Challenges: creation, management, and participation

Who can use this feature?

• Only Admins can create and manage challenges

• Any employee can be added to participate in a challenge

Feature overview

• Admins create and launch challenges

• Challenges can be claimed for a designated prize amount (Points)

• All employees, whether selecting ‘Everyone’, or specific employee groups or individuals, can be added to a challenge as participants

  • Participant = someone who has access to the challenge and can claim it

• Challenges can be configured to go through an approval process; admins can designate who these approvers are (or they can set the challenge to auto-approval, where no manual approval is required)

  • Approver = someone who has permission to approve the challenge claims

• Admins can set claim limits for how many time the challenge can be claimed

• Challenges can be scheduled, and admins can designate how long the challenge should last, or how often the challenge should recur (daily, weekly, monthly, etc.)

• When a challenge is launched, all participants will be notified and be able to submit their claim for the challenge

• When a participant submits their claim, the approver can approve or deny the claim; if set to auto-approval, they will receive the prize immediately

• If the claim is approved or denied, the participant will be notified; if approved, the prize will automatically deposit into their earned balance

• If scheduled, challenges will end automatically; admins can manually end a challenge at any time

Enabling/disabling challenges in admin

You must enable the challenges feature in admin in order to start creating challenges. To enable challenges:

1. Go to https://admin.joinassembly.com/challenges

2. Turn the toggle ON

3. If you you have active challenges, and you turn the toggle OFF, this will automatically end all challenges

Create a new challenge

1. Go to https://app.joinassembly.com/a/

2. Click 'Challenges' in the home page navigation.

3. Click '+New challenge' in the top right corner of the page (this will only be visible to admins)

Challenge details

1. Give your challenge a title

2. Select a category for your challenge (optional)

   1. You can create a new category by typing in a new category name and clicking ‘Add as category’

   2. You cannot delete a category from here, but if you delete all challenges associated to that category, that category will automatically get removed from this list

3. Add a description to explain the challenge to the participants, providing them instructions for how to complete the challenge (optional)

4. Upload a custom image for your challenge (optional), or you can use the default image we provide

5. Choose who can claim this challenge (who your participants are)

   1. To add everyone in your organization, select ‘Everyone’

   2. If you have any groups set up for your Assembly, you can select any of these groups

   3. You can also select individual people to participate in the challenge

6. Select whether you want to require participants to submit proof of completion when they claim the challenge

   1. When enabled, they will be required to write a message and/or provide a file upload (as designated by the challenge description)

7. Click ‘Next’ once the above steps are completed

Budget & claim limits

Claim limits

Determine if you want to set any limits for how many times this challenge can be claimed.

• Individual claim limits mean that participants can only submit their claims a certain number of times. This includes pending claims if their claims require approval

• Total claims are the total number of claims that will be approved. Individual submitted claims from participants do not count towards to approved Total claims until they are approved

• If a challenge has a total claim limit, participants will not be able to submit any claims during the challenge period once the total # of claims have been approved

  • The total claim limit does not apply to pending claim count

Different types of claim limits

1. Unlimited = the challenge can be claimed unlimited times by all of the participants

2. Limit total # of claims = set how many total times the challenge can be claimed in total (the entire challenge if it is only a one-time challenge), or per day/week/month/quarter/year (if you want the challenge to repeat)

   1. You can also set individual limits within the total claims for how many times individual participants can claim the challenge

   2. For example:

      1. Total claim limit is set to 5 per month

      2. You have 500 participants

      3. If you want to limit it so that each participant can only submit one claim per month, you can set the individual claim limit to 1

      4. This means that all 500 participants can submit 1 claim per month, but only 5 can be approved per month

         1. If set to auto-approve, the first 5 submitted claims by the first 5 participants will be approved, and no other participants will be able to submit a claim until the next month

3. Limit claims per person = no total limit for claims, only limit how many times each participant can claim the challenge

   1. For example:

      1. Claims per person is set to 3 per person per week

      2. You have 500 participants

      3. This means that each participant can submit 3 claims per week

      4. And you can decide whether to approve all claims or only some

         1. If set to auto-approve, then there can be up to 1500 approved claims per month

Prize amount

Set a value for the challenge prize; this will be the amount of points each participant will earn when their claim is successfully approved. The max reward value for any challenge is 10,000.

NOTE: like the points given out on birthdays and anniversaries, the challenge reward amount does not come out of any specific allowance. The points are given from your Assembly directly.

Approvals

You can select whether you want challenge claims to be manually approved, or whether you want them to be auto approved.

• If set to auto-approve, once the participant claims the challenge, they will automatically receive the prize amount

• If selecting 'add approval levels' you can designate who you want to approve the award, and how many levels of approval you want

To configure approvers:

• You can select individual people and/or groups as approvers

• You can select up to four levels of approvals

• You must select at least 1 person or group in each level you add

  • If you wish to delete a level of approval, delete all selected people or groups within that level or click ‘Remove level’

• In the first level, you can select 'Manager of the participant' as an approval group

  • This means that if your direct report claims the challenge, you will be prompted as a manager to approve the claim

• In the second/third/fourth levels, if you select 'manager of the approver', the manager of whoever approved the claim in the previous level will be notified to approve the claim

Schedule & launch

You can choose to launch your challenge immediately, or schedule the challenge to launch in the future.

• If you select ‘Launch now’, when you click ‘Launch challenge’, the challenge will launch immediately and all participants will be notified. The challenge will appear in the challenges page for all participants to view and claim

• If you select ‘Schedule for later’, you can choose a date and time for the challenge to launch; the challenge will automatically launch on that date

• In either case, you can set a duration for how long you want the challenge to run for; the challenge will automatically end on the designated date

  • If you want it to run indefinitely, select ‘no end date’

Manage challenges

Admins can view and manage all challenges from the manage challenges page

1. Go to https://app.joinassembly.com/a/

2. Click 'Challenges' in the home page navigation.

3. Click 'Manage' in the top right corner of the page (this will only be visible to admins)

Challenge drafts

All challenges are automatically auto-saved as drafts if you do not complete the creation and launch the challenge (or schedule the challenge). You can edit drafts or delete them.

To edit or delete:

1. Click the ‘…’ icon in the ‘actions’ column in the manage challenges table

2. Click ‘edit’ to edit the challenge draft

3. Click ‘delete’ to delete the draft

Editing a challenge

Admins can edit challenge at any time, even after launch

However, once a challenge is launched, you cannot edit the following:

• You cannot reduce the prize amount if there is at least 1 pending claim

  • You can approve or deny these pending claims and then change the prize amount

• You cannot adjust the claim limits if there is at least 1 pending claim

  • You can approve or deny these pending claims and then adjust the claim limits

To edit a challenge:

1. Click the ‘…’ icon in the ‘actions’ column in the manage challenges table

2. Click ‘Edit’ to edit the active challenge

3. Make the changes you would like to make

   1. If you have a scheduled challenge that has not yet launched, you can change the launch date when editing the challenge

4. Click Save

Ending a challenge

Challenges will automatically end when:

1. The duration configured in the challenge settings has ended

2. The claim limit(s) have been met

   1. For example:

      1. If a challenge can be claimed 5 times total (the challenge does not refresh or repeat), upon the 5th claim approval, the challenge will no longer be claimable for participants and the challenge will end

      2. If the challenge can be claimed 5 times per month, if 5 claims have been approved, once the month refreshes, the challenge will be claimable again

         1. In this case, the challenge will not end, it will just not be claimable

Admins can manually end a challenge at any time:

1. Click the ‘…’ icon in the ‘actions’ column in the manage challenges table

2. Click ‘End’ to manually end the active challenge

When the challenge is ended, participants will not be able to submit any more claims. Similarly, any outstanding pending claims can no longer be approved. You must deny them to clear them from the table.

Archiving a challenge

Admins can archive any challenge at any time

• You cannot archive an active challenge, you must end the challenge first before archiving it

• Once archived, all related claims (pending, approved, denied) will be removed from the claims table

• You will still have a record of all of the points activity from challenges in the Activity report in admin

To archive a challenge:

1. Click the ‘…’ icon in the ‘actions’ column in the manage challenges table

2. Click ‘Archive’ to archive the challenge

To unarchive a challenge:

1. Click the ‘…’ icon in the ‘actions’ column in the manage challenges table

2. Click ‘Unarchive’ to unarchive the challenge

• Once unarchived, the challenge will return to a ‘draft’ state, where you can edit the challenge to relaunch it

• You will have access to the historical claim history

Deleting a challenge

Once a challenge is archived, you can delete it to remove it permanently from your manage challenges table. Once deleted, you cannot recover it; this action is permanent and irreversible

To delete a challenge:

1. Click the ‘…’ icon in the ‘actions’ column in the manage challenges table

2. Click ‘Delete’ to permanently delete the challenge

Viewing challenge insights

• For any challenge, admins can view the challenge insights which give an overview of all pending claims, approved claims, and the participants who have not yet claimed the challenge

• Admins can approve/deny claims directly from here, as well as remind all participants who have not yet claimed the challenge to participate

To view challenge insights:

1. Go to https://app.joinassembly.com/a/

2. Click 'Challenges' in the home page navigation.

3. Click 'Manage' in the top right corner of the page (this will only be visible to admins)

4. For the challenge you want to view the insights for, you can click the challenge name, or the badge in the pending or approved columns

5. For pending claims, you can approve them directly from the insights modal

6. You can view the full list of participants who have not yet claimed the challenge from the ‘unclaimed’ filter

   1. You can remind participants to participate in the challenge by clicking the yellow bell icon next to an individual participant, or by clicking remind all

   2. This will send a reminder email notification to all participants to remind them to participate

Challenges page - claiming a challenge, managing claims

When challenges are turned on, the challenges page will be visible to everyone in your organization, as soon as they are added to their first challenge.

• This page will not appear to until you have been added to their first challenge (the challenge has launched)

• Once they have been added to their first challenge, this page will always be visible, unless the feature is turned off in admin

To navigate to your challenges page:

1. Go to https://app.joinassembly.com/a/

2. Click 'Challenges' in the home page navigation

Available challenges tab

You can view and claim all challenges you are a participant of from the ‘Available’ tab

• You will only see challenges you are a participant of

  • If there are multiple challenges across multiple different groups of participants, you will only ever have access to the challenges you have been added to as a participant

• When a challenge ends, it will no longer appear on the page, and any pending claims will automatically be denied

All challenges will be visible to all admins, regardless of whether they are a participant or not

Claiming a challenge

To claim a challenge:

1. From the ‘Available’ tab, click the challenge you wish to claim

2. If the challenge requires proof, you must submit your proof in order to successfully submit your claim

   1. Be sure to read the challenge description to know what kind of proof you need to submit

3. If the challenge does not require proof, your claim will automatically submit after clicking the claim button

4. If the challenge requires approval, you will only receive the challenge prize once your claim is approved

5. If the challenge does not require approval, you will automatically receive the prize once you submit your claim

6. You can claim the challenge as many times as the challenge allows

7. You can view and manage all of your claims on the ‘Claims’ tab

8. If your claim is denied, you will be able to resubmit your claim so long as the challenge is still active

Claimed tab

You will see all claims you have submitted across all challenges on the ‘claimed’ tab, where you can view the status of your claim, and also cancel your pending claim if you wish to resubmit your claim

To cancel your claim:

1. Go to the ‘Claimed’ tab on the Challenges page

2. Next to any pending claim, click ‘View proof’

3. Click ‘Cancel claim’ to cancel the claim

4. Once cancelled, you can resubmit

   1. We do not support editing claims at the moment, so if you wish to edit your claim you should cancel it and resubmit

Pending your approval tab

If you are added as an approver for any active challenge, once somebody submits a claim for your approval, you will see the pending your approval tab

• This tab will only appear if you have at least 1 pending approval

• This tab will disappear once all pending approvals are approved/denied

• From here, you can approve or deny challenge claims (see more below)

Approving or denying a challenge claim

Whoever is designated as an approver will be prompted to approve the challenge claim. You can approve a challenge claim from any of the following places:

1. From the ‘Pending your approval’ tab on the challenges page

2. From the ‘Approvals’ table on the notifications page

3. From the challenge insights modal on the manage challenges page (admins only)

To approve a claim:

1. Go to any of the above pages

2. Next to the claim you wish to approve, click the green checkmark

3. If the claim requires multiple approval levels, if you are not the final approver, it will go to the next approver and they will be notified to approve the claim

4. If the claim only has one approval level, or if you are the final approver of multiple approvers, approving the claim will notify the participant and the prize will be deposited into their earned balance immediately

5. Approvals cannot be undone

To deny a claim:

1. Go to any of the above pages

2. Next to the claim you wish to deny, click the red ‘X’ icon

3. You can provide optional feedback as to why you are denying the claim

   1. The participant will see that you denied their claim and will see your feedback

4. Once denied, the participant can resubmit their claim, provided the challenge is still active

5. Denied claims cannot be undone