Issuing a single form instance to an employee on the intelliHR platform is very similar to creating a pulse for a specific employee; however, there is one key difference.
When a pulse is created the 'Specific People' option allows you to select a subject person. The platform then checks the form design settings to confirm if the form should be sent to the employee or their supervisor. However, issuing a single form instance allows you to manually select the form design, the subject, the respondent and who the completed form will be visible to in the feedback area on their profile.
If you are still unsure of the difference please see the example at the bottom of this guide describing when it would be appropriate to issue a single form instance and if you have any further questions don't hesitate to contact the Customer Success Team.
To Issue a New Task to a Specific Person:
1. Navigate to Compliance >> Tasks.
2. Select Issue New Task.
3. Select the appropriate form and click Continue.
4. Complete the required fields to record the occurrence
- Form Design: The Form Design, already selected, to be sent as a task.
- Subject Person: The person the form relates to and is about.
- Subject's Job: This will default to the current job of the subject person.
- Respondent: The person who is responsible for completing the form, this may be different from the subject person.
- Respondent's Job: This will default to the current job of the respondent.
- Let the subject see the response to this task: The form will be saved in the Feedback area of the employee's profile who completes the form; however, if the subject of the form is different to the respondent but should also be able to view the completed instance checking this box will also save the form in the feedback area on their profile.
3. Click Issue New Task to send the form to the chosen respondent.
As the project has now finished, the system administrator would like Thomas to provide some feedback about Peter and also to allow Peter to view this feedback to aid his development and create a culture of transparency. All the feedback questions are present in the 'Shared Check-In Feedback' form design but the respondent of this form is the supervisor; therefore, it is not possible to create a pulse for this form with Peter as the subject as this would be sent to his regular supervisor to complete and Peter would have no visibility of the completed form on the platform.
However, by issuing a single form instance the respondent can be amended and the feedback can be made visible on Peter's feedback tab on his profile. To do this the system administrator navigates to Compliance >> Tasks, selects the Shared feedback form, identifies Peter as the subject of the feedback and selects Thomas as the respondent. So that the feedback can be referred to by both Thomas and Peter, the system administrator also checks the box 'Let the subject see the response to this task'.
The form is sent to Thomas who completes it and as a result the completed form can be viewed by both Thomas and Peter in their respective feedback areas on their profiles.