As Cohort Lead, you have the ability to manage your organizations. Once they have been set up in the survey taking system, you'll have access to add new organizations, update Organization Lead contact information, and reset passwords. See below for instructions.
Adding New Organizations to your Cohort
After you log in, click the "Organizations" tab on the left-hand navigation panel.
On the Organizations page, click the "Add Organization" button.
Type in new organization's name. Note: If you are re-administering the CCAT to organizations that have previously participated in the CCAT, please contact CCAThelp@tccgrp.com.
Save new organization.
Adding Participants to an Organization
Your new organization should appear in your list. Click "Manage Participants" next to the name of the new organization to access the participant list.
For new organizations, the participant list will be empty.
For organizations that have previously taken the CCAT, there will be an existing list of participants.
If this is the case, you will need to update this list; suspend any past/existing participants who are not taking the CCAT (during the current engagement). See section below on Suspending Participants.
Add participants who are taking the CCAT for the first time with this organization.
Click the Participants tab on the left-hand navigation panel.
Select +Add Participant to add staff and board members to your group.
Remember: You must add at least three participants, including at least one board member, to generate valid CCAT results.
In the Add Participant pop-up window, enter the required fields (*) for each participant:
– First Name
– Last Name
– Email Address
– RoleChoose the correct Role (Staff Member, Board Member, or Other).
Use “Other” for contractors, volunteers, or similar participants.
– Tip: Place your cursor in the Role field and scroll to view options.(Optional) Add a Title, which refers to the participant’s job function and is separate from their role.
Assign participant permissions by designating each participant as either an Organization Lead or Survey Taker.
– Organization Leads can add/remove survey takers, sending reminders, and access the CCAT report.
– Survey Takers are solely permitted to take the CCAT.Click the green Add Participant button to save. This action automatically sends the participant their initial email with instructions on how to access the CCAT survey.
Updating User Email Addresses
Click the Participants tab.
Click the user's name whose information you would like to update.
Edit their email under the Profile section.
Click Save Profile.
Re-inviting Participants
If you need to resend their initial email:
Click the Participants tab.
Check the mark next to the user's name.
Click the three lines at the top right of the Participants grid, and click Email Selected.
Add a name for your email campaign (Ex. "Reminder"), and select the New Participant User Email template.
Click Send Email.
Suspending Participants
Occasionally, you may need to suspend a participant if you invited them by mistake or no longer want them to complete the survey. You might also wish to suspend a participant who has not completed the survey if you would like to proceed with generating your report. Suspending participants will remove any survey data they've input, so please check that the participant has not started the survey before you suspend them. If they have completed a portion of the survey, they may still submit it in order to have their answers factored into your organization's report.
Click the Participants tab.
Click the user's name who you would like to suspend.
Scroll to the bottom of the page to the Administrative section.
Next to status, click Suspend.
Click the blue check box to confirm or the red x to cancel.
Resetting a Password
Click the Participants tab.
Click the user's name whose password you would like to reset.
Scroll down, and under Administrative click Send Password Reset Email.
Other questions? Please contact our Help Desk at CCAThelp@tccgrp.com.