After matching your project with an experience, the learners from that experience will be able to form teams and participate and work on your project (see team formation for more details).
While completing your project, learners are able to complete your project tasks such as starting the project and making introductions, submitting milestones, submitting final project deliverables, and providing you with feedback at the end of the project, all while using the team as a hub for all communication and activity regarding a project.
General
Team formation
The experience you have matched your project to can be configured in different ways which determine how learners can form teams and start working on your project.
By experience admins
Experience administrators will create teams and assign them to your matched projects. Learners cannot start projects without being added to a team first.
Learners self-assign
Learners can self-assign themselves to your matched project and create their own teams with other learners who have joined the experience. Learners can start the project right away as soon as they have formed their team.
By application
Learners must create their own teams and apply to your matched project. You will then be able to review these applications and decide whether to accept or decline them. Once you accept a team's application then they can start the project.
Consult the experience you have matched with to determine what team formation option is being used.
Conversations
When a team starts a project, a conversation will be created between the team and the employer(s) on the project. This is your main method of communication with the team during the project.
To protect your company, ensure that all communication occurs through Riipen. Riipen can only investigate disputes when the evidence towards communication is present on Riipen.
Activity
Every team working on your project will have it's activity tracked and and visible to you as the project administrator. You can easily view:
When a team has started a project
Milestone progress along with submitted materials
The final submission made
Agreements signed by team members
Work log hours tracked
Payments issued
Feedback the team has received and authored
Milestones
Milestones are mid-project goals with due dates which are defined by the experience administrators, project administrators, or by the team to make sure that the project stays on track and that progress is visible to all stakeholders. Learners will submit milestone deliverables, which you can review and provide feedback on. Milestones for all your teams will be visible on your Riipen calendar, enabling you to easily view and track upcoming milestones.
Final Submission
At the end of a project, teams will make a final submission which wraps up the project. This submission will include the main deliverable outlined in the project details.
States
Every team has a state assigned to it which displays their progress for your project.
Active - The team is actively completing the project and can continue to submit milestones, surveys, etc.
This is the default state for all teams.
Completed - The team has completed the project by making a final submission.
A team will automatically be transitioned to completed once a final submission is made.
Teams in the completed state cannot have their state changed
Inactive - The team has not made progress on the project with respect to the timeline. Teams in this state can still make progress by completing any item in their team's timeline.
A team will automatically be transitioned to inactive if the experience has non-binding deadlines set and the team misses the project start date.
A team will automatically be transitioned to inactive if the experience has non-binding deadlines set and the team misses the project end date.
A team without any members will automatically be switched to inactive
A team will automatically be transitioned to active from inactive if it takes any action in its timeline.
Incomplete - The team can no longer make any progress on the project due to missing a deadline for the project.
A team will automatically be transitioned to incomplete if the experience has binding deadlines set and the team misses the project start date.
A team will automatically be transitioned to incomplete if the experience has binding deadlines set and the team misses the project end date.
Cancelled - The team can no longer make any progress on the project because the team, yourself, or experience administrators have decided to cancel the team.
A team can only be manually changed to cancelled by the experience administrators.
Teams in the cancelled state cannot have their state changed
How to
View a team
To view teams working on your projects, following these steps:
Click on “My projects” in the main navigation menu.
Next, click on the “Teams” tab.
Click any of the teams you wish to view.
View team conversations
To view a conversation you have with a team, follow these steps:
Navigate to the team.
Click on the “Chat with team” button in the sidebar.
You may also access your messages by clicking the chat icon in the top navigation bar.
View a milestone submission
To view a teams milestone submission, follow these steps:
Navigate to the team.
Click "View" on the associated milestone
View a final submission
To view a team's final submission:
Navigate to the team.
Scroll down to the "Final submission" item.
Change a team's state
If you want to manually change and set a team's state:
Navigate to the team
Click the "Settings" tab
In the "Team" tab under the "General" settings scroll to find the state transition you want and click the associated button.
Note that certain states cannot be transitioned to and from depending on the team's current state. You will only see buttons for applicable state transitions.
Best practices
Conduct weekly or biweekly check-in meetings with the team to ensure they are on the right track.
Remain accessible and responsive to learners' communication outside of scheduled meetings, providing timely assistance or feedback as needed to keep the project moving forward smoothly.
Utilize the chat to provide guidance, feedback, and answer any questions the learners may have.