Set reflection questions and track who submitted

Weekly Reflections is where members write their weekly reflection. Admins get 2 more tabs beside My Reflection and Community. Settings decides what gets asked, and Tracking shows who has answered.

Only admins see Tracking and Settings. The page needs the reflections module, which the ActivityTracker team switches on, and it’s Reflections under Workspace in the left rail. That module is one reason a page can be missing.

Questions belong to an agency. What you write goes on your own agency’s form, and another agency in the district keeps its own set.

Write the questions

Until somebody writes one, members answer 4 default questions: Wins this week!, Obstacles this week!, Your reflections this week and Any other remarks?. Settings lists them under Your team is answering the default questions.

Your first question replaces all 4 defaults. Answers already given keep the question text they were written under.

To add a question:

1. Open Reflections, then the Settings tab.
2. Scroll to Reflection Questions Management.
3. Type the question under Add a new question.
4. Press Add Question.

A new question reaches your agency’s form as soon as it’s added. Edits work differently. Change a question’s wording or flip its switch, and nothing saves until you press Save Changes at the foot of the card, where a count says how many questions are on.

The switch takes a question off the form and keeps it. The bin deletes it, after a confirmation.

Track numbers as well as words

Metrics to track adds target and actual rows to your agency’s reflection form. Open the info mark beside it: a metric’s switch pauses it without deleting it.

With none saved, the form uses 4 built-in metrics: Sets, Openings, Closings and Closed. Start from the built-in four copies them in so you can change them. Adding your own metric replaces the built-in four.

To add a metric:

1. Open the picker under Add a metric.
2. Choose an activity, or choose the custom option at the foot and type a name.
3. Press Add metric.

The metric is on the form straight away, with no separate save.

A metric named after an activity fills its actual from what the member logged, and on a wide screen it’s marked auto-fills from that activity. Any other metric reads manual entry, and the member types the figure.

The top of the chain is marked funnel top. Every metric under it has a small % box: the conversion rate you’d expect from the stage above. Leave the box blank and the default is used.

Press a metric’s name to rename it. Targets and actuals already entered against it stay.

Caution

The bin on a metric deletes it at once, with no confirmation.

See who submitted

Tracking opens on the current week. Open the info mark beside Current Week:: each status comes from the member’s earliest submission that week.

A reflection in by Sunday 23:59, Singapore time, reads Submitted On Time. One in by Monday 23:59 reads Late, and anything after that Non-submission. A person with nothing in yet reads Not Submitted. A person who submitted twice has the count in brackets.

The tiles across the top are This Week, 12-Week Avg, Best Week, Perfect Weeks and Trend. User Submissions lists each person with their email, status and time, and Export CSV downloads that list.

Week History breaks each week into submitted, pending, completion, on time and late. User Stats ranks people by rate or streak, opening on Last 12 Weeks, and its picker runs from Last 4 Weeks to Last 12 Months, or a Custom Range.

Admin Mode sets the reach. Off, the lists cover your own agency. On, they cover every agency in your district.

Note that anyone hidden from the leaderboard is left off Tracking altogether.

Emails after a submission

Email Notification Settings sits at the top of Settings, and both of its switches save as you flip them. User Acknowledgment Emails confirms to the member that their reflection went in. Manager Notification Emails tells the managers of their agency.

Caution

These 2 switches are one setting for every district in ActivityTracker. Switching one off stops that email in every district at once.

FAQ

Can a manager write the questions?

No. Settings and Tracking are drawn for admins only.

What time zone is the deadline in?

Singapore time. Sunday 23:59 is the deadline, and Monday 23:59 closes the late window.

Somebody submitted but isn’t on Tracking. Why?

They’ve hidden themselves from the leaderboard, or they’re in another agency with Admin Mode off.