How to Send Unique Invitation Links to Brillium Assessments

Overview

Brillium Invitations provide a structured way to deliver assessments to individuals or groups. Each respondent receives a unique link that automatically includes their information, helping ensure consistent data collection and easier tracking.

This method is especially useful when you want more control over who takes an assessment, track invitation status, or collect specific respondent information before they begin.

Step 1: Open the Invitations Area

1. From the main menu, select Invitations
2. Select the assessment you want to send invitations for

This page displays all respondents associated with the selected assessment and their current status.

Step 2: Add a New Respondent

1. Select the Add New button
2. Enter the respondent’s information in the form

Typical fields include:

• Email address
• First name
• Last name

The email address is required because it is used to send the invitation link.

Step 3: Save or Send the Invitation

Once the respondent information is entered, you have two options:

• Select Save to create the invitation without sending it
• Select Save and Email to send the invitation immediately

The email message is based on the template configured in the assessment’s Notification settings.

Understanding Invitation Status

Each respondent record includes a status that indicates progress:

• New means the invitation has been created but not sent
• Invited means the email has been sent to the respondent
• Launched indicates the respondent has started the assessment

You can open a respondent record to view details and email history.

How to Resend or Remind Respondents

If a respondent has not completed the assessment, you can resend their invitation.

1. Select the respondent from the list
2. Choose one of the available options:
   • Save and Resend Invite
   • Save and Remind

Resend uses the original invitation email, while Remind uses a reminder email template.

How to Add Additional Invitation Fields (Respondent Fields)

You can collect additional information beyond name and email.

1. Select Settings
2. Choose Respondent Fields
3. Add or modify fields as needed

For example, you may add a field such as Supervisor or Department to use later in reporting.

Control How Respondent Fields Behave

Each field can be configured to control how respondents interact with it when they start the assessment.

• Required: The respondent must enter a value before continuing
• Displayed: The value is shown but cannot be edited
• Hidden: The value is not shown to the respondent

Example Configuration

• Set Email, First Name, and Last Name to Displayed so they cannot be changed
• Set Job Title to Required so the respondent must provide it
• Set Region to Hidden so it can be used for reporting only

These settings ensure that your data is consistent while still collecting any additional required information at the start of the assessment.

Testing the Assessment Experience

1. Launch the assessment using an invitation link
2. Verify that required fields prompt the user
3. Confirm displayed fields cannot be changed
4. Complete the assessment

This step ensures that the respondent experience matches your expectations before sending invitations to a larger group.

How to Import Respondents

How to Import Respondents from a Spreadsheet

For larger groups, you can import respondents instead of entering them manually.

1. Select the Tools menu
2. Choose Import from Spreadsheet
3. Download the import template
4. Enter your respondent data into the template
5. Upload the file and complete the import

Do not change the structure of the template, as Brillium relies on it to map the data correctly.

How to Import and Reuse Respondents from Another Assessment

You can reuse an existing list of respondents from another assessment.

1. Select the Tools menu
2. Choose Import from Assessment
3. Select the source assessment

This adds respondents to your list without removing any existing entries.

Sending Invitations

Send Invitations to Multiple Respondents (Mass invitations)

To send invitations or reminders to many respondents at once:

1. Select the Tools menu
2. Choose Send Mass Invitations
3. Select whether to send initial invitations or reminders
4. Preview the recipient list
5. Send the emails

This is useful for managing large groups and ensuring consistent communication.

How to View Progress and Results

As respondents interact with the assessment:

• Their status updates to show progress
• You can track who has started or completed the assessment
• Results such as pass or fail appear after completion

Summary

Invitations provide a controlled and scalable way to deliver assessments. By using respondent fields, templates, and status tracking, you can ensure consistent data collection and efficiently manage large groups of respondents.