Are you ready to set up the INCEPT? Have all specialists and residents been added to the system? If not, please return to Managing members and teams, daar helpen we je om ze in het systeem te zetten. Een INCEPT-meetperiode starten gaat in twee stappen: step 1 is completed by the coordinator. The evaluation is set up and medical specialists are added and invited to participate; step 2 is done by the specialists themselves. He/she receives a link to the Perito portal and chooses whom to invite. A step by step guide for specialists can be found on this page uitgelegd. In onderstaand filmpje leggen we stapsgewijs uit hoe je een INCEPT-meetperiode kunt opstarten. To start, open the tab Campaigns.  For every specialist, a separate campaign is set up. To do this efficiently, we make use of Batch campaigns. Do you plan to create 1 campaign for 1 specialist, or are you creating several campaigns? In both cases, using batch campaigns will be the easiest choice.

1. Use Add campaign to create one or more campaigns (as a coordinator)

• On the first screen, under Variant choose the INCEPT to specify the type of evaluation. Please press next.
• The starting date staat standaard op vandaag in het systeem, maar dit is de datum vanaf wanneer alle vragenlijsten door collega’s ingevuld kunnen worden. Om de specialist de tijd te geven iedereen uit te nodigen, adviseren we de startdatum twee weken verder te zetten.
• Pas ook de ending date aan naar een bijpassende datum.
• By choosing the option subscribe me to receive email notifications , you can opt to receive an email everytime somebody has completed the questionnaire and one when the evaluation is completed. You can also choose to opt out of receiving these emails.

2. Setting up the email schedule

• Go to the tab mail at the top.
• Choose the mail template INCEPT_Other_Invite . Press the button on the right to preview the email.
• Switch on the auto-invite option to automatically send out emails. Leave the option below on "start date: (dd-mm-yyyy)".
• Choose the email template INCEPT_Other_reminder. Press the button on the right to preview the email.
• Switch on the auto-reminder option and decide on how often you want reminders to be sent out.
• Please click Next.

4. Adding staff members

• In the Assessed members , select all medical specialists for whom an INCEPT/IFMS is being generated.
• In the section on the left, find the department you are looking for. In the list of Medical specialists , click on the plus next to every persons name for whom an INCEPT/IFMS needs to be generated.
• Are there any people in the righthand list that should not be included? You can remove them from the list bij clicking on the minus next to their name.
• Please click Next.

4. Adding other participants

• In the Other participantssection, no action is required of the coordinator. Here, specialists themselves will be choosing and inviting people to evaluate them.
• Please click Next.

5. Finishing the set-up

• In the last section, Overview , you will find an overview of the evaluation that are now set up and ready to be generated for each separate staff member. Are the names correct? Then proceed by choosing Start creating campaigns to generate all evaluations.

Sending out invitations 

In the steps above, you chose to send automatic emails. However, before invitations are sent out to respondents, each specialist will need to get an email asking them to choose and invite their participants. In order to do this, please follow the steps below:

• At the top of the Campaignssection, click on INCEPT to see the list of all evaluations.
• Click on one of the evaluation you just set up. You will now see the evaluation, included the specialist to which it is connected.
• Click on the blue button Send Mail Now and then click on Send invitation.
• Click on Invite Selected Now to send the email.
• If you set up an evaluation for multiple specialists, then repeat these steps for every evaluation.

Report

 Please review the video below for a walkthrough of the instructions.