Before adding learners to your experience and having them start projects, it’s important to consider the workflows and limitations you want to impose to ensure a smooth process for both learners and employers.
Configuring your team settings in advance allows you to:
Set flexible team formation methods
Set various limits, including teams per project and learners per team
Set hard or soft deadlines for final submissions
Set limits at both the experience level and match level
The team configuration options on your experience let you control exactly how learners start working on projects and what limitations apply.
General
Team creation method
You may choose from the following team creation methods based on your experience needs:
By admins
Experience administrators will create teams and assign them to matched projects. Learners cannot start projects without being added to a team first.
Self-assign
Learners can assign themselves to matched projects and create their own teams with other learners who have joined the experience.
By application
Learners must create their own teams and apply to matched projects. Project administrators will then review these applications and decide whether to accept or decline them.
Team limits
You can set the following team-based limits when configuring your experience to ensure teams are distributed according to your criteria. First, you must decide whether learners will work on projects individually or in teams.
If you choose teams, you can configure the following limits:
How many learners will an average team have?
Select the typical number of learners in a team to set expectations for employers.How many learners can each team have?
Set the maximum number of learners per team.How many teams can each project accept?
Set the maximum number of teams per project.How many learners can each project accept?
Set the maximum number of learners accepted per project across all teams.How many teams can each learner be part of?
Set the maximum number of teams a learner can join across all projects.Unique learners per matched project
This setting prevents learners from being added to multiple teams within the same project to ensure a learner only completes a project once. This is setting is on by default.
If you choose individually, you can configure the following limits:
How many learners can each project accept?
Set the maximum number of learners accepted per project across all teams.How many projects can each learner be part of?
Set the maximum number of projects each learner can join.Unique learners per matched project:
This setting prevents learners from being added to multiple teams within the same project to ensure a learner only completes a project once. This is setting is on by default.
After setting a limit, the following can be expected depending on the limit set:
Learners cannot be added to a team if they’ve reached their learner-specific limits.
Pending invitations cannot be accepted if limits are reached; an error message will appear.
Employers cannot accept applications from learners who have reached limits; an error will display.
If a team’s application to work on a project is accepted and limits are reached, all other pending applications by the team members will be canceled.
Any changes to team work type and size will only apply to newly matched teams on the experience; changes to project-level limitations will only apply to newly matched projects.
Binding deadlines
Experience administrators may choose whether deadlines for their teams are binding or non-binding deadlines to suit the specific needs of projects and learners.
Dates are non-binding
Teams may complete work after the due date has elapsed.Dates are binding
Teams may not complete work after the due date has elapsed.
The work items that are affected by bind deadlines are:
Starting projects
Completing milestones
Making a final submission
Experience administrators can set an experience-wide grace period for binding deadlines, allowing teams to complete project work up to the specified number of days past any due date. Administrators can also configure unique grace periods for individual teams.
All team members, project administrators, and experience administrators will be notified when a team cannot proceed due to a missed deadline.
How To
View team settings
To view the team settings for an experience, follow these steps:
Navigate to your experience and click the "Settings" tab.
Within settings, click on the "Participants" tab under the "Project Management" group.
View and edit the team settings as desired.
Edit team limits
To edit team limits, follow these steps:
Navigate to your experience and click the "Settings" tab.
Within settings, click on the "Participants" tab under the "Project Management" group.
Scroll to the "Team limits" section, where you can edit the various team limits
Save your changes.
If a learner is already a member of more teams than a limit allows, enabling this feature won't remove them from existing teams; it will only prevent them from being added to additional teams.
Note: During the match request process, the project administrator (or you as the experience admin) can set the maximum number of teams or learners for that specific project match to a number lower than what you set in the experience settings. This can be useful if you only want a certain number of teams or learners on a particular project. Once the match is accepted, this number cannot be changed in-platform. To make adjustments, you must contact a Riipen customer representative.
Edit team creation method
To edit the team creation method, follow these steps:
Navigate to your experience and click the "Settings" tab.
Within settings, click on the "Participants" tab under the "Project Management" group.
Scroll to the "Team creation" section, where you can edit how teams are formed and assigned to projects.
Save your changes.
Set binding deadlines and any grace period
To set binding deadlines, follow these steps:
Navigate to your experience and click the "Settings" tab.
Within settings, click on the "Participants" tab under the "Project Management" group.
Scroll down to the "Deadlines" section and make any changes to your being deadlines configuration.
Save your changes.
Extend the grace period for a team
To extend the grace period for a specific team, follow these steps:
Navigate to the team you wish to extend the deadline for.
Click on the “Settings” tab.
Enter the number of days you wish to extend the deadline by in the “Additional grace period” field.
Save your changes.
Add final submission description
To add a description which all learners will see when submitting final deliverables for their team, follow these steps:
Navigate to your experience and click the "Settings" tab.
Within settings, click on the "Participants" tab under the "Project Management" group.
Scroll to the “Team submission” section and then add your custom descriptions.
Save your changes.
Customize next step after final submission
To customize the content which all learners will see after they submit final deliverables for their project, follow these steps:
Navigate to your experience and click the "Settings" tab.
Within settings, click on the "Participants" tab under the "Project Management" group.
Scroll to the “Team submission” section and then add your custom next steps.
Save your changes.
FAQs
Can team creation method be changed after the experience has started?
Generally, team creation methods can be changed even after the experience has begun, offering flexibility to adapt to evolving needs. However, it's advisable to communicate any changes effectively to all participants to avoid confusion.
Can team limits be adjusted after the experience has started?
Administrators have the flexibility to modify team limits based on evolving requirements or changes in project dynamics. However, it’s advisable to communicate any changes effectively to all participants to avoid confusion.
Changes to team limits will only apply to newly created teams and will not affect existing ones. Team-level limits include:
Maximum number of learners an average team will have
Maximum number of learners each team can have
Maximum number of teams each learner can be part of
Unique learners per matched project
Similarly, changes to project-level limits only apply to newly matched projects. Existing matches and teams will remain unchanged. These limits include:
Maximum number of teams per project
Maximum number of learners per project