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Q&A Administrator - Conversations & Objectives

This article answers frequently asked questions about configuring and managing the Conversations and Objectives modules. It is designed for HR and Admin users to help support Team Members and Managers effectively throughout the year.

This article answers common questions about setting up and managing the Conversations and Objectives modules.

It’s designed to help HR and Admin users support Team Members and Managers throughout the year.

For more detailed guidance and in-depth knowledge of the module, explore our various articles:

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

 


 

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 by a campaign can be deleted only if neither participant has submitted their response and the conversation has not been signed off. Only an administrator can delete conversations.

If a conversation has already been signed off, an administrator must first reset the participants' submissions to unlock it. Once unlocked, the conversation can be deleted.

 

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

A: Yes. You can add or remove participants at any time during the campaign.

If you add a participant after the campaign has started, they will immediately receive the activity request.

When you remove a participant, a confirmation dialog clearly explains what will happen. If the participant has not yet started the activity, their data will be discarded. If they have already started, their data will be archived for audit purposes. In both cases, their conversation will no longer be linked to the campaign.


 

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 that all participants activate their accounts before the campaign start date. When creating your campaign, you can check each participant's registration status directly from the Data tab within the campaign details.

 

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.

However, for unsubmitted conversations, the total weight does matter. If you change the weight and it falls outside the total set for the conversation, you will not be able to submit the conversation.

 

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: If an employee's manager changes mid-Campaign, through an edit, a reassignment on deactivation, or a bulk import, the system reacts on its own:

  • The old manager hadn't submitted: it quietly moves to the new manager.
  • The old manager had already submitted it: nothing changes their submission is kept for audit.
  • For a TeamScan in progress, the new manager starts fresh rather than inheriting a half-written assessment.
  • For a Conversation in progress, the member's contribution is preserved while a fresh approval is requested from the new manager.

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.


 

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

 

Q: Why can’t I reset submissions for a conversation?

A: You can only reset submissions while the campaign is still active. Once a campaign has ended, participants may still be able to complete and submit responses, but resetting submissions is no longer possible.

You can check your campaign status under Admin > Processes. Please note that if the campaign end date is in the past, it can no longer be edited.

 

Q: Is it possible to add a conversation to an existing campaign?

A: No. Only conversations created at the time the campaign is set up and launched can be linked to that campaign. If you create a new conversation outside of the campaign (e.g. via the Inbox module), it cannot be added to an existing campaign afterward. Conversations must be generated within the campaign to be linked to it.

 

Q: What is the difference between a Task and a Notification?

A: Notifications are messages triggered by actions within Objectives or Conversations, such as saving, submitting, editing, or resetting a submission. They are used to alert relevant people, such as managers or team members, that something has changed or may require their attention, depending on the submission status and the action performed.

Tasks, on the other hand, are linked to campaigns and appear in the Agenda. They require a specific action to be completed by the user. Once completed, a task is removed, whereas notifications remain visible.

 

Q: Is it possible to deactivate notifications during a campaign?

A: No. Users cannot disable or pause notifications during a campaign, as notifications are automatically triggered by actions performed in the platform, such as saving, editing, or submitting their responses.

However, when configuring a campaign, administrators can choose how many reminder notifications to send, with up to six reminders available per campaign.