Linking group coordinators manually

When it comes to managing projects efficiently within your organization, having the right people in the right roles is essential. At Effectory, we understand the significance of linking Group coordinators effectively to survey participant groups to ensure seamless survey operations and insightful result analysis.

My Effectory offers ways to automate the linking of coordinators to their survey groups. However, in some cases, you may want to add coordinators manually. In this guide, we'll walk you through everything you need to know about linking Group coordinators manually.

Understanding Group coordinators

There are two types of Group coordinators in My Effectory:

1. Local Coordinators: Can create surveys and access results for the groups they are assigned to. Typically, Local Coordinators occupy managerial or leadership positions within the organization.
2. Results Access Coordinators: Can only access survey results for the groups they are assigned to. They cannot create surveys.

You can find a complete overview of all coordinator roles in My Effectory in this article.

When to link coordinators manually

While we recommend setting up auto-suggest or auto-linking, in some cases, it may be necessary to link coordinators manually. This approach can be especially helpful:

• If your organization has a complex or non-traditional structure.
• If you're dealing with cross-functional teams.
• When you want to grant access to My Effectory to users who are not listed in your employee data.

Linking group coordinators manually enables you to control precisely who has access to which groups and survey data.

Step-by-step: Manually assign Group Coordinators

Linking Group Coordinators manually is a straightforward process. To do so:

1. Log into My Effectory.
2. Access your project.
3. Access the Group Coordinators page in the Project Management section.
4. Find the group you want to add a coordinator to and click the + sign on the right-hand side.
5. Click + Add new users.
   

   Note: If the coordinator you want to add is an existing My Effectory user, you can find them using the search bar instead!

6. Insert the user's e-mail address, select the coordinator role you want to assign them and pick the language in which notification e-mails should be sent to them.
7. Click Add.
8. You may repeat the steps above as many times as needed. Once you're done, confirm all your changes by clicking Review & confirm at the bottom of the page.

Note: Completing this step may trigger notification e-mails to be sent! Find out more about this here.

Note: Remember that when you assign someone as a Group Coordinator to a particular group, they gain access not only to that specific group but also to all sub-groups beneath it!

Adding Group Coordinators to running surveys

The instructions above are only valid for upcoming surveys whose start date is more than twelve hours ahead.

If you need to add or remove coordinators for a specific survey that is currently running or already completed, you can do so via the Result settings tab for that specific survey. Read all about it here!

Group coordinator settings vs. Results access settings

1. The Group coordinator settings operate on a project level: Group coordinators that you already defined in the Group coordinator overview of the project will automatically be applied to the surveys created within the project. Changes you make to these project-level settings will not be applied to a survey as of twelve hours before it launches.
   
   
2. The Results access settings operate on the level of a specific survey. You need these settings when:
   • You want to manually change who has access to a survey less than twelve hours before it launches
   • You want to manually change who has access to completed or already running surveys: You can add or remove result access coordinators for surveys in any of these states directly from the Results access settings.

Notification e-mails

Linking new coordinators in My Effectory may trigger notification e-mails to be sent automatically, depending on the coordinator's role and your project settings. Find out more about notification e-mails sent to coordinators here.