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Invitation only challenges and how to set these up

Louise Cato -

When you add a challenge in Dialogue you have the option to make your challenge 'Invitation Only' by creating a list of users' email addresses whom you wish to participate. By doing so, your challenge will only be visible and accessible to those on this list (more on the various challenge states here).

This article talks you through:

Stage one: How to set up an invitation only challenge

Stage two: Inviting your participants

The participant journey

Stage One:
How to set up an invitation only challenge

The first step is to add your challenge, from here you will be taken to the Manage Challenge dashboard.

To set up your challenge as invitation only, first select the option to 'change invitation settings':

an image of the manage challenge dashboard with the change invitation settings link highlighted by a red box

 

Once you have done this, you'll be taken to the Invitation Settings page.

Untick the checkbox which says "This challenge is open to all members", which will open up the invite list section:

image of the invitation settings page with the make this challenge open to all participants chceckbox unticked and the email invite list field populated with some email addresses, one on each line

In the invite list section you can either choose to add in the full email addresses of those you wish to take part, or you could invite all people in your department by opening this up to anyone with an email address at your domain by using *@ in front of it.

e.g. *@delib.net
would allow access to all users who have an @delib.net email address.

Once you're happy with your list, select 'Update invitation settings' and then head back to your challenge dashboard.

Stage Two:
Advice on inviting your participants

Now you have your list of participants set up, you need to go about actually inviting them to your challenge.

On the Manage Challenge dashboard, publishing your challenge will give you the URL so that you can publicise this to your invitees

image of the manage challenge dashboard with the challenge published and the public URL highlighted by a red box

 

You could share the challenge by sending an email out to your selected invitees or perhaps putting some info on a page on your intranet if this is a department-wide challenge.

It's a good idea to provide a bit of information about the challenge and why it's important people contribute, the challenge URL, and instructions on what your invitees need to do to participate - this will make it easy for your invitees to get involved.

Important note: Those on your invite list will need to register on your Dialogue site and then verify their email address in order to see your challenge. This is to keep the challenge totally secure and only accessible to those with email addresses you have specifically added to your list. We've written some example wording below to explain this process to your invitees:

Here's an example of some wording you could use for your email invite or intranet page:

"We need your ideas about <explain your challenge topic> to help us achieve <explanation of what you hope to achieve from this process>.

You are invited to take part in this challenge and join the discussion.

If you have not done so already, please firstly register on the site <hyperlink here to your Dialogue's registration form>

Once registered you will receive two emails, one to confirm your registration and the other asking you to verify your email address. Please click on the link in the email to verify your address. This will give you confirmation that your email is verified and you can then join this challenge. For security, you will not be able to see or participate in this challenge until you have done this.

The link to the <insert name of challenge> is: <insert your challenge URL>

We encourage you to submit ideas, comment on those of other participants and to rate each other's ideas and we look forward to receiving your ideas and thoughts."

The participant journey

For someone totally new to your Dialogue site, the first they will probably know about your challenge will be the email from you or via some other form of promotion you have used.

As the example instructions above suggest. They first need to register on your Dialogue site and then to verify their email address using the verification email sent out when they sign up. This will then allow them access to any challenges to which they have been invited.

If they are already registered on your Dialogue site before you invite them to a challenge, they may not have verified their address. If their email is unverified then they will see this red exclamation mark by their user name once they are logged in. 

image of a red exclamation mark by an unverified user's name once that user is logged in

A user may then click on this exclamation mark to take them to their profile page indicating that their email is not currently verified

image of profle page with red bar and exclamation mark saying that email is not verified and with links to 'get verified' and find out why to do this

By following either of the links they can have the verification email resent and find out why verification is important

image of the verification page where users can resend the verification email and find out why this is important

This feature is designed for running very private challenges with only those on your invite list, however it is possible to run more open challenges on Dialogue. For more information, see this article on Listed and Unlisted challenges.

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