Q&A Administrator - Conversations & Objectives

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

• Why can’t I see tasks after creating a Campaign?

• Is the deadline for submitting the conversation visible to the manager?

• How can I delete a conversation created by a campaign?

• How can I manage a participant who accepts their invitation after the Campaign is created?

• Is it possible to add or remove a participant from a campaign?

• Why is the Submit button missing or disabled for a Manager or Team Member?

• How can an Admin re-enable the Submit button?

• What do the different statuses mean in the overview columns “Submitted by Manager” and “Submitted by Team Member”?

• If I reset the submissions of an item (conversation or objective), will its content be lost?

• Can any changes be made to conversations after the campaign ends?

• Can a manager add a new objective?

• Is it possible to modify an objective that has already been locked and submitted?

• After unlocking, who can edit the objective?

• Can the objective weight be changed?

• If a conversation is submitted and the campaign is closed, will objectives added later by the manager be visible in the submitted conversation?

• How can I manage a manager change during an active Campaign?

• How do I configure Conversation templates for my organization?

• How do I ensure that Objectives appear correctly in Conversations?

 

Q: Why can’t I see tasks after creating a Campaign?

A: For the Conversations Module, tasks are generated only if the Campaign is created before its scheduled start date.

• If the Campaign start date is set to the same day it is created, tasks will not appear and the Conversations will not be created.

• Best practice: Always create Campaigns in advance of the start date to ensure tasks and notifications are generated correctly.

 

Q: Is the deadline for submitting the conversation visible to the manager?

A: The deadline is visible in the original email they received at the beginning of the campaign.

 

Q: How can I delete a conversation created by a campaign?

A: Conversations created as part of a campaign cannot be deleted by either front-end or back-end administrators. For testing purposes, we recommend using a demo environment that we can provide. Only conversations created outside of a campaign can be deleted. Users may delete these conversations themselves, but only before the conversation has been signed off. Once it has been signed off, an admin must reset the submissions to unlock the conversation, making it deletable again.

 

Q: Is it possible to add or remove a participant from a campaign?

A: You can technically add or remove participants, but if the campaign has already started, no conversation items will be created or deleted as a result. In other words, these changes will have no effect once the campaign is in progress. For a new team member, the manager must manually create the conversation outside of the campaign. The rules are different for TeamScan or SelfScan campaigns. Please refer to the related article for more information.

 

Q: How can I manage a participant who accepts their invitation after the Conversations Campaign has started?

A: Before launching a Campaign, as a best practice all participants must have an active user account. Participants should log in using their invitation link before the Campaign start date.

If a participant accepts the invitation after the Campaign has started:

• A task and notifications will not be generated for that participant.

• The participant can access the Conversation item directly from the Inbox module to complete the Conversation, but they will not be able to submit it.

• To enable submission and ensure the task appears on the participant’s dashboard, you must reset their submissions. Or see below. 

Best practice: Ensure all participants activate their accounts prior to the Campaign start date.

 

Q: Why is the Submit button missing or disabled for a Manager or Team Member?

A: The Submit button is typically missing or disabled if the Team Member did not have an active user account when the Conversation or Objective was created.

Scenario:

• The Conversation or Objective is automatically set to a submission status of “N/A”

• A status of “N/A” prevents submission

• If the Team Member account is created later, the status often remains “N/A” instead of updating to “Pending”, so the Submit button does not appear

 

Q: How can an Admin re-enable the Submit button?

A: An Admin can reset the submission to update the status.

• Go to Admin → Inbox or Objective → search for the item → three dots at the end → Reset Submission

• Or select multiple items and use the three dots at the top

 

Q: What do the different statuses mean in the overview columns “Submitted by Manager” and “Submitted by Team Member”?

A: There are three possible statuses: Submitted, Pending, and N/A.

• Submitted: The participant has completed and submitted the item.

• Pending: The item has been created but has not yet been submitted by the participant.

• N/A (Not Applicable): This status appears when the manager or team member (depending on the column you are viewing) accepted the platform invitation after the campaign had already started. In this case, the submission needs to be reset before they can submit the item.

 

Q: If I reset the submissions of an item (conversation or objective), will its content be lost?

A: No, the content of the conversation or objective will not be lost when you reset submissions. Resetting only clears all submission statuses for managers and team members and updates the item’s status so it can be resubmitted. The actual conversation or objective content remains unchanged.

 

Q: Can any changes be made to conversations after the campaign ends?

A: No. After the campaign, neither managers, team members, nor admins can make changes to the conversation. When a conversation campaign ends, any unsubmitted conversations can still be submitted. They will not be locked before submission, regardless of the campaign end date.

 

Q: Can a manager add a new objective after the campain ends?

A: Yes, it’s always possible to add an objective once the campaign is closed. It can be done via Objectives.

 

Q: Is it possible to modify an objective that has already been locked and submitted?

A: Yes, the objective can be unlocked either partially or fully by an Admin. After unlocking, both the manager and the employee will need to resubmit.

Steps:

1. Navigate to Admin → Objectives → Library

2. Click the three dots in the top-left corner of the objective to unlock it
   
   

 

Q: After unlocking, who can edit the objective?

A: Both the manager and the employee can edit the objective. Once edits are made, the objective must be resubmitted by both participants.

 

Q: Can the objective weight be changed?

A: Yes, the weight can be changed. For a standalone objective, the total weight is not taken into consideration. This means you will not receive any errors, even if the total weight is no longer respected.

 

Q: If a conversation is submitted and the campaign is closed, will objectives added later by the manager be visible in the submitted conversation?

A: No. Once the conversation is submitted, it is locked and preserved as a snapshot. Any objectives added by the manager after submission will not be visible; only the objectives present at the time the second participant submitted the conversation will appear. These objectives will be visible in the Objectives Module and will need to be submitted individually. 

 

Q: How can I manage a manager change during an active Conversation Campaign?

A: During an active Campaign, if a team member’s manager changes, the platform does not automatically transfer ownership or pending notifications. These remain linked to the original manager. However, the new manager will have access to the full history related to that employee, including old conversations with previous managers, but will not be a participant in them.

For Objectives:

• HR must reset the submission to allow the new manager to resubmit and become the owner of the objective.

• After the reset, the new manager will receive the notifications linked to the objective.

For Conversations:

• Resetting the submission is not sufficient to transfer ownership.

• The new manager must create a new conversation outside of the campaign with the team member to become the owner of the conversation.

 

Q: How do I configure Conversation templates for my organization?

A: Your user role must have the permission to configure templates. Once enabled, you can:

• Create Basic or Advanced Templates based on your organizational needs

• Leverage Q7 models (predefined question sets) to streamline template creation

• Customize templates with specific questions, sections, or prompts aligned with performance and feedback processes

 

Q: How do I ensure that Objectives appear correctly in Conversations?

A: To display Objectives correctly, add the Objectives question type to your Conversation template. This allows users to view, edit, and update Objectives directly from the Conversation.

Key configuration steps:

1. Filter Objectives by cycle – show only goals relevant to the current, previous, or upcoming period

2. Create separate sections if needed (e.g., Company, Business, Personal), each using the Objectives question type

3. Set section limits – total number of objectives and total weight or limit the metric types available

4. Enable validation – ensures all objectives are complete and consistent before finalizing and snapshotting the Conversation