qstream administration essentials guide...1. log in to your qstream site. 2. under “administration...

Qstream Administration Essentials Guide

January 2019

By Qstream, Inc.

Table of Contents

Roles ........................................................................................................................................................... 4 Site Administrator/Owner .............................................................................................................................................. 4 Program Manager ........................................................................................................................................................... 4 Senior Level Manager .................................................................................................................................................... 4 Frontline Manager .......................................................................................................................................................... 4 Authors............................................................................................................................................................................. 4 Co-Authors....................................................................................................................................................................... 4 Moderators ...................................................................................................................................................................... 4 Participant........................................................................................................................................................................ 4

Site Editor ................................................................................................................................................... 5 Accessing the site editor .................................................................................................................................................. 5

Branding ..................................................................................................................................................... 6

Qstream Catalog and Enrollment Settings.................................................................................................... 7 Private Catalog with Enrollment by Invitation ............................................................................................................. 7 Public Catalog with Enrollment by Invitation .............................................................................................................. 9 Private Catalog with Open Enrollment ....................................................................................................................... 10 Public Catalog with Open Enrollment ......................................................................................................................... 11

Adding a Privacy Statement ...................................................................................................................... 12

User Management ..................................................................................................................................... 13

Batch Enrolling Procedures ....................................................................................................................... 14 Manual Data Entry .......................................................................................................................................... 14 Roster Upload ...................................................................................................................................................... 22 Build a list of Existing Users ................................................................................................................................. 27

Add a User (no Qstream Enrollment) ........................................................................................................ 32

Controlling Welcome Emails ..................................................................................................................... 41

Assign Roles .............................................................................................................................................. 47

Managing Enrollments & User Details ....................................................................................................... 49 Deleting a User ................................................................................................................................................ 51

Managing Email Problems ......................................................................................................................... 52

Tags........................................................................................................................................................... 58 Sample Roster Tags ..................................................................................................................................................... 58 Assigning Groups - Manually ...................................................................................................................................... 59 Assigning Groups – Using the Hierarchy Builder ..................................................................................................... 62 - Add in the Column headers (Members tag) from your roster. ...................................................................... 62 Sample Roster Tags ..................................................................................................................................................... 62 - Enter the parent tier in the topmost level then add the children tier(s) as they should be built. ........... 63

Updating Existing Tags for Multiple Users (Batch Retagging) ................................................................................ 64 Add New Tags for Multiple Users ......................................................................................................................... 68

Adding a new tag with the same value to all users ................................................................................................ 68 Adding a new tag with differing values to groups of users ................................................................... 70

Managing Events .................................................................................................................................. 73

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View past events .......................................................................................................................................................... 73

Qstream Editor .......................................................................................................................................... 77 Building a Qstream ............................................................................................................................................... 77 Inserting an Image......................................................................................................................................... 79 Embedding a Video .............................................................................................................................................. 81 Inserting a Hyperlink ........................................................................................................................................... 83

Advanced Question Settings ...................................................................................................................... 84 Question Status ............................................................................................................................................... 84 Pending ............................................................................................................................................................. 84 Published .......................................................................................................................................................... 84 Expired Question Status ................................................................................................................................ 84 Question Settings ........................................................................................................................................... 84 Standard Question .......................................................................................................................................... 85 Single Presentation ........................................................................................................................................ 85 Timed Questions ............................................................................................................................................. 85 Video Scenarios .................................................................................................................................................... 86

Pausing a Qstream ..................................................................................................................................... 87

Editing and Managing a Qstream ............................................................................................................... 89 Introduction Tab ............................................................................................................................................. 89 Adding a Qstream Logo ................................................................................................................................. 89 Publishing Tab ................................................................................................................................................. 90 Qstream Tags ................................................................................................................................................... 90 Qstream Status ................................................................................................................................................ 90

Comments ................................................................................................................................................. 91 Reviewing and Publishing Comments .................................................................................................................. 91

Reviewing Comments ......................................................................................................................... 91 Publishing Comments .................................................................................................................................... 92

Qstream-level Leaderboards ...................................................................................................................... 94

Spacing Tab ........................................................................................................................................... 97 Spacing Settings ................................................................................................................................................... 97 Using the Estimator .............................................................................................................................................. 98 Completion Tab ............................................................................................................................................. 102 Authoring Tab ................................................................................................................................................ 104

Copying a Qstream .................................................................................................................................. 105 Copying Questions within a Qstream ....................................................................................................... 106 Copying Questions between Qstreams .................................................................................................... 107

How to Test: Enrolling Test Users ........................................................................................................... 108 Delete Testing Data ............................................................................................................................................ 110

Closing a Qstream ................................................................................................................................... 111

Cross-Qstream Reporting ........................................................................................................................ 113

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Roles Users can be assigned to multiple roles within a Qstream site. A user can have one or many roles. The functions listed on a user’s Dashboard upon logging in to Qstream are determined by their role(s). In order to assign a user a role, they must be registered to the Qstream site.

Site Administrator/Owner

- Brand the Site

- Manage users and groups - Review comments posted in any Qstream - Review Analytics for any Qstream

- Create/edit/manage Qstreams Program Manager

- View reports for select Qstreams

Senior Level Manager

- View dashboard metrics for all groups under their management

Frontline Manager

- View dashboard metrics for all of their direct reports

Authors - Create/edit/manage Qstreams - View reports for Qstreams they have created

Co-Authors

- Assist in managing content they’ve been invited to work on by the main author

Moderators - Moderate participant comments posted within questions in a Qstream

Participant - Participate in Qstreams

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Site Editor

Accessing the site editor

1. Log in to your Qstream site. 2. Under “Administration & Reports,” click on the name of the site.

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Branding

Use the Site Editor to customize the Qstream site according to your, and/or your client’s, branding specifications. Click on the name of the site to access the Site Editor

Customize the branding elements within the Site Editor

Web Browser view of private homepage:

Web Browser view of participant Dashboard

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Qstream Catalog and Enrollment Settings Catalog and Enrollment settings are determined at the site level, not on a Qstream-by-Qstream basis. There are several options from which to choose, depending on how you want to manage your site’s catalog.

Private Catalog with Enrollment by Invitation

From the Site Editor, under the Settings section.

Check “Private Catalog” and uncheck “Open Enrollment”

When a user is directed to your

site, neither Popular Qstreams

nor the option to ‘Browse

Qstreams’ will display.

Users need to log in to your site

to browse Qstreams.

If a user were to select a

Qstream from the directory,

they will not be able

to enroll. Enrollment is by

invitation only.

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Public Catalog with Enrollment by Invitation

From the Site Editor, under the “Settings” section, leave

both the “Private Catalogue” and “Open Enrollment” boxes unchecked.

When a user is directed to

your site, Popular Qstreams

and the option to “Browse

Qstreams,” will display.

If a user clicks on a Qstream,

they will be directed to log in

to your site.

Users will not be able to enroll

because enrollment is by

invitation only.

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Private Catalog with Open Enrollment

From the Site Editor, under the

“Settings” section, check both

“Private Catalogue” and “Open

Enrollment”.

When a user is directed to your

site and clicks on Browse

Qstreams, a catalog will not

display.

Users will need to log in to your

site to view the catalog.

If a user clicks on a Qstream,

Users can enroll because enrollment is open.

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Public Catalog with Open Enrollment

From the Site Editor, under the “Settings” section, leave “Private

Catalogue” unchecked, Check “Open Enrollment”.

When a user is directed to

your site, the catalog will

display.

If a user clicks on a

Qstream, they will be able

to enroll because

enrollment is open.

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Adding a Privacy Statement Site admins have the option of enabling and editing a custom privacy statement for their Qstream site. You can find this setting by clicking on the Qstreams link located under your site in the Administration & Reports section of the dashboard.

Choose Settings from the top navigation.

Scroll down the page to where you see the Settings section and click on the View/Edit Statements link by the checkbox to enable privacy statements.

From there, you can add a new privacy statement or edit the current one.

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Remember to click Save changes at the bottom of the page when you’re done updating your privacy statement. For all new users that the customer enrolls into a Qstream or simply registers to their site, the participant would set their password and then they are brought to the privacy statement to ‘accept & continue’ before they can answer their questions.

Note: There are two issues that exist with this option… 1. The participant is not providing an actual electronic signature. 2. This 'acceptance' is not available to view anywhere on their site. If they begin answering their questions, that suggests they did accept the statement presented to them.

User Management Users must be registered to your site in order to participate in Qstreams. Participants can be batch-enrolled into a Qstream in three ways:

1. Manual data entry 2. Roster upload 3. Build a list of existing users

Manual Data Entry It is best to use manual data entry if you only have a few new participants to be enrolled in a Qstream.

Roster Upload

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Upload a roster if you have many new participants to enroll in a Qstream. To ensure that the roster is uploaded to

Qstream successfully, it must be formatted properly. You should follow these instructions exactly:

- Create a roster in Microsoft Excel - Include the mandatory user information (highlighted in yellow in the Sample Roster):

o First o Last o Email

- Include additional columns for optional user attributes like Job Title or Sales Quota, if needed - If your site will be using Leaderboards, include a Leaderboard column - Remove any blank columns or rows, and any stray characters or spaces - Save as a CSV file (Comma delimited) (*.csv)

o File > Save As o From the Save as type menu, choose CSV (Comma delimited) (*.csv)

Sample Roster:

- Follow the steps for Roster Upload to continue

Tip: Before uploading the file, make note of the number of users and compare that to the number of users enrolled upon completion.

Build a list of Existing Users If you have already registered users by manual data entry or through a roster upload, you can compile a list of users for enrollment in a particular Qstream by referencing your existing user list.

Batch Enrolling Procedures

Manual Data Entry

Step 1: From your Dashboard, click “Users” link

Step 2: Click “Enroll users” card

Step 3: Click on the “Enter new user details” tab

Step 4: Enter Email, First Name, Last Name

Step 5: Apply tags (optional)

Step 6: Click “Add User”

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Step 7: Choose Qstream, review your settings, then click “Continue”

Step 8: Schedule participants for immediate or future enrollment

Step 9: Review details and submit your launch

**See screenshots below for each individual step.**



Step 3: Click on “Enter new user details” tab

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Search through the current site tags and values and apply them to the new user, or add new tags and values. Once

the tags are selected, click “Apply.”

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Step 6: Click “Add user”

Continue to manually build your list. Once built, click “Continue.”

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Step 7: Choose a Qstream, review your settings, then click “Continue”

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If enrolling immediately, click “Continue”

OR

If scheduling the enrollment for a future date, select scheduling options, then click “Continue.” Selections include:

Date/Time – welcome emails will be sent on the selected date and time

Time zone – welcome emails will be sent in the selected time zone for that date and time

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Step 9: Review details and submit your launch Note: If you have scheduled your launch for a future date, you can locate it in the “View events” card of the “User

Admin” section

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Roster Upload



Step 3: Click on “Upload a CSV file” tab

Step 4: Locate your CSV file and click “Continue”

Step 5: Choose the Qstream, review your settings, then click “Continue”



See screenshots below for each individual step.



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Step 4: Choose your CSV file and click “Continue”

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To enroll the participant immediately, click “Continue”

OR

If scheduling the enrollment, select scheduling options, then click “Continue.” Selections include:



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Note: If you have scheduled your launch for a future date, you can locate it in the “View events” card of the “User

Admin” section

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Build a list of Existing Users

If you have already added users to your Qstream site, you can create a list of users to enroll in a particular Qstream from

the pool of existing users.



Step 3: Click on “Find existing users” tab and choose your search parameters







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Step 3: Click on “Find existing users” tab and choose your search parameters

Note: You can perform multiple searches until you have completed your list of users to enroll. For example, you may

want to search for users that have a value of Canada as their country as well as users that have a value of France as their

country. Click the “plus (+)” sign to perform a multi-tag search.

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If enrolling immediately, click “Continue”

OR

If scheduling the enrollment, select “Scheduling Options,” then click “Continue.” Selections include:



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Note: If you have scheduled your launch for a future date, you can locate it in the “View events” card of the “User

Admin” section.

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Add a User (no Qstream Enrollment) You can add users without enrolling them in a Qstream. You may need to do this if you are registering Managers to receive reports, or need to assign a Site Admin, Site Author, or Test User.

Participants can be added in two ways: I. Manual data entry II. Roster upload

Manual data entry


Step 2: Click “Add users” card




Step 6: Click “Add User”


Step 8: Review details and submit your registration



Step 2: Click the “Add users” card

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Search through your current site tags and values and apply them to the new user or add new tags and values. Once

the tags are selected, click Apply.

Step 6: Click “Add User” and “Continue”

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Step 7: Schedule participants for immediate or future registration

If registering immediately, click Continue

OR

If scheduling the registration, select scheduling options then click Continue. Selections include:



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Roster Upload



Step 3: Click on “Upload a CSV file with user details” tab

Step 4: Locate your CSV and click “Continue”

Step 5: Schedule users for immediate or future registration





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Step 4: Locate your CSV and click “Continue”

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Step 5: Schedule users for immediate or future registration

If registering immediately, click Continue

OR

If scheduling the registration, select scheduling options then click Continue. Selections include:



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Controlling Welcome Emails Two optional settings give admins more control over when (or whether) welcome emails get sent. The options are found under the ‘Add Users’ section in User Admin and listed under ‘Optional settings’. Without enabling these settings, the

default behavior remains the same -- new users will get welcome emails and existing users will not, even if they’re not registered on the current site.

Do not send welcome message This option is best utilized for large user sets where the hierarchy is not created or built out. Users may be uploaded

but no welcome emails will be sent. The admin will still receive a confirmation email.

Follow the steps below to not send a welcome email:

Step 1: Identify Users.

Step 2: Within Optional Settings select ‘Do not send welcome messages’ from Recipient’s section. Step 3: Select Continue.

Step 1: Identify users

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Step 2: Within Optional Settings select ‘Do not send welcome messages’ from Recipient’s section.

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Step 3: Select Continue.

Send welcome messages to all selected users

The second option sends welcome emails to all of the users in the current batch, regardless of whether they've

already been registered or not.

This option is helpful if users have been previously registered (and not sent a welcome email as in the example noted in the first section) and must receive welcome messages at a later time.

Follow the steps below to send welcome messages to selected users:

Step 1: Identify Users. Step 2: Within Optional Settings select ‘Do not send welcome messages’ from Recipient’s section. Step 3: Select Continue.

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Step 1: Identify users

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Step 2: Within Optional Settings select ‘All selected users” from Recipient’s section.

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Step 3: Select Continue.

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Assign Roles Step 1: Edit your site

Step 2: Add Owner and/or Author by entering an email address and clicking “Find User”

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Step 3: Check the box next to the User and click “Add Selected”

Step 4: For Program Managers only, you also need to assign the Qstreams they should have access to by

editing the appropriate settings.

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Managing Enrollments & User Details After you launch a Qstream, you may need to make changes to user details or drop user enrollments. To do so, follow the steps below: Step 1: Click on Users link from your Dashboard and select “Manager users”

Step 2: Search for the user in the Find Existing Users tab and click Search. There are multiple ways to search for a user including first name, last name, and email.

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Step 3: Click on the user’s first name, last name, or email to access their details page.

Step 4: Manage user details

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Section 1: Change Name or email and/or set Language Preference

Section 2: Set Language Preference and time zone Section 3: Use “reset password” to send a password reset email to the user. Use the “expire password” option to force the user to create a new password on next log in attempt.

Section 4: Change or create new user tags Section 5: Manage settings for each Qstream, including putting a Qstream on holiday hold (questions are paused), customizing notification delivery (email, app, or both) or un-enrolling the user from a Qstream Section 6: Manage when a user should receive email notifications

Section 7: Manage email issues. Note: This section will only appear if there is an issue with the user’s email address, such as the user has unsubscribed to email notifications or the email address is invalid/bounced. Click “Show hidden issues” and “fix” to correct the email issue.

Section 8: Click “Apply” to save your changes

Deleting a User If a user is no longer with an organization you may want to delete them from the site. Follow the steps below to delete a

user. Step 1: Click on Users link from your Dashboard and search for the user

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Step 2. Tick the box next to the user’s name and click on “Delete”

Step 3. Enter the number of users you are deleting and click Submit

IMPORTANT NOTE: When you delete a user from the site, all of their data will be permanently deleted and no longer visible in Qstream reports/data exports. This includes all information related to the user including profile information like name and email

address, enrollments, answers submitted for questions and course comments/reviews. Also, if the user is registered on another Qstream site, only data relating to the user on this site will be permanently

deleted. Any data relating to the user on other sites will remain untouched.

Managing Email Problems The Manage users section of the User Administration dashboard is where you can find and correct user accounts that are experiencing email problems. Common email problems include: users that have unsubscribed from receiving Qstream emails, emails that have bounced and not reached the intended recipient, or accounts where Qstream emails have been marked as invalid or as spam. The following section outlines the different types of email problems and lists steps on resolving them.

Unsubscribe Users can unsubscribe from Qstream emails. This will prevent them from receiving any email correspondence from the Qstream application. To locate and correct any user accounts that have unsubscribed, follow the steps below:

Step 1: Click on the “Manage users” card from within the User Admin dashboard

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Step 2: In the Find existing users field, search for email status “unsubscribed”

NOTE: You must contact the user directly and have them log in to their account to re-subscribe.

Bounce There are several reasons an email may be in bounce status:

a. The user is no longer at the organization b. There is a spelling error in the email address c. The receiving server is not accepting email from Qstream’s server. In this case, you will need

to address the issue with your IT department and “debounce” the entire user list so that they will begin to receive emails.

To locate and correct any emails that are unsubscribed, follow the steps below:

Step 1. Click on the “Manage users” card within the User Admin dashboard

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Step 2. Search the “find existing users” field where “Email Status” is “bounce” a. If the user is no longer at the organization, check the box next to their name, click “Disable” and confirm

the number of users to disable. NOTE: you can disable multiple users at once.

b. If there is a spelling error, check the box next to the user name and then click “Disable.” NOTE: You will need to go through the enrollment process again and enroll the user with the correct email address.

c. If the receiving server is not accepting Qstream emails, address the issue with your IT department. Once

resolved, click the “Debounce” link. NOTE: Qstream will continue to try to reach the user at the

undeliverable address until you resolve the issue and select “Debounce.”

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Invalid Emails that are missing the “@” symbol or “.com” extension will be marked as invalid.

To locate and correct any emails that are invalid, follow the steps below:

Step 1: Click on the “Manage” card within User Admin dashboard

Step 2: Search the “find existing users” field where “Email Status” is “invalid.”

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Step 3: Click on the name of each user individually to correct their email address, as noted in the

Managing Enrollments and User Details section of this guide.

Spam In some situations, users may have marked email from Qstream as spam, which will prevent them from receiving email notifications. To locate and correct any user accounts that have marked emails from Qstream as spam, follow the steps below:

Step 1: Click on the “Manage users” card within the User Admin dashboard

Step 2: Search the “find existing users” field where “Email Status” is “spam”

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1. Contact the user(s) and request that they navigate to the Spam settings in their email client in order to update their settings to allow Qstream emails.

2. After the user had made the requested changes, click the “Despam” link

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Tags Tags can be a valuable addition to Qstream reporting for your Program Managers. Creating and

assigning tags in a meaningful way has a direct and positive impact on their ability to view, analyze,

and action their Qstream‘s data.

There is no limit to the number of tags you can assign to users. Assigning tags provides more insight into reporting and can be structured in whichever way is meaningful to your organization.

Examples of tags include:

• Job Title • Role

• District • Team

• Tenure/Previous Company • Geo - City, State, or Country where an individual participant resides • Start Date – Perhaps employment start date or class start date

• Class Group or ID – participants across multiple training groups taking the same Qstream • Instructor or Trainer Name – when multiple instructors or trainers are delivering the same content, useful in

identifying trainer effectiveness or area of improvement

Impact of Tags to Hierarchy Assigning tags to individuals will allow participants to be grouped together based on the Program Manager’s defined tag

characteristics. Management ownership can also be assigned at any level of a hierarchy, which will allow Front Line and Senior Managers access to reporting features for all of the users in their assigned groups (i.e. participants tagged to that hierarchy group).

Sample Roster Tags

Members Tag

Members Value

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Assigning Groups - Manually

Step 1: From Site Editor click on “Groups”

Step 2: Create the Parent Group

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Step 3: Assign Managers to this Group

- Click the Pencil icon to add managers

- In the pop-up box under the Owners heading, start to enter the email address of the manager you want to assign

to the group, select their name when it appears, and then click Add

Step 4: The Manager will now be assigned

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Step 5: Create Additional groups as needed (in this example, a District within a Region is being added)

Step 6: Add the Owner as shown in Step 3

Members Tag

Members Value

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Assigning Groups – Using the Hierarchy Builder

Step 1: From Site Editor click on “Groups”

Step 2: In the address bar, replace “groups” with “hierarchies”

Step 3: Enter the roster tiers in the text fields

- Add in the Column headers (Members tag) from your roster.

Sample Roster Tags

Members Tag

Members Value

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- Enter the parent tier in the topmost level then add the children tier(s) as they should be built.

- As you enter your tiers, your group hierarchy will be previewed below.

- When all tiers have been entered, click on “Build Hierarchy”.

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- The system will notify you once the hierarchy has been successfully built. Navigate back to the “Groups” tab and

you will see your hierarchy. At this point, assign Managers as previously outlined. - Please note: The Hierarchy Builder does not delete pre-existing groups. If you have a pre-existing hierarchy and

you use the same tags in the Hierarchy Builder, then it may add groups to that hierarchy or move existing groups

around if their parentage in the hierarchy has changed. If you use different tags, then the Hierarchy Builder will build a new, separate hierarchy.

Updating Existing Tags for Multiple Users (Batch Retagging) You may need to update the tags for many users. Rather than updating each user individually, you can create a list to update the tags in bulk.

Below is the original roster of participants, along with their tags. This example shows an update to the region and district tags for Joe Murphy, Mary Delaney, Jeff Deane, Jim Henderson, Ellen Jenkins, and Eric Aitcheson. You can create a list of these users with their new Tags and upload them to make all Tag updates at once. Follow the steps below to retag multiple participants.

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Step 1: Create your list to include only the participant(s) email and their new tag(s). Save as .csv file.

Step 2: Click on “Manage users” link from your User Admin dashboard, and then the “Manage users” card

Step 3: Click on upload CSV file tab and locate your saved .csv file

Step 4: Click on Manage tags and “Continue”

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Step 5: Submit your user Tag changes

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Add New Tags for Multiple Users You can add new tags and tag values to Qstream at any time.

Adding a new tag with the same value to all users In the following example, all existing users need to be tagged with the name of their Business Unit, which is Sales Enablement. Follow the steps below to tag all users.

Step 1: Click on the “Manage users” card from the User Admin dashboard

Step 2: Select the “Browse all users” link, select all of the users, and then click “Manage Tags” link

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Step 3: Click “Create” tab, enter the new tag name and value to be applied to all users, and then click the

“Create” button

Step 4: Click “Continue” to confirm the addition of the newly created tag and value.

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Step 5: Click “Submit” to apply the new tag and value to all users.

Adding a new tag with differing values to groups of users

In the example below, a new tag called Specialty will be added and users in the Sales Department will be assigned different values. Users in the Sales Department have a specialty in either Pre-Sales or Contracts. Follow the steps below

to tag the users.

Step 1: Click on the “Manage users” card from within the User Admin dashboard

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Step 2: Search for users where department is Sales, select the users that you want to tag with the

Specialty of Pre-Sales and click “Manage tags.”

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Step 3: Click “Create” tab, enter the new tag name and value to be applied to all users, then click the

“Create” button and click “Continue.”

Step 4: Confirm the addition of the newly created tag and value.

Step 5: Repeat the steps above, locating the users you want to tag with Specialty Contracts

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Managing Events You can manage scheduled events as well as view a history of past events.

View past events You may want to view prior registrations or enrollments on your site. Follow the steps below to search for and view past events.

Step 1: Click on “Users” link from your Dashboard

Step 2: Click on “View events” card

Step 3: Select your date range and event type

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Manage scheduled events

You may need to make changes to your upcoming scheduled events. Follow the steps below to update (reschedule) events, or to cancel them.

Update a scheduled event Step 1: Click on “Users” link from your Dashboard

Step 2: Click on “View events” card

Step 3: Select your date range and event type. Click “Update” for the event you want to change.

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Step 4: Confirm that you want to reschedule your event.

Step 5: Update the date, time, and time zone for your launch, as needed, then click “Save.”

Step 6: The event will display your latest updates

Cancel a scheduled event

Step 1. Click on “View events” from the User Admin dashboard

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Step 2: Select your date range and event type. Click “Cancel” for the event you want to cancel.

Step 3: Confirm that you want to cancel your event.

Step 4: Your event will be cancelled but it will remain in the event history.

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Qstream Editor

Building a Qstream

Quickly and easily get started entering your Qstream content. Step 1: From your Dashboard click on Create a Qstream listed under the heading “Qstreams you have

created”

Step 2: Enter a Qstream title (required field) and a description (optional). Click “Save & start adding questions”

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Step 3: Choose your question type from the Add Question drop-down. Note: Once you’ve created a question,

you cannot change the Question Type.

Step 4: Complete the question creation form and click “Save.”

Question report label: We recommend using this field to provide a short name for the question. This name will appear on all reports, graphs, charts, and dashboards.

Question: Enter your question stem, and any images or video, here. Use the options in the tool bar to format your text, add images, or embed video links. See instructions below for inserting images and embedding video.

Answer choices: Enter all possible answer choices here and be sure to indicate which of the answer choices are the correct by clicking the check box to the right of the answer.

Randomize: Answer choices are randomized by default so that they don’t appear in the same order when presented to the participants. Uncheck “randomize” for True/False questions and for questions which contain answer choices that are part of a sequence. For example: numerical answer choices should be arranged in ascending or descending order, and not randomized. Require: Forces the participant to make the correct number of answer choices before they can submit their answer.

Explanation: Enter your explanation, and any images or video, here. Use the options in the tool bar to format your text, add images, or embed video links. See instructions below for inserting images and embedding video.

Question topics: Assign topic tags to group or bucket questions together, which will allow you more flexibilty when reporting on and analyzing the data.

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Step 5: Continue adding questions as needed

Inserting an Image Qstream hosts your images and makes them available in your image library. Acceptable file types include high resolution images in the following formats: .jpg, .png, and .gif.

Images may be inserted in the Question stem and in the Explanation areas of the Question. Images may be displayed as small (thumbnail), medium, or large.

Step 1: Click on Image Manager Icon

Step 2: Click “Browse” and locate the image on your local drive

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Step 3: Drag and drop images.

1. Select the images you want to upload into your library. It can be one, or many. 2. Drag the highlighted image files and drop them into the “drop files here” field

Step 4: Upload images individually or upload all images.

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Step 5: Select image from the library. 1. Click on Images tab 2. Select the desired image from the available images

3. Select size (thumb, medium, large) 4. Click “Insert”

Embedding a Video Qstream does not host video. Clients must provide an embed link that is used to play the video inside of the Qstream

platform. Videos must be hosted by the client or by a third-party video hosing site. Qstream recommends using JW Player for video hosting. Always use .mp4 file type. Step 1: Select embed video icon

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Step 2: Insert .mp4 url Locate the url for the video in your hosting platform and paste it into the source code field, then click “Ok.”

Enter a Poster (optional). An example of a Poster is entering a link to a static image. Use of this feature is recommended if you are using video within the question stem, as most email clients will not play video directly in an email. Most hosting platforms provide a static thumbnail link. **Check to make sure that the source of the image in the embed code

is prefaced with “img” as shown in the highlighted section.

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Inserting a Hyperlink You can link participants to additional resources. Please note: hyperlinks will bring participants outside of Qstream to access information. Some clients prefer to include a reference or description of where the participants can go to find more information rather than linking them to the material directly from Qstream.

Step 1: Click the “link” icon

Step 2: Complete the “insert link” fields

1. Enter the url (http:// is needed before the address) 2. Enter the text to display in the question or explanation

3. Enter a Title (this is what will display when a participant hovers over the link) 4. Select a Target. We recommend that you select the option to have the link open in a new window.

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Step 3: Click “OK”

Advanced Question Settings Questions in a Qstream are considered “published” and “standard” by default. This means the question will automatically

be included as part of the Qstream question delivery schedule. However, you have the option to modify the question status and settings, as well as incorporate a question as “timed”.

Click on a question in the Qstream and click on the “Advanced” tab to access these settings.

Question Status The question status controls whether the question will be included as part of the Qstream question delivery schedule (published) or withheld until a later time in the Qstream (pending).

Pending A question set to “pending” will not be released (available) to participants until it is marked as “published.” Pending questions will display with a yellow cursor for easy identification. **Please note that the pending option will be “greyed

out” and not available if participants have responded to the question.

Published A question set to “published” will be released (made available) to participants as part of the Qstream question delivery

schedule. Published questions will not have a color-coded identifier.

Expired Question Status A question set to "expired" is removed from the Qstream question delivery schedule and no longer available to be

answered.

Question Settings The question settings allow you to control whether the question should repeat according to the repeat spacing settings.

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Standard Question A question set to “standard” means the question will be part of the question delivery schedule in the Qstream. Standard questions will repeat based on your repeat spacing settings. “Standard” is the default setting when creating questions in a Qstream.

Single Presentation A question set to “single presentation” means the question will be part of the question delivery schedule in the Qstream. However, this question will not repeat even if you have set repeat spacing settings within the Qstream.

Timed Questions A question set to “timed” means the participant will have 30 seconds to answer the question. The question will display with a stopwatch icon and the timer will not start until the participant presses the “Start” button. After pressing “Start,” the question will display again along with the answer choices.

The participant can earn 30 bonus points for timed questions. The faster a participant answers, the more bonus points they can earn if they answer correctly.

Timed Question Example

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Video Scenarios By adding a video scenario, sales managers can view recorded responses presented within a Qstream challenge. These

video observations can then be viewed alongside Qstream knowledge and skills insights, competency ratings, and CRM-sourced performance and productivity data.

1. From the Dashboard, select an existing Qstream or begin a new one by selecting Create a Qstream

2. Select the Add Video Scenario button

3. Input a label, question text (or what it is you want the participants to respond to in their video submissions), and then click Save.

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Pausing a Qstream Pausing a Qstream prevents participants from answering any questions until the specified resume date. Participants will

not lose their current progress. Extended holidays are a common use case for pausing a Qstream. To pause a Qstream, follow the steps below:

Step 1: From your Dashboard, click on “Reports” link

Step 2: Click on “Pause Qstream”

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Step 3: Select the date that the Qstream should be paused. By selecting May 29 in this example, questions will not be delivered on May 29 since that is the start date of the pause.

Step 4: Select the duration of the pause and click Apply. By selecting a 2-day duration in this example, question delivery will resume on June 1.

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Editing and Managing a Qstream You can always get back into your Qstream from your Dashboard to continue working on the content. Just click on the Qstream Name then click on Add Question to continue adding content.

Introduction Tab In this tab you can add or update:

- Title - Description - A logo for your Qstream

- Syllabus - Intended Audience - Remember to click “Save” after making any edits

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Adding a Qstream Logo To add a logo, click on the image icon in the rich text editor and follow the steps listed under “Inserting an Image” on page 22.

*Qstream logos should be square dimensions with a maximum pixel size of 200 x 200.

Course Logo display in Catalog on website

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Publishing Tab This tab controls participant feedback, competition settings, and the site(s) where the Qstream should be published.

Qstream Tags Use Qstream tags to categorize question topics throughout the Qstream. Using Qstream tags will allow you to gain a deeper understanding of knowledge gaps across Qstreams through use of analytics.

Qstream Status There are two Qstream statuses, “Draft” and “Published” Draft: Use draft status when you are still working on your content and building your Qstream. Published: Setting a Qstream to “Published” will make the Qstream generally available in your catalog and to the users

registered to your site. Be sure to choose the correct site you want to publish the Qstream to. In this example, we want to publish the Qstream to the Qstream Training site.

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Comments Participants can post comments within Qstreams, however, you can control the method.

Moderated: Qstream authors, and any assigned Qstream moderators, will be notified via email when a participant posts a comment within a question. You then have the option to publish the comment and respond within the Qstream, which

will be available to all participants to see. The recommended method is to respond directly to the participant via their email address provided in the notification. Public: Participant comments will be posted immediately within the question.

Dropbox: Qstream authors and any assigned Qstream moderators will be notified via email when a participant posts a comment within a question. Any response is only between moderator and the individual participant.

Reviewing and Publishing Comments The feedback page in the participant experience provides an area for users to post comments. Follow the steps below to access all comments posted within a Qstream and/or publish them as needed.

Reviewing Comments Step 1: From your Dashboard, click on “Reports” link

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Step 2: Click on “Comments report”

Step 3: Click on “Export Reports” to export all comments

Publishing Comments Step 1: From your Dashboard, click on “Reports” link

Step 2: Click on “Comments report”

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Step 3: Click on the “Question Name”

Step 4: Click “Publish” to make the comment publicly viewable to all participants in the Qstream

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Qstream-level Leaderboards Use this feature to set leaderboards for each individual Qstream. Avoid reusing the same leaderboard tag across Qstreams, as it may cause a potential conflict when participants are enrolled in multiple Qstreams. Setting the leaderboard team tag to a unique value each time will ensure the participant is always assigned to the appropriate team

for the specific Qstream. NOTE: If you do not change the leaderboard team tag for each Qstream, the leaderboard selections you made at the site level will be used (site level settings can be viewed by clicking the site link under Administration & Reports under the

Default Leaderboard Settings heading). Several Leaderboard configurations are possible but the most common are: Top Individual (within their Team, if Teams

have been defined), Team vs. Team, and Top Overall.

Configuring Step 1: In the publishing tab of the Qstream, check the box next to “Turn on leaderboards for this Qstream” (only a site Administrator can enable leaderboards)

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Step 2: Choose leaderboard types, number of rankings to display for each type, and where to display each leaderboard o Max number to display – Qstream recommends showing a maximum of 10 rankings on a leaderboard.

However, if you would like to display a number great than 10, you can enter it in the text box.

o Online - refers to the display when the participants are logged into their account o In Email - refers to the display within the email notification. Qstream recommends displaying only one

leaderboard per email for optimum display

Step 3: If running any team-type leaderboards, select to use the default site-level leaderboard team tag OR set a leaderboard team tag for this Qstream. NOTE: If you use the default leaderboard team tag, a warning message will

appear, indicating all other Qstreams where this tag is used and a conflict might be caused. We recommend selecting “use a leaderboard team tag for this Qstream” each time.

Step 4: Enter the leaderboard team tag if using Qstream-level leaderboards instead of the default leaderboard tag (make sure to update the column header that defines the team assignments on your roster with this unique leaderboard tag name). See the roster section on p11.

Once you have entered the tag, click “Check usage” to determine if the tag is already in use for another Qstream.

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Step 5 (optional exclusion tag): The “exclude” feature allows you to exclude a specific group of participants from the leaderboard, while still allowing those participants to receive questions. For example, you have Managers that want to

receive questions but not impact the team leaderboard scores. In order to exclude them, assign them a leaderboard value as usual (the participants you want to exclude should all have the same tag value) then list the tag name and value in the exclusion tag fields.

Step 6 (optional for alias tag): If you defined aliases for each participant on your roster, enter the tag name (column

header) you defined in the Leaderboard alias tag field. Aliases ensure that participants’ real names do not display on the leaderboards. Step 7 (optional for consolidating teams across multiple Qstreams): Use the consolidated leaderboard group if

you have participants on the same team but who are enrolled in separate Qstreams. For example, you have a Qstream that is launched in two different languages (but is the same content in both Qstreams). Participant A is on team blue and enrolled in Qstream 1 due to language requirement; participant B is also on team blue but enrolled in Qstream 2 due to

language requirement. Choose your own unique value and enter this same value in this field of each Qstream to connect these two Qstreams so that both participants’ individual scores will contribute to team blue.

Monthly Leaderboards Points accumulate month-to-month as well as cumulatively throughout the entire duration of the Qstream. Use the monthly leaderboard settings to provide an online snapshot of leaderboard standings for each month.

For example, a Qstream will run during March, April, and May. Enter those months in the “New month” field. In your online Leaderboard report, you will have a drop-down selection to view the history of each of those months.

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Spacing Tab The Spacing tab allows you to select how to deliver the content in your Qstream.

Spacing Settings

Determines how many questions can be answered with each notification

How frequently notifications will be sent

Determines when a question will repeat

Determines how many times the question must be consecutively answered correctly before it is retired

“Caps” the number of attempts the participant is given to achieve the number of consecutive correct answers to retire a question

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Using the Estimator As part of planning your Qstream, you’ll want to know if participants will have enough time to complete all the content

before you close the Qstream. The Estimator allows you to select default spacing settings or enter custom spacing setting, prior to building the Qstream, so you know how much content you can cover within a certain timeframe. To use the Estimator, follow the steps below:

Estimation Using Default Spacing Settings

Step 1: From your Dashboard, click on “Estimator” within the “Qstreams you have created” section

Step 2: Choose either of our default modes (Standard or Single Presentation) then click Estimate. The page

will display how long it will take to fully complete the Qstream.

Note: Because participants may fall behind and/or answer questions incorrect, we recommend adding 2 weeks to the “majority” duration time.

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Step 3: Choose a start date to determine the date the majority of participants will complete.

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Estimation Using Custom Spacing Settings

Step 1: From your Dashboard, click on “Estimator” within the “Qstreams you have created” section.

Step 2: Enter your custom spacing settings and click Estimate. Note: if the values you enter fall outside of Qstream best practices you will be presented with a warning, which can be dismissed.

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Step 3: Choose a start date to determine the date the majority of participants will complete.

Note: Because participants may fall behind and/or answer questions incorrect, we recommend adding 2 weeks to the “majority” duration time.

Advanced Settings Lock Settings: If you lock your settings, participants are not able to change the intervals from within their Qstream account. Hit Me Again: Will release more questions to participants. Applies only to first presentation of material; it will not

accelerate rescheduled questions. Enabling this feature impacts all participants. Opt-out %: Recommendation is 100%, meaning participants cannot skip questions. Lowering this percentage will allow

participants to skip questions once they’ve retired the defined percentage of questions.

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Completion Tab This tab allows you to set completion percentages and custom messages. Completion %: Recommendation is 100%, meaning the Qstream is not considered complete until all questions are

retired. Lowering this percentage will allow participants to be considered as having completed the Qstream once they’ve retired the defined percentage of questions.

First Presentation Complete Message: You can customize a notification message to participants after they’ve

attempted all questions at least once. If you do not customize this section, a default message will be sent.

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DEFAULT FIRST PRESENTATION MESSAGE

Qstream Completion Message & Instructions: You can customize a notification message to participants after they’ve completed the Qstream and instruct them on any next steps (included links to surveys, etc.). If you do not

customize this section, a default message will be sent.

DEFAULT QSTREAM COMPLETION MESSAGE

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Authoring Tab Invite others to work on content with you, or help moderate comments posted by participants in your Qstream.

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Copying a Qstream You may need to make an exact copy of a Qstream in order to deliver the same content to a new audience. To copy an entire Qstream:

1. Click on the name of the Qstream you want to copy and in the top right of the Qstream Editor, click

“Duplicate Qstream”

2. Enter a new title for this Qstream and click “Duplicate Qstream”

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3. A new Qstream will be immediately created with this content. Be sure to review your spacing

settings as well as any advanced question settings.

Copying Questions within a Qstream When building a new Qstream, or making content corrections within an active Qstream, you may need to copy a

question. To create a copy of a question within the same Qstream:

1. Click on the question you want to copy and click “Create Copy”.

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2. A copy of the question will be inserted into the Qstream. Update the question report label as

needed.

Copying Questions between Qstreams When building a new Qstream, you may want to use questions from previously built Qstreams. To copy questions from other Qstreams:

1. Click on “Add Question” from within the Qstream Editor and then “From Another Qstream”

2. Select the Qstream from which you want to take a question

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3. Select the question and click Create Copy.

4. Update the Question Report label as needed.

How to Test: Enrolling Test Users Enrolling others allows them to see the content from the perspective of the participant in order for you to obtain feedback before you publish the Qstream. Step 1: Leave the Qstream status set to “Draft”

Step 2: Click on “Enroll Test Users”

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Step 3: Enter the names or emails of any test users (they must be a registered user to the site)

Step 4: Enroll Test Users

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Delete Testing Data After testing your Qstream, you should be sure to delete the test user data.

Step 1: In the Publishing tab, click “Delete all participant data.” When presented with the pop-up message asking if you want to delete this data, click “OK.”

Step 2: On your dashboard, under the Qstream you have created section, check that the Qstream has no students enrolled.

Step 3: You will receive an email confirming the deletion of the Qstream participant data.

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Closing a Qstream Qstreams typically have an end date. The End Qstream functionality will allow you to close the entire Qstream for all enrolled participants, or a subset of participants. If any participants have not completed the entire challenge, then Qstream will send a message that the challenge has ended and will stop sending questions. Questions will no longer be

available to answer after the end date. To end a Qstream:

Step 1: From Site Editor, click on “Qstreams”

Step 2: Click on “End Qstream” for the Qstream you want to end

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Step 3. End the Qstream for all participants or a subset of participants. If ending the Qstream for a subset, select the radio button next to “only participants with the following tag” and choose

the tag assigned to the subset you wish to close - as shown in the second screenshot below.

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Cross-Qstream Reporting Cross-Qstream reporting allows you to combine Qstreams that contain the same content into one “master” report. For example, a client may need to launch the same Qstream questions across multiple languages. Combining these reports

allows you to easily interpret the data across all of the individual Qstreams. Follow the steps below to combine Qstreams.

Step 1: Click on Qstreams link from your Dashboard

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Step 2: Click on “Qstream Group” then “New Qstream Group”

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Step 3: Select the Qstreams that you want to combine and give the combined Qstream group a name.

Step 4: Click “Save” and you will get a confirmation

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Step 5: Click on “Reports” then “Qstream Groups.” Your Qstream groups will be listed.

The questions in Cross-Qstream reports do not currently pull in the Question Name field. If you would like to update the

questions to include your Question Name, follow the steps below: Step 1: Click on “Qstreams,” then “Qstream Groups” and “Show Group Taggings”

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Step 2: Adjust the question title for reports

In this example, “Q1: Product features” was the question name assigned to Q1 of each language Qstream. However, cross-Qstream reports will only display “Q1” in the online reports unless you change it.

To change it:

• Copy “Q1: Product features” and click Edit

• Paste the Question name into the field and check “apply to other questions” labeled as Q1.

• Click “Save” and changes will apply to everything formerly listed as Q1.

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About Qstream Qstream is a microlearning platform used by leading enterprises across all industry sectors, including 14 of the 15 top pharmaceutical

companies, to support their field teams and frontline managers to do their job better. Developed at Harvard, Qstream’s scientific approach has been validated in more than 20 randomized control trials to boost individual’s professional proficiency and durably change

behaviors in just minutes a day using any mobile device.

qstream administration essentials guide...1. log in to your qstream site. 2. under “administration...

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