Distribution Portal

Our online Distribution Portal endows you with a great opportunity: to sell your assessments as valuable digital products, to a maximized audience. As a consultant, coach, or agency, you want to deliver quality advice to as many customers as possible and Distribution Portal allows you to plug into e-commerce websites through the magic of our developers’ application programming interface (better known as API). 

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This guide will teach you:

1. Distribution Portal zones and user roles

2. Super Administrator zone

2.1 How to add members

2.2 Organization settings

3. Administrator zone

3.1 How to add members

3.2 How to assign roles

3.3 How to create a custom activation email

3.4 Questionnaire description

3.5 Organization settings

4. Distributor zone

4.1 How to add members

4.2 How to Assign roles

5. Customer zone

6. Contact zone

1. Distribution Portal zones and user roles

Distribution portal has different zones:

• Admin zone: The admin zone is accessible to users with an administrator role in Pointerpro via the main dashboard. Here, administrators can add new users, define their roles and manage their access to certain questionnaires within the Distribution Portal. 
• Customer zone: The customer zone is accessible to users with a customer role. The customer zone features a separate interface branded with the administrator's organization. Customers can invite their contacts and send assessments to them in this zone.
• Contact zone: The contact zone is accessible to users with a contact role, featuring a separate interface branded with the administrator's organization. Contacts can see an overview of the assessments they have been invited to participate in.

There are different levels of permissions in the Distribution Portal, that are translated as roles.

• A Super Administrator role: The super administrator is responsible for assigning administrators, managing the license, viewing general statistics, and accessing logs of the organization.
• An Administrator role: The Administrator is responsible for managing the customers and their permissions, creating and managing questionnaires, and creating other admins and distributors. He has access to all data created within the organization, as well as managing the assessments and automated report templates on Pointerpro.
• A Distributor role: The Distributor can create and manage his own customer accounts, send questionnaire invitations to his contacts and view his own and his customers' results.
• A Customer role: Users with a customer role distribute assessments to their network of respondents. They use the Distribution Portal to send questionnaire campaigns to their contacts and download reports. Customers cannot edit any questionnaire or report content. They can only view the ones to which administrators grant them access.
• A Contact role: Users with a contact role are the respondents who receive invitations to complete assessments. After submitting their responses, they can download a personalized PDF report based on their results.

Now let's see all the role settings one by one and, how you can create and manage your own Distribution Portal. 

2. Super Administrator role

The Super Admin is at the top of the Distribution Portal. If you are a Super Admin you are responsible for assigning Administrators and managing the license but you cannot view and manage data like questionnaires, reports, contacts and invitations. You are only responsible for assigning administrators to manage that data. 

The picture below shows the super admin's home screen view and all the available information you are able to access. To create admins click on the My team tab.

2.1 How to add members

As shown in the picture below, it is possible to import the team members by clicking on the Add team member button. 

A new window will open, where you need to fill in all the fields and select the admin role from the Select role dropdown.

To create multiple members at once, upload a CSV file. First click on Import team members and select from the pop up window the Choose your file button. Then select your CSV file and upload it.

After the members are added, you are able to review them, but not to change their permissions or role.

2.2 Organization settings

At the Organization settings, you will find the value to create a new DNS record (TXT) on the top level of your domain and verify your domain. You will only be able to use this domain as the sender of your campaigns in Distribution Portal when it's verified correctly.

3. Administrator zone

3.1 How to add members

If your role is Administrator and you want to add new members in the Distribution Portal, at the top right of the menu click on the My team button.

Then click the Add team Members button. You have the option to add the team members manually or Import them with the help of a CSV file.

The picture below shows what you will see if you click on Add team members. Enter all the necessary information and select from the dropdown list the role you want to assign to the member.

You have the option to use the default or a custom activation invitation email. 

To create multiple members at once, upload a CSV file. First click on Import team members and select from the pop up window the Choose your file button. Then select your CSV file and upload it.

3.2 How to Assign roles

It is possible for you to manage all the members and assign roles and permissions. Just select the member, then the role you want to assign to him and toggle the buttons at the bottom, to play with the permissions and the access he will have in the Distribution Portal.

For example, to create a Distributor, first select the member and then click on the Distributor role. It is possible to give him permission to

• create and manage contacts
• create an account for contacts

In addition, you are able to configure the authorizations for the questionnaires, reports and the reporting dashboards.

Select if the distributor will have No access or Share only authorization for each questionnaire separately, No access or View for the PDF and No access or All access for each report dashboard.

When a questionnaire has more than one PDF reports, all PDFs are displayed under the questionnaire and you will have to give permissions for each PDF separately. 

The max contact invitations field allows you to control the amount of contacts that this member will be able to invite to complete this survey. 

For example if you allow a member to send out 10 invitations, but he tries to send out a campaign with 11 invitations, he will see an error message that he has exceeded the amount of his invitations. If he creates 2 campaigns, one campaign with 5 contacts and then another one with 6, when he tries to send out the second campaign, he will see the error message that he has exceeded the number of his invitations.

In the Distribution Portal, the customer will see the amount of the invites that he has used in the questionnaires tab.

3.3 How to create a custom activation email

We offer the possibility to create your custom activation emails to send a personalized activation email to the new members. First, while you are at the my teams tab, click on the View user Invitations email button.

Then click Add invitation.

Add the name of the invitation, the subject and the email text and click on the Create invitation button. You are able to use variables by clicking on the {x} button.

3.4 Questionnaire description

As an admin you control the description of the questionnaire. To modify it, open your questionnaire, and add a description at the Questions tab.

This description will be visible to the contacts, when they log in to the contacts Distribution Portal.

Your Customers will see this description in the Results tab of the Distribution Portal.

 3.5 Organization settings

It is recommended to add documentation in the Distribution Portal, in order to explain to customers how to create their campaigns, contacts, track their results etc. This option is available in the Organization settings of My team tab.

When you select Organization settings, a new page opens where you can add your description of the Distribution Portal.

Under the Team Descriptions, there is the Domain Verification value, that allows you to create a new DNS record and verify your domain.

If your customers would like to send out emails from their own domain, then you would need to send them the domain verification value, in order for them to verify their own domain.

If you want to allow all your customers to verify their domain and you don't want them to reach out to you directly, then you can add this value along with some additional information in your custom activation email. 

Note that each domain needs to be verified once, so if you have a lot of customers from the same organization, they need to verify their domain just once. 

4. Distributor zone

As a Distributor, you are able to create and manage your own customer and contact accounts, send questionnaire invitations to your contacts and see your own and your customer's results.

4.1 How to add members

When you log in, click at the top right of the menu the My team button.

Then click the Add team Members button. You have the option to add the team members manually or to Import them with the help of a CSV file.

The picture below shows what you will see if you select to Add members manually. Enter all the necessary information and select from the dropdown list the role you want to assign to the member.

Select if you will send him an activation email or not by toggling the button.

To create multiple members at once, upload a CSV file. First click on Import team members and select from the pop up window the Choose your file button. Then select your CSV file and upload it.

4.2 How to Assign roles

As distributor you are able to create customers and contacts and control the customer permissions. Just select the customer role and toggle the buttons at the bottom, to play with the permissions.

For example, you can assign the Customer role and give permission to

• create and manage his own contacts
• create an account for his contacts

In addition, it is possible to configure the authorizations for the questionnaires and the reporting dashboards.

It is possible for the customer to have No access or Share only authorization for each questionnaire separately and No access or All access for each report dashboard.

When you select the Share only permission, then the max contact invitations will be displayed. This field allows you to control the amount of contacts that this member will be able to invite to complete this survey. 

For example if you allow a member to send out 10 invitations, but he tries to send out a campaign with 11 invitations, he will see an error message that he has exceeded the amount of his invitations. If he creates 2 campaigns, one campaign with 5 contacts and then another one with 6, when he tries to send out the second campaign, he will see the error message that he has exceeded the number of his invitations.

In the Distribution Portal, the customer will see the amount of the invites that he has used in the questionnaires tab.

5. Customer zone

Customers don't use the same platform as the Super Admin, Admin and Distributor, but they have their own fully white labeled platform. This is what a customer first sees when he accesses the Distribution Portal.

He is able to create his own campaigns for the questionnaires that has access to, create his own contacts and invite them to take the survey. 

At the results tab he can monitor the results, view all his responses in detail and download the PDF reports.

It is possible to run different campaigns at the same time and control when those start and end. He can also easily monitor the status of each campaign.

6. Contact zone

Now it is time to take a look at what your contacts will see once they log in, because as mentioned before, the contacts have limited access to the Distribution Portal.

A contact will see the results for different surveys that he has completed and download his report.

He will also see if he has new questionnaires to take or not.

What is next?

• When you've collected your results and you want to download them, there are different download options available. You can either download a bulk of survey results or choose to download files relating to individual responses. Read our guide Download your results to learn how you can do it.
• Require Contact is a feature that allows you to control who can access your survey and makes the questionnaire only accessible to contacts. If validation fails, the participant is not able to fill in the survey but a configurable message will be displayed instead.
• Do not forget to monitor your results with Google Analytics. Google Analytics is a freemium web analytics service offered by Google that tracks and reports website traffic. Google Analytics is currently the most widely used web analytics service on the Internet.