Tutorial 4: Managing Active Missions
You've screened your scouts and added them to your project's mission, or you've brought your own participants and added them directly to your project's mission. Nice work! Now you're ready to view submitted entries, monitor progress, and interact with your scouts in real-time using the dscout dashboard at dscoutapp.com.
This guide explains how to effectively communicate with scouts, start the process of organizing entry data, and help troubleshoot any issues scouts have while participating.
Managing Active Missions
Monitor Incoming Entries
- Publish & open subsequent parts in manual missions
- Message Scouts with Requests and Reminders
- Close Mission and Compensate Scouts
PRO TIP: Managing a mission is a hands-on process. It's essential that you view entries as soon as they are submitted so you can 1) make sure scouts are correctly interpreting your mission instructions 2) open subsequent parts if you chose to do so manually, and 3) discover trends and see how your project is progressing as a whole before jumping into analysis.
1. Monitor Incoming Entries
You'll use the "Entries" page to see the data scouts are sending you, and the "Scout Management" page to communicate with them. You can look at incoming entries in four different view modes (Grid, Summary, Analysis, or Map), and start investigating and organizing what scouts are sending you using bookmarks and filters.
Click the "Grid" icon tab on the top left tabs of the “Entries” view to view all scouts and all entries that they submitted. The default grid view shows you all entries by each scout, but you can sort entries a variety of ways using the “Sort By” dropdown above the entries—for example, sorting by date is useful if you are interested in viewing new entries as soon as they are submitted.
Click the “Summary” icon tab on the top left tabs of “Entries” to see chart visualizations of your entries’ data or of the segment you've filtered.
Click the “Map” icon tab on the top left tabs of “Entries” or in the "Entries" dropdown menu to see the different local/national/international locations your entries are coming from.
Click the "Analysis" icon tab on the top left tabs of “Entries” or in the "Entries" dropdown menu to see word bubbles and counts of open-ended question responses.
Flag an individual entry with a single click using the bookmark icon while viewing an entry at the top right corner of the entry.
Click the "Notes" tab on the scout sidebar to write a note about a specific scout's entry for the benefit of your colleagues (Scouts do not see notes). Scroll down your entry to see a comment section so you can write comments that gets sent straight to the scout who submitted the entry. When you send a comment to the scout, they will receive a notification in the app, or as a push notification if they have those turned on.
Click the filters menu on the left sidebar in “Entries” while viewing all your participants' entries to discover trends and isolate data. You can apply filters with regard to your close-ended questions, demographic info, scout groups or rankings, tags you and colleagues apply, or bookmarks. Filters will hold for each of the viewing modes (Grid, Summary, Analysis, and Map).
2. Open subsequent parts
When building your mission, you have the option of opening parts to scouts automatically or manually. This setting cannot be changed once your mission is launched.
Regardless of the method used (automatic vs. manual), all scouts will see all parts of your mission.
If you choose to run an automatic mission, as soon as scouts complete the required number of minimum entries for a part, the next part will automatically open for them. In other words, as soon as you launch an automatic mission, all its parts are published & opened to scouts.
Remember to monitor and review entries as soon as they are submitted, especially if scouts can move at their own pace through a mission. You can communicate with them early on, and scouts can in turn go back to previous parts to re-submit entries.
If you choose to run a manual mission, you’ll have control of when subsequent parts are opened for your scouts, so it’s important to monitor the progress of your scouts in the Manage page, and open new parts for them when appropriate.
Parts must be opened consecutively, and all scouts will see all parts in your mission! This means that if, for example, you open Part 4 for a group of scouts, Parts 2 and 3 will necessarily be opened for them as well.
When you launch a manual mission, only the first part is published and opened. To publish a subsequent part, navigate to the setup page, select the "questions" tab and click the green Publish button on the top right corner of the screen. Then, navigate to the Manage page to open that part for them. You may edit parts that have been published, so long as they have not been opened to scouts yet. If you edit a part that has been published, you will simply need to publish it again to be able to open it to scouts.
After publishing a part, you'll still need to open it for scouts by going to Scout Management and selecting all of the scouts you'd like to open up a new part for.
PRO TIP: You’ll usually want to select all scouts who have met the minimum entry requirement for their current part. The best way to find these scouts is to select the respective Part filter on the left-hand side and select “Min. # of Entries.” From there you can click, “Select All” to highlight all the scouts under this filter. You’ll then have the option to "Open Parts" from the toolbar. You can select as many published parts to open for scouts who are ready. Finally, it’s best practice to send a message to those scouts that you just unlocked the part(s). That way, they’ll receive their in-app/email notifications about the unlocked part(s).
3. Message Scouts with Requests and Reminders
Once your mission is launched and entries start to roll in, you'll use “Scout Management” to send requests or reminders to scouts and see who has accepted your mission. Take a look at the invite status article to see definitions of each progress status. You’ll be able to filter scouts by progress, which will make it easier to send bulk messages to the right scouts. Click “select all,” or on each scout row for whom you would like to send a message.
Sending a Welcome Message & Giving Constructive Feedback
Once you've invited all the scouts you want to participate, send them a group welcome message to let them know you're excited about seeing what they come up with, and that you are available to answer questions. To send them all a group message, click on “Select all” on the scout table in “Scout Management.” (Scouts will get an email and push notification letting them know their dscout mission leader has sent them a message.)
It's also important to monitor incoming entries after launching a mission so you can send scouts positive reinforcement or constructive criticism. Letting scouts know they're doing a good job encourages them to keep doing a good job, and the earlier you catch scouts who are off base, the better chance you have of correcting their behavior. Just click on a scout's row in “Scout Management” to send them an individual message.
If Scouts Have Trouble Submitting Entries
If scouts report they're having trouble submitting entries, ask them to check their network connection and to get on WiFi if possible. More often than not, scouts just need to resubmit their entry with a better connection. If that doesn't work:
- Check to make sure they have the most updated version of dscout by directing them to the App Store (for iPhone users) or Google Play (for Android users).
- Have them force quit the app and restart. They can also delete the dscout app altogether and then reinstall it. They'll lose entries that haven't been submitted successfully, but any submitted entries are safe.
- If your scout is still struggling, let them know they can view the scout help & support page or this handy troubleshooting guide straight from the dscout app by viewing their profile information and tapping "help and support" then "knowledge base." They can also email dscout tech support directly at email@example.com and we'll help out any way we can!
Last Chance Reminder
Before your mission closes, send a group message to all the scouts who haven't finished yet giving them a heads up that time is running out! Be firm but cordial. Scouts are busy folks, but they want to do good work!
Close Mission and Compensate Scouts
To close your mission, click the "close mission" button at bottom right corner of the green status bar while viewing “Setup”. After a mission is closed, scouts can no longer submit entries, but you can still communicate with them. You can also close a scout in “Scout Management” individually by clicking on an individual scout row then clicking "close" on the toolbar that shows up on the table upon row selections.
If scouts will complete more parts in your project, be sure to remind them how many parts they'll need to complete to earn their incentive. If this is the final part in a mission, let scouts know that the scout payments team at dscout will make sure they get paid via PayPal within 2 weeks.
If you ran a screener and recruited your participants through dscout, we'll start the process of compensating your scouts for a 10% fee as soon as the final mission in your project closes. If you brought your own participants, you'll be in charge of making sure they are compensated as promised.
Once your mission is closed and your scouts have been compensated, you'll be ready to dive into Tutorial 5: Analyze Your Data.