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

Steps

Step	Action	Details
1	Create the assessment	Click New Assessment in the navigation panel. Enter a title and client company name, then choose the type — Team gap or Personal.
2	Choose an activity preset	Go to the Activities tab. 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.
3	Review ownership roles	Open the Ownership Roles tab. Add or remove roles to match the client's actual team structure. Team gap assessments only.
4	Tag it	In the Overview tab, add tags — the client, a cohort, whatever groups this with related work.
5	Set status to Active	In the Overview tab, set the status to Active. Participants cannot access the survey until this is done.

Choose the type carefully — it can't be changed later. The type 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 type?

Type	Asks	Produces
Team gap	How important is this activity, how well is it done today, and who should own it?	The gap analysis and the buyer report. Reported in aggregate — no individual is ever identified.
Personal	How much experience, skill, and interest do you have in this activity?	A development profile belonging to each person. Attributed, not anonymous.

Tags

Tags group related assessments — a client, a cohort, a support group. An assessment can carry several, and they're only for finding things: they don't affect who can see what. Once you have a few assessments, a tag filter appears above the list in the navigation panel.

Pick an existing tag rather than typing a new one where you can. The picker only offers to create when nothing matches, which keeps "Alert Media" and "AlertMedia" from becoming two separate groups.

Removing a tag from an assessment leaves the tag itself alone — it's still offered to everyone else, which is the point of a shared grouping. To take a tag off the list entirely, use Settings → Tags, which shows how many assessments use each one and only offers Delete on the ones nothing uses. A tag another facilitator's client relies on can't be deleted from under them; the count includes assessments you can't see.

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.

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.