Actions are settings that allow you to set rules for Motis, such as deadlines and retakes.
- To access actions you must go to Moti settings in a Moti you want to set actions for and then select Assign Moti in the top right corner.
- The next step is to assign the Moti if you have not already done so. You cannot add an Action without an assignment. Once you have added the assignment for Position, Playlist, and Group, you will be able to select Add Action
- You are then presented with four different options that you can set actions for:
Individual recurring
Allows you to set a time period for after a Moti has been completed by an individual user after which the Moti will be available for a retake. This is particularly useful if you have training that needs to be completed regularly for compliance purposes.
Each time a user needs to re-take the Moti, the previous completion data will be reset, but a log of completion dates for each time they completed the Moti will be retained and can be found in reports in the column "Previous compl.".
Example:
The individual timer: 1 year
Open for retake: 2 weeks before
Result: In this case, the user will have to complete the Moti once a year from the day they completed it the very first time, and the Moti will re-open two weeks before the deadline every year, so that the user can complete it again.
Individual Deadline
Allows you to set deadlines on Motis for individual users based on either when they were sent an invite to join Motimate or upon their first log in.
To set the action, simply select the option you are looking for and add in the time period after which the Moti needs to be completed.
Group Recurring
Allows you to set a recurring retake period for a Moti, for the whole group to which the Moti has been assigned. Here you can simply select the date you want the Moti to be valid until (aka. the deadline for completion), and how often you would like it to be retaken.
If, for example, the deadline for completion is set to August 1st and the recurring interval is set to 1 year, then the Moti must be completed before August 1st. On August 1st, the Moti will reset, and the Moti will become available for completion again. The user can retake the Moti at any time before the next August 1st, and so on.
Similar to the Individual Recurring action, the previous completion data will be reset at the same time as the Moti resets, but a log of completion dates for each time they completed the Moti will be retained and can be found in reports in the column "Previous compl.".
Group Deadline
Allows you to simply set a deadline by which the Moti needs to be completed. This would be the same for all users in the groups that have been assigned to the Moti. This is used when a Moti must be completed before a fixed date and time (for the users that have been assigned to the Moti).
Simply select the deadline and you are good to go.
User perspective on Deadlines
When a user has been assigned a deadline in one of the ways described above, they will see an animated hourglass timer on the Moti that changes as the deadline draws nearer.
This icon means there is a deadline coming up in under 31 days:
This icon means there is a deadline within 24 hours:
This icon means that the deadline has passed:
When the user selects the Moti, they can see the deadline:
What happens if a user fail to meet the deadline?
When a user fails to complete the Moti within the set deadline for any of these actions, the reporting will list the user as `overdue`. If the action is a recurring action and the user missed the previous cycle, they are automatically marked as overdue until they complete the Moti in the current cycle. The column "Previous compl." will be missing any data for the cycle that was missed.
Action Priorities can also be set for the Actions that you choose. This comes into play when you have multiple assignments on a Moti and want to ensure the most important Actions are prioritised. In this case, you can drag and drop the actions in order of importance:
Congratulations! You have now set up Actions on your Moti 👏