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Managing 360 Feedback

360° feedback provides a mechanism for individual users to receive feedback on their progress from a group of their peers. This provides a useful additional input into the appraisal process that complements the traditional model of a user having discussions with their manager.

Totara LMS provides a flexible form builder to allow administrators to specify the structure of the feedback, and control which users can use the form. Users have access to a feedback request tool which allows them to ask a group of their peers to give feedback on them. The users can track the progress of the requests, send reminders, and view the responses as they come in.

Feedback is managed site-wide by going to Site administration > Appraisals > Manage feedback.

There is also a standard Totara activity called Feedback which is used for creating course-level surveys and assessments; this is not related to the 360° feedback functionality.

Each Feedback is displayed, including the name, number of assignments to users, status (draft, active, completed or closed). Options to edit, copy and delete each feedback appear on the right side of the page under Options.

Copying feedback allows you to create a copy of an existing feedback including the elements that have been set up for user response. Clicking the Copy icon will create a copy of the feedback and open it for editing.

Clicking the Activate link makes the feedback available to learners. At that point, the feedback editing tools are locked and the groups assigned the feedback cannot be changed.

Creating 360 Feedback


  1. To create a new feedback, go to Site administration > Appraisals > Manage feedback and click the Create feedback button.
  2. Enter the following options:
    • Name: Enter a title for the feedback that will be displayed to users.
    • Description: Enter a description for the feedback that explains its purpose.
    • Anonymous feedback: Check this to enable anonymous feedback requests.

      If checked, feedback requests made using this form will be anonymous, meaning the recipient will see the responses but will not know which response came from which user.

      To ensure anonymity, once an anonymous feedback request has been created the list of responders cannot be edited.

  3. Click the Create Feedback button to create the feedback.

Creating content

A feedback can contain a combination of questions the user needs to respond to as well as non-question elements that provide information to the user.

Question

Date picker: Allow users to enter a date and or date/time in response to a question.

  • Question: Enter text for the question being posed for assessment.
  • Date selection: Enter the First year available and Last year available to the user for selection. Tick the Include time as well as date checkbox a time needs to also be added with the date.

Place a tick in the User must provide an answer to this question check box if the user is required to answer this question.


File upload: The file upload option allows users to upload files in response to the question. Any type of file may be uploaded. When another user reviews the feedback, they will have access to download the file.

  • Question: Enter text for the question being posed for assessment.
  • Maximum number of files: Enter the maximum number of files the user may be allowed to upload.

Place a tick in the User must provide an answer to this question check box if the user is required to answer this question. Please note a feedback request can be sent to an external user, meaning someone that is not a Totara LMS user. External users do not have permission to upload files as part of their response.


Long text: Allow the user to enter a large amount of text and format it using the HTML editor. This could also include inserting links and images.

  • Question: Enter text for the question being posed for feedback.

Place a tick in the User must provide an answer to this question check box if the user is required to answer this question.


Multiple choice (one answer): Allow the user to choose one option from a list of choices.

  • Question: Enter text for the question being posed for feedback.
  • Available choices: Enter each choice. To create a default value, click the Make selected by default link next the desired option. To add more options, click the Add another option link.

     If this list of choices will be used in multiple questions, tick the Save these choices for other question as and enter a name for the set of choices in the text box. When creating multiple choice questions in the future, you will have the option to select this set.

  • Display settings: Choose whether the user will be presented with a series of radio buttons or a dropdown menu of choices to select their response.

Place a tick in the User must provide an answer to this question check box if the user is required to answer this question.


Multiple choice (several answers): Allow the user to choose multiple options from a list.

  • Question: Enter text for the question being posed for feedback.
  • Available choices: Enter each choice, clicking the Make selected by default link next to an option if there should be a default value. To add more options, click the Add another option link.

    If this list of choices will be used in multiple questions, tick the Save these choices for other question as and enter a name for the set of choices in the text box. When creating multiple choice questions in the future, you will have the option to select this set.

  • Display settings: Choose whether the user will be presented with a series of checkboxes or a multi-select menu of choices to select their responses.

Place a tick in the User must provide an answer to this question check box if the user is required to answer this question.


Rating (custom scale): 
Allow the user to rate an item using a description and associated score.

  • Question: Enter text for the question being posed for assessment.
  • Available choices: Enter one Choice in each of the text boxes. For each choice, enter a Score that will be used for aggregation and analysis. For example, this could be a 1-5 scale rating an employee's level of competence in an area, where 1 is 'Not Competent' and 5 is 'Very Competent'. Click the Make selected by default link if a choice should be the default value. To add more options, click the Add another option link.

    If this list of choices will be used in multiple questions, tick the Save these choices for other question as and enter a name for the set of choices in the text box. When creating rating questions in the future, you will have the option to select this set.

  • Display settings: Choose whether the user will be presented with a series of radio buttons or a drop down menu of choices to select their response.

Place a tick in the User must provide an answer to this question check box if the user is required to answer this question.


Rating (numeric scale): 
Allow users to enter a numeric value as their response to the question.

  • Question: Enter text for the question being posed for assessment.
  • Answer range: Enter a From and To value for the numeric scale. Tick the Set default check box and enter the value that the slider or text input field should have as a default.
  • Display settings: Choose whether the user will be presented with a slider or a text input field to enter their response.

Place a tick in the User must provide an answer to this question check box if the user is required to answer this question.

Non-question element

Fixed Image: Add an image to the feedback that will appear to all users, such as a logo.

  • Image: Drag and drop an image onto the page inside of the dotted line. When the image is accepted, its name will be displayed in the image drop area. Alternatively click on the Add button to use the file picker to select an image from an existing repository or browse your local machine.
  • Description: Enter a brief description of the image.


Fixed Text: Add a block of text to the feedback that will appear to all users. This could include an introduction or purpose for the feedback. The HTML editor allows you to format your text and include embedded images and links.


User profile information: 
Add user profile information to the feedback. The information displayed will be details of the user receiving feedback. Place a tick in the box next to each field that should be displayed on the feedback. This could include:

  • User full name
  • Email address
  • Phone
  • Mobile phone
  • Address
  • Manager's name
  • Position
  • Organisation


Each element on the page is displayed with the question text or title and type of element. Options to move, edit, clone, and delete each element appear on the right side of the page. Elements in the live feedback will be displayed in the same order as the items on the content page.

Elements can be moved by clicking on the multi-directional arrow icon, then dragging and dropping the element to a new location. Elements can be updated until the feedback is activated. At that point, the feedback is locked and cannot be changed. To edit an element in a draft feedback, click on the Settings (pencil icon) next to it. Copying an element allows you to create a copy of an existing question or fixed item. Clicking the Copy icon will create a copy and open the editing screen of the copied element.

Assigning 360 Feedback

After a feedback has been created, learners can be assigned to it on the Assignments tab. User assignments can occur while the feedback is in Draft status. The feedback won't be released until the Activate now link is clicked. In the meantime, the appraisal status is set to Draft.



Feedback can be assigned to learners based on their audience, organisation or position. Select the type of group to assign in the Assign user group dropdown. Keep in mind that you are selecting the learners the feedback is about; the learner and learner's manager will select who can respond with feedback about them.

Assign feedback to an organisation

To assign an organisation's learners to the feedback, select Organisation from the dropdown.

  1. Click on the name of each organisation that should be assigned to the feedback. The selected organisations will appear in the column to the right.

    If you don't wish to include child or sub-organisations, set the dropdown in the upper right corner to Don't include children. To remove an organisation, hover over the name and click the Delete icon that appears.

  2. Click the Save button.

    360 Feedback assignment by organisation

Assign feedback to a position

To assign an position's learners to the feedback, select Position from the dropdown.

  1. Click on the name of each position that should be assigned to the feedback. The selected positions will appear in the column to the right.

    If you don't wish to include child or sub-positions, set the drop down in the upper right corner to Don't include children. To remove a position, hover over the name and click the Delete icon that appears.

  2. Click the Save button.

Assign feedback to an audience

To assign an audience to the feedback, click the Assign User Group drop down and select Audience.

  1. Click on the name of each audience that should be assigned to the feedback. The selected audiences will appear in the Items to add column. 
    • To remove an audience, hover over the name and click the Delete icon that appears.
  2. Click the Save button.


The assignment type and all assigned learners will now appear on the Assignments tab. One appraisal can be assigned to multiple groups.

Assigned Groups

The Assigned Groups overview section displays:

  • Assignment Type: The type of group that has been assigned (Audience, Position or Organisation).
  • Assigned Group: The name of the audience, position or organisation that was assigned.
  • Include Child Groups: This shows whether or not any child or sub-organisations/positions below the Assigned Group will also be included in the appraisal.
    • This field cannot be updated; to change the value you'll need to Delete the current assignment group and recreate it with the correct value.
  • Learners: The number of learners that currently fall into the group based on the previous selections.
  • Actions: To remove an assignment, click on the Delete button in the Actions column next to the group that needs to be removed.

Assigned Learners

The Assigned Learners section displays:

  • Learner: Lists the learners that have been assigned as a part of one of the groups and the name of each learner links to their user profile.
  • Assigned Via: The group(s) that the learner is assigned via will be displayed; a learner may have been assigned to an appraisal through multiple groups.

The Show Entries drop down allows you to select the number of rows of learners that will be displayed per page. Use the buttons in the lower right corner to jump to additional pages.

Use the Search box to enter a learner's name and hit the Enter key to search for learners

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