Activity Messenger Help Center Evaluation forms Activity Messenger allows you to evaluate participants or students for a class or a session. With an evaluation form, you or your instructors can capture the assessment and keep a digital record. You may then mass-email the evaluations to the parents or participants. A PDF will be attached to the email. You can even generate and mass-email or mass-print certificates. # Type of form To create a new evaluation form, click on the Forms menu, and choose option Create. You may choose an assessment sample or go to the Create an evaluation form tab to create one from scratch. Form Design Use the drag-and-drop feature to add questions. Customize the required information for the evaluated person, such as the swimmer's name in our example. Select the skills to be assessed and add various types of questions, such as checkboxes or radio buttons. To learn how skills are created and assigned, see Students and skills. Record skill results in the participant's record Add Assign skills from the form editor's Hidden tab and enable Evaluate skills. This option is off by default. Choose the catalogue skills to assess and the answer presentation; use the same skill for all results instead of creating separate Pass and Fail skills. An authorized instructor opens the form for one participant, chooses a result from the available statuses (Assigned, In progress, Acquired or Retry), and saves. One response belongs to one participant; the same form template can be reused for the whole class. Assigning skills in bulk is a separate action from evaluating several participants. After Acquired, the instructor can select the next skill to start In progress, if that status is enabled in the organization. The next catalogue item is suggested, but can be changed or left unselected. Assigned only adds missing skills and preserves existing statuses. A Retry result remains visible on the participant's record. Statuses persist between sessions. Administrators choose the available statuses in Classes › Students and skills › Skills › Skill statuses. The block inherits this selection and can offer a smaller set. Labels are standard, translated and shared with participant badges; they cannot be customized. Authorized staff can also update statuses directly in the module’s Students tab. When evaluation is disabled, the question continues assigning missing skills with the Assigned status, as before. An unrelated overall-result dropdown does not update skill statuses automatically. See Assign skills options and Students and skills for prerequisites and history. Adding Additional Information Collect relevant information about the parent or guardian if needed. Allow the instructor or trainer to provide detailed comments. Each question can be configured as a merge field for later use in certificates or emails. Once the form is completed by the respondent, it generates an evaluation PDF for the participant or parent. Then, decide how you want instructors to fill in the evaluation form: either from the class attendance list (see below), or by having direct access to the form (click on Share to obtain the link). Managing and accessing attendance lists After creating your form, make sure to grant the appropriate access to staff for the attendance lists based on their permissions. Then, select All Courses and Events in the Courses tab. Choose the class whose participants you want to evaluate. Open the participants. Click on the menu on the right and select Allow tracking of a completed form. Select the evaluation form you just created. You will have access to a complete list of participants indicating whether their evaluation is completed or not, with "Yes" or "No" displayed. When the evaluation has not been completed, you can click on the participant and select Fill Out. The participant's data will be automatically filled in the form; you will only need to complete the evaluation. 🔔 Note that you have the option to submit the form and continue filling it out or modifying it later. No email will be sent to the client in an evaluation form until you take action to send it via message. This feature can be useful if multiple evaluators are involved for the same participant or for an evaluation covering multiple courses. You can also make changes to the responses of evaluations that have already been completed if needed. Once you have completed the evaluations, choose the participants you want to message. We recommend creating two different message templates: one for successes and one for failures. Add a certificate to your message templates. The data from the form will automatically populate the certificate. Creating a certificate Go to the More section and select New Certificate. Select Swimming Course Certificate for a pre-created sample. Modify it as you wish. You can change the images, upload new ones, or create them using Canva. Export the certificates in PDF format to send them to participants or parents. Filling evaluation forms from an attendance list Whether you take registrations using Activity Messenger, or with another platform such as Amilia or iClassPro, you can track attendance in Activity Messenger. Invite your instructors and assign them their to their class. They will be able to track attendance and fill in the evaluation from directly from their smartphone or from a tablet. In the attendance list, click on the (⋮) menu and toggle on "tracking of filled forms". Choose your evaluation form. When instructors click on a participant, they will have access to the evaluation form. Managing and reviewing evaluations From your evaluation form, click on the Respondents tab. You will have a list of students for whom evaluations have been filled. Click on the "Visible columns" button to view the questions pertaining to the current and next level. You can even click on the Filter button to drill down to one specific level. Click on a row to review the evaluation of a student or participant. You can modify answers and access the PDF that was generated. Mass email evaluations Select the students/participants to email. Click on the Message button. Type in your message or use an existing template to go faster. Check the box to attach the filled form. Activity Messenger will attach the PDF to the email we send to the parent or participant. You can also send a certificate along. Click on Attachment and "Attach a certificate" to do so. Click on Send to send right away, or on Schedule to send at a later time. # Pass or fail mass email templates To save time, you can prepare message templates to send students if they PASS the class, or if they FAIL the class. We recommend you include the certificate in the PASS template. Click on the Options tab to configure those message templates. To mass email, go to the respondents tab and select participants that passed the class. Click on the Messages drop-down button and choose "Passed". This will open the New message popup pre-configured to use the template you have defined. You can click on the Preview button to make sure placeholders are properly replaced. Repeat the same steps for students that failed the class but this time choosing the "Fail" option in the Message drop-down. Continue your workflow Surveys and analytics Manage forms and submitted responses