Observers

Relevant for: Workspace owners, administrators (see "User roles")

You have selected an assessment to edit and are located under "Observers" in the navigation menu on the left.

Here, you can view, edit, and delete all observers already assigned to your assessment, as well as add new observers. The number in the navigation menu indicates how many observers have already been added.

You can sort the observers you have already added by clicking on the headers "First Name", "Last Name", "E-Mail", and "Role" to sort them in ascending or descending order. By default, observers are sorted by creation date. You will also see which and how many observer-specific "files" have been added.

The list of observers is scrollable horizontally.

If there are many observers, the desired observer may not be on the first page. You can navigate between pages by clicking on "Next" or the "Page numbers" at the bottom of the page.

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Assign Observers

To assign observers to the assessment, click on "Add Observer" in the top right corner. A new page with various options will open.

Under "Observer" you can select one of the already registered users. In addition to the name, the associated E-Mail address of the existing users will be displayed to help with identification in case there are users with the same name. You can also search by keywords here.

Below, you can choose between the roles of silent observer, observer, and moderator. Silent observers do not actively participate in the assessment, but they can view the consolidated values in the consolidation and the conference. Observers assess and actively participate in the assessment. Moderators also actively participate in the assessment but also manage the results of the assessment (see "User roles").
Additionally, using the slider next to "Allow Export" you can decide whether the observers are allowed to download files from the assessment, such as notes or diagrams, from the observation interface. This option is enabled by default. Click on the slider to disable the export permission for the observer.

In the top right, under "Invite User" new users can be added. A pop-up window will open where you can enter the details of the new user. For more information, see "Create and edit users”.

Click on "Save" to assign the observer to the assessment and return to the overview. Click on "Save & New" to assign the observer and immediately add another observer. Select "Cancel" to discard your changes and return to the overview of assigned observers.

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Edit Observers 

To edit an observer, click either on the observer's name or on the "3 dots" on the far right and then select "Edit". A new page will open.

Here, you can see the "Role" assigned to the observer when adding them (see "Assign Observers") and make changes to it.

Additionally, you can upload observer-specific "files". These can be up to 200 MB in size and can be in the following formats: PDF, PNG, JPEG, MOV, and MP4.
You have several options to upload files:

1. Click on the “Add files” button on the far right,
   
2. Click on “Add files” in the designated field, or
   
3. Drag and drop a file into the designated area.
   

Under "Document" all your uploaded files will appear.

1. When you hover over the uploaded files with your cursor, a small preview will appear. If you click on the file, it will open in a pop-up window.
   
2. Click on the "Pencil" icon next to a file to change its name.
   
3. When you click on the "3 dots" on the far right, you can download the file under "Download" or “Delete” it.

Click on "Save" at the top right of the page to save your changes.

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Replace Observers

First, navigate to the overview of assigned observers and then click on the "3 dots" next to the name of the relevant observer to replace them. Then select "Replace". A pop-up window will appear, allowing you to select another observer. The assignments in the scheduler remain unchanged, and only the name of the assigned observer will be updated. This way, in cases of absenteeism or other staffing changes, the assignment can be quickly adjusted. Click "Replace" to exchange the observer, or select "Cancel" to keep the current assignment.

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Delete Observers

To "delete" observers, click on the "3 dots" in the row of the relevant observer in the observer overview, or click on the "trash bin" when editing the observer at the top right. A pop-up window will appear, asking you to enter the name of the observer to be deleted and click "Delete" before the observer is permanently removed. You can also click "Cancel" to return to the overview without making any changes.

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