Sending an assessment

The two places a company admin sends from, what the count means, and what a second pass reaches.

Only a company admin can send an assessment. A manager cannot. See building your own assessment.

Nobody sees an assessment until you send it. Before that it is yours to read and change, and Rounds marks it Not sent. Employees cannot open it or start it.

You send from Rounds. Every send, the first one included, is the Send button in the row of actions at the top of Rounds. Flow emails everyone the assessment is for who still needs to finish it, and reports back only how many, never who.

Send it the first time

Send Round 1 is the fourth step of the Get Flow ready checklist on Home. It takes you to Rounds, where the Send button described below sits.

Before you press it:

1. Read the questions. Open Rounds, then Questions on the current round, and use Try it as an employee to take the whole thing yourself. See building your own assessment.
2. Save your edits. Send takes out whatever is saved on the Questions page, so save before you send. There is nothing else to press. The round goes live as it goes out.
3. What people are told. Before the first question, every person is told that their manager and your admins will see the level the assessment gives them, and that nobody reads back what they wrote. This is a statement, not a setting. You cannot turn it off.

Once the first email goes out, the checklist on Home is done.

Send it from Rounds

1. Open Rounds.
2. Find Send in the row of actions along the top of the page, beside the state of the run. It shows the reach first: “This email goes to about N people who did not finish it.”
3. Press Send. Flow asks you once: “Email N people now?”, and asks two more things about the round.
4. Set Closes. This is the day the round stops taking answers, and it starts two weeks out. Answers stop at the end of that day, Swedish time. The date goes in the email everyone gets.
5. Set Remind unfinished. Flow emails one reminder that many days before the close, to the people who have not finished. Pick No reminder if you do not want one.
6. Choose Yes, send. Flow reports the aggregate reach, “Emailed N people”, and nothing about who finished and who did not.

If the number looks wrong, change who is on the roster on People, or press Change on the “Who gets it” row to aim the round somewhere narrower, before you send. See setting up your company.

Add your estimates before you send

Your estimates is a row on the round card on Rounds. Before you send, guess four numbers your people’s answers will produce:

1. How many know where your AI rules are, as a percentage. If your company has no AI rules, Flow asks how many know there are none.
2. How many unapproved AI tools are in use.
3. How many people are at L3 or above, as a percentage.
4. What share of tasks people do with AI, as a percentage.

Press Add estimates, fill in the boxes you have a guess for, and press Save estimates. Leave a box empty if you have no guess. You can change them as often as you like until you send.

Estimates lock when you send the round, or close it. After that the row shows what you saved and says it is locked. A new round starts with empty boxes. Once the round has results, the top of its results page shows each estimate next to what your people answered. See reading your company results.

If someone at your company took the quick test on the Velory homepage before you started, its answers fill in your first round’s boxes. The row says so until you save. They are guesses like any other: change or clear any of them before you send. Flow only fills them on your first round, and only if you have not saved any estimate for it yet.

Your estimates are figures about the whole company. Flow does not record which admin saved them.

Choose who gets it

Press Change on the “Who gets it” row on Rounds. There are three choices:

1. Everyone at the company. This is the default.
2. Choose teams. Tick a team and the teams under it come along. You can tick a single team on its own.
3. People. Tick people one by one. Search the list by name, role or team.

The list shows each person’s name, role and team, and nothing about what they have done: it never marks who answered, who started, or who was emailed before.

Fewer than five people and you cannot send. No result is ever shown for a group under five, so a round sent to four would give you nothing to read. Flow blocks the send and says so. Pick at least five, or take the questions yourself instead.

Add people to a round that has gone out

Press Add people on the “Who gets it” row. Add a team, or tick more names, then press Send.

Only the people you added get an email. Nobody is emailed twice about the same round.

Nobody can be taken out of a round that has gone out. Everyone already emailed is holding a link, so the audience can only grow. Flow refuses a change that would remove somebody and tells you so.

You cannot switch a round that has gone out to everyone. That is a different group rather than an addition to this one. To ask everyone, mark this round done and start the next one.

If the round is already going to everyone, there is nobody to add, and Flow does not offer the button. The same is true while a round is stopped, because nobody can take it until you start it again.

People the send leaves out

The assessment reads each person’s role and team from your people list, so anyone missing either one cannot take it. The send skips them.

Before you confirm, Flow tells you the figure: “Sending to 99 of 100 people. 1 person has no role or team yet and will not get the check.” Everyone else still gets the email, so one unfilled row does not hold up a send.

To fix it, open People. The line under the heading counts the rows that need attention, and the Needs attention button beside Team shows only those rows. Give each one a role and a team, then send again to reach them.

How a round closes

A round closes on its own, on the date you set. You do not have to be there. At the end of that day the round comes off the employee list and the figures stop moving.

Somebody partway through when the clock runs out can finish. They started inside the round, so they keep their write-up. Nobody can start a new one after the close.

Your admins get an email when the round closes. It says how many of the people asked answered, and links to the results. It names no one.

You can still close a round early. Close now on Rounds closes it there and then. That one does stop anybody still answering, even somebody one question from the end, so leave the ordinary case to the close date.

Send the results

Nobody opens their own results until you send them. Somebody who finishes gets a thank you and nothing else: no email, no link, and a row on their own screens that reads Waiting for results.

You cannot see any of this round’s results either. Once somebody has finished and until you send, the per-person table shows who finished and reads Level held beside each name, and Home and the results page show no figures for the round at all. Not the company level, not the team lines, not the charts. Before anyone finishes there is nothing to hold, so those pages read as they always did.

That is on purpose. A total moves by one each time somebody finishes, and the per-person table says who that somebody was, so a total you can watch is a person’s own result read off the difference. Sending the results opens both at once.

What you can still see while you wait: who was sent it, who has finished, who has not, and when the round closes. Those are counts, and they say nothing about anybody’s answers.

The Results row on Rounds is the only door. It counts how many people are waiting, and Send results opens them.

Each round has its own Send results. The one on the round card sends that round. A past round that you never sent keeps its own, on its row under Past rounds, so starting the next round never strands the people who finished the last one. Sending one round does nothing to any other. Flow asks you to confirm: it names how many get the report, says that named levels open to you and their managers from then on, says it cannot be taken back, and says how many people have not finished yet.

You can send while the round is still open. You do not have to close it first.

Everyone who finished gets an email with their own link, at that moment.

Anyone who finishes afterwards gets theirs straight away. The hold is over for that round, so a late finisher is emailed and their link opens as soon as they are done.

You cannot send twice, and you cannot take it back. Two admins pressing together send once. Reopening the round does not close the results again.

Only the AI literacy check works this way. Other assessments are not held: their results show as people finish, because Send results belongs to the round card and nothing else has one.

A link works for two days from the send without a sign-in, so people can read it and pass it on. After that the person signs in with their work email and it is there.

Change the close date, or reopen a round

Change the date while the round is out. Open Rounds and press Change on the When row. Any date up to a year out works. A date already gone is refused. The reminder day moves with the close date. A round reminds once: if the reminder has already gone out, moving the date does not send it again.

Reopening asks for a new close date. Reopen opens a small panel with Closes and Remind unfinished, starting a week out. The old date has already passed, so the round cannot go back on the list without a new one. The reminder is set again for the new date.

Send again

Later, more people can join a team after the first send, or you can add them yourself. Press Send again to reach anyone still outstanding. Nobody is emailed twice about the same assessment. A second pass only reaches people added since the first. If there is no one new, Flow tells you everyone left to invite was already emailed.

Starting a later round

Start the next round makes a new copy of the check, carrying the questions you settled last time. The new round arrives Not sent, and its questions are editable again. Read them, check who it is for, and press Send when you want it to go out. Each round gets its own close date.

One round goes out at a time. If the round before it is still out, Flow refuses to send the new one. Mark the earlier round done first.

Good to know

• If your company has AI rules, Know Your AI cannot be sent until your ground rules are complete. Flow points you to them. A company with no AI rules can send it, and that round asks about skills only. A round keeps the questions it went out with, even if you add rules later. See setting up your company.
• The email names your company and the assessment in the subject. The body says they are invited to complete it, names the close date, and links to open it.
• The reminder is one email per round. It reaches the people this round emailed who have not finished it.
• The reminder is never somebody’s first word about a round. Anyone added to your people list after the send is not reminded, because they were never invited. Press Send again to reach them.
• If everyone the assessment is for already finished, there is nothing to send, and the control tells you so.
• If no one is in the audience yet, the control says to add people on People, then send.
• Send results is off until somebody has finished. There is nothing to send before that.