining scheduled reminders are skipped, anyone who never submitted is flagged Incomplete in the report, and administrators with the right permission get a Campaign Completed notification.

 

Q: Can a locked Campaign be reopened?

A: No. Locking is one-way and final, the confirmation modal will warn you before you confirm.

 

Q: What's shown in the per-Campaign report?

A: The participant list, each person's status (Pending, In Progress, Completed on time, Completed late, Incomplete), scores for TeamScan/SelfScan, conversation status and answers for Conversation Campaigns, and late-completion tags. Removed participants are excluded from the report (though preserved in audit).

 

Q: What's the difference between a per-Campaign report and a Process report?

A: The per-Campaign report covers one activity. The Process report is the bird's-eye view: completion rates across all Campaigns in the Process, side-by-side metrics for scored activities, and a combined CSV export for archiving or sharing externally.

 

Q: What happens if both people in a Conversation click at the same time?

A: Only one conversation is created; the second click lands on the same conversation rather than creating a duplicate. Each doer's progress is then tracked independently, one can be Completed while the other is still In Progress.

 

Q: If I edit the Conversation form template after the Campaign has started, does that affect people already in it?

A: No. The template is locked in at Campaign creation and stays that way for everyone in that Campaign, including people added later. To use a new template, you'd create a new Campaign.