As a CCAT® Facilitator, you have the ability to add new organizations, manage participants, update contact information, send reminder emails, and reset passwords.
Adding New Organizations to your Cohort
After you log in, hover your cursor over the left-hand navigation panel to expand the menu. Click the "Organizations" tab on the left-hand navigation panel. From the Organizations page, you can see a list of all your participating organizations.
To add an organization, click the "+Add Organization" button. In the pop-up window, type in your new organization's name.
Note: If you are re-administering the CCAT to an organization that has previously participated in the CCAT, please contact CCAThelp@tccgrp.com.
Click "Save" to add the new organization to your list.
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.
Re-inviting Participants
Occasionally, you may need to re-invite participants if they lost their original welcome email.
Navigate to the Participants tab.
Click on the participant you would like to re-invite.
Scroll down to the bottom of their profile.
Under the "Administrative" section, click Resend invite.
If your participant still does not receive their welcome email, please contact ccathelp@tccgrp.com or review our article on troubleshooting user not receiving welcome email for assistance.
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.
Reactivating Participants
Click on the Participants tab in the left-hand navigation panel. You will be brought to a table with all of your organization's participant information.
Click on the name of a participant you would like to re-invite; you will be brought to the user's account management page.
On the Profile tab, scroll down to the Administrative section. Next to the Status section, click the Reactivate button. You will be asked to confirm or cancel your action. The user's status will change from "Suspended" to "Pending" and an email will automatically be sent out to the email address on the account.
Updating Email Addresses
On the left-hand panel, click the Participants tab.
Click the user's name whose information you would like to update.
Edit their email under the Profile section.
Click Update Profile.
Note: If a participant’s name is entered incorrectly, only the participant can update it. For security reasons, neither Vertical Change nor the CCAT Help Desk can make name changes.
Sending Reminder Emails
If you need to send a reminder email to a participant:
On the left-hand panel, click the Participants tab.
Select a user by clicking the checkmark next to the user's name.
Click the "Email Selected" button
Add a name for your email campaign (Ex. "Reminder"), and select the "Reminder" template.
Click Send Email.
Resetting a Password
On the left-hand panel, 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. You'll be asked to confirm the password reset by selecting the blue checkmark.
Adding Notes to an Organization
You can add private notes to an organization to keep track of relevant information. On the Organization's page, select the "Notes" tab. Type your notes into the text box, then click "Save." The notes will display at the bottom of the page.
These notes are NOT visible to the Organization. You can export all Notes to a CSV file, by clicking "Export to CSV."
Other questions? Please contact our Help Desk at CCAThelp@tccgrp.com.