Facilitator Guide | Quartz Assessments

Complete setup before sending any links to the client. Everything is done in Admin.

Create the assessment

Click New assessment. It's the blue button at the top of the Assessments page. From anywhere else in Admin, press ⌘K (Ctrl+K on Windows) and choose New assessment.
Choose what you're running. The panel lists every instrument with its call to action and a short summary written for you — what it is for, what comes back, and when to reach for it rather than another. The people answering never see that summary; they get a description written for them at the top of the survey. On the right, each one says what it asks of respondents: you pick the activities for Team Gap Analysis and Personal Assessment, or the number of questions for the others. Click one to choose it; Choose a different one takes you back to the list.
Name it to the standard. Every assessment is named the same way, in three parts, and the panel joins them for you and shows the result under Saved as:

Team Gap Analysis - Blackbaud - Initial assessment 260917
- Instrument name — filled in for you from the instrument you picked, in Title Case. Change it only if this run needs a different name from the instrument's.
- Client company — required. Use Public when there is no single client: an open workshop, a demo, a talk. It also appears on its own line in reports, and it's what the client dropdown on the Assessments page groups by, so use the same spelling on every assessment for that client — "Alert Media" and "AlertMedia" would show up as two clients.
- Which run this is — required. Whatever tells this apart from the next one for the same client: Initial assessment 260917, 2Q97, Sales cohort. Dates are written YYMMDD.
- Description — optional. One line of context, shown under the title on reports.
- Which product or which idea — required for the Product Success Quiz and the Idea Reality Check only. Everyone answering sees it, so they're all scoring the same product or idea. A code name is fine.
The name is the heading on every report a buyer, a team leader, and each respondent reads, which is why it isn't freehand. You can still rename any of it later on the Overview tab.
Click Create. It stays greyed out until the required fields are filled in. The new assessment opens on its Overview tab, active — the access code works straight away, so don't share it until setup is finished.

Then finish setup

Step	Action	Applies to
1	Choose an activity preset. Go to the Activities tab and click a preset — Default (36), Extended (65), Brief (22), or Executive (6). Each card says what the set is for. Ownership roles are pre-populated automatically.	Team gap and Personal
2	Review ownership roles. Open the Ownership Roles tab and add or remove roles to match the client's actual team structure.	Team gap
3	Tag it. In the Overview tab, add tags — a cohort, a program, whatever groups this with related work across clients. The client itself doesn't need a tag: Client company already does that job.	All

The Chaos Assessment, Portfolio Health Check, Product Success Quiz, and Idea Reality Check ask their own fixed questions, so they have no Activities or Ownership Roles tab: tag it and share the link.

Choose the instrument carefully — it can't be changed later. It decides which questions get asked, so switching it on an assessment that already has responses would relabel answers people gave to a different question.

Which one?

Instrument	Asks	Produces
Team Gap Analysis	How important is each activity, how well is it done today, and who does it?	The gap analysis and the buyer report. Reported in aggregate — no individual is ever identified.
Personal Assessment	How much experience, skill, and interest do you have in each activity?	A development profile belonging to each person. Attributed, not anonymous.
Chaos Assessment	How well does each common obstacle to product success describe this team, from Absolutely to Never?	A report ordered by where the team disagrees most — see Reading a Chaos, Portfolio Health, Idea Reality, or Product Success report.
Portfolio Health Check	Which portfolio challenges resonate with the team?	The same kind of report.
Product Success Quiz	How healthy are one named product and the processes around it?	The same kind of report, about that product.
Idea Reality Check	Is the organization positioned to make one named idea succeed?	The same kind of report, about that idea.

Facilitators & Collaborators

Each facilitator only sees assessments they created themselves, plus any they've been explicitly added to as a collaborator — admins see every assessment across every client. If another facilitator or admin needs to help run this specific engagement (for example, a colleague co-leading the debrief), add them from the Overview tab → Collaborators section. Collaborators can fully manage the assessment (Setup, Results, Discussion) the same as the original creator, but can't delete it.

Finding an assessment

Admin opens on the Assessments page: one table of every assessment you can see, with its client, type, responses so far, last activity, and status. Last activity is when a respondent last joined, saved a page, or finished; editing the assessment yourself doesn't change it, and an assessment nobody has answered shows a dash. Click a row to open it, and ← Assessments above an assessment's title to come back.

Search matches the title, client, tag names, and access code, in any order — "sas roles" finds Product Team Roles at SAS.
The client dropdown shows one client's assessments, with a line adding up that client's work — how many assessments, how many people have finished, and how many are part way through. It lists each Client company with its count and appears once you have more than one client. Names are matched ignoring capitals and spaces, so "Public" and "public" are one client, but "Alert Media" and "AlertMedia" are two — fix the spelling on the assessment's Overview tab if you see a near-duplicate. The client you picked stays chosen when you open one of its assessments and come back.
Open, Closed, and All filter by status. Open is the default, so finished engagements stay out of the way until you ask for them.
Mine and Everyone's appear only when the list includes other people's work, which is mostly for admins. Mine means assessments you created or were added to as a collaborator, and it is the default whenever you have any. The count and red total beside Assessments in the navigation panel follow whichever you've chosen, so they always match the page.
Click a column heading to sort. Assessments with new responses always sit at the top.

The navigation panel keeps your five most Recent assessments, so moving between two engagements never needs a trip back to the list.

Pin the ones you're running. Click Pin beside an assessment's title, or the pin that appears when you hover its row on the Assessments page. A pinned assessment shows a solid blue pin; hovering it shows the pin crossed out, which is what clicking will do. A pinned assessment stays at the top of the navigation panel under Pinned until you unpin it — even on days you don't open it, which is when Recent lets it slip. Pins are saved to your account, so they follow you to another device. A pinned assessment isn't repeated under Recent.

Jump straight to one with ⌘K (Ctrl+K on Windows), or click Find assessment at the top of the navigation panel. It opens on your pinned and recent assessments; start typing to search all of them the same way the Assessments page does, then press Enter.

Activity Presets

Preset	Activities	Best for
Executive	6	C-suite or VP-level. One broad activity for each of the six cycle facets. ~5 min.
Brief	22	Focused teams or short on time. Core activities. ~15 min.
Default	36	Standard engagement. All seven facets. ~25 min.
Extended	65	Deep-dive diagnostic. The entire activity library. ~45 min.

Which preset should I use? Default works well for most teams. Use Brief for time-constrained teams. Use Executive for leadership-only assessments focused on strategic outcomes.

Those times are what the respondent is told. The intro screen works the estimate out from the activity count at forty seconds each, which reproduces all four numbers above, so the figure on screen and the figure in this table cannot drift apart. Change the activity selection and the estimate follows it.

Forty seconds is a considered guess, not a measurement — reading an activity and making three judgements about it. The one completion timed so far came in at forty-one. Tell us if yours run consistently longer or shorter and the constant can move.

Extended is now the whole library — budget for it. At 65 activities it asks roughly half again as much of each respondent as it used to. Worth it for a deep-dive diagnostic; too much to send a busy team without warning them first.

Presets are a starting point, not a cage. After applying one, tick and untick individual activities in the same tab, or add custom activities specific to this client.

The seven facets

Six facets describe the product cycle in order, and each pair is a theme in the report:

Theme	Facets
Plan the right things	DEFINE · COMMIT
Build what you plan	DESCRIBE · CREATE
Sell what you build	PREPARE · DELIVER

LEARN is the seventh, and it sits on its own. The other six happen at a point in the cycle; learning runs across all of it — maintaining product knowledge, synthesising what the evidence says, checking outcomes against the assumptions that justified the work, and getting that back to the people who need it. In the report it appears as its own section after the three themes, with its own facet tile in the overview.

LEARN is in Default and Extended. Executive and Brief deliberately leave it out — Executive covers the six cycle facets one activity at a time by design, and Brief is the shortest useful instrument. If learning is the reason for the engagement, use Default or add the four LEARN activities to whatever preset you start from.