Adding Concurrent Respondents (Assessment)

Overview Adding Respondents Active Respondent

Overview

Complex assessments often need to be completed by several individuals within an organization. Assessment Manager allows users to assign a survey to multiple respondents who can answer it concurrently.

Note that this is different from assigning different sections of an assessment to different respondents. When using concurrent respondents, all selected respondents can answer any question in any section.

Key behaviors

✓All selected respondents receive email notifications when the assessment is published

✓Only one respondent can actively answer questions at a time

✓Adding more than one respondent removes the ability to assign sections to specific respondents

Adding Concurrent Respondents

1

From the Edit Assessment page, click the System users or Non-system users field, and then add a respondent.

⚠ Note: Once you add more than one respondent, you will no longer be able to assign different sections to different respondents. All selected respondents will gain access to all sections.

2

Once you have selected your respondents, click Publish & Start or Publish & Send to publish the assessment. The system will send automatic email notifications to all selected respondents letting them know a survey has been published for them to complete.

Active Respondent and Locking

Any selected respondent can begin answering the survey once it is published. However, only one respondent can work on a survey at a time. The moment any respondent answers or updates a question, they automatically become the Active Respondent for the next 15 minutes. This locks all other assigned respondents out of answering or updating any question for 15 minutes from the time of the last update made by the Active Respondent.

📋 Note: Simply navigating between sections or adding comments and attachments to questions does not count as activity and will not lock other respondents out.

The Active Respondent can voluntarily release the lock before the 15-minute period expires by clicking Close Assessment at the top of the questionnaire, as shown below.

The respondent is then prompted to confirm by clicking Close Assessment in the confirmation window.

Once the assessment is closed, any assigned respondent — including the one who closed it — can answer or update any question and become the new Active Respondent.

TrustArc  ·  Adding Concurrent Respondents to a Survey  ·  support.trustarc.com