Eventsforce has been designed for a single round of award judging, as each reviewer can provide a score per criteria and/or an overall score, but cannot submit multiple overall scores.
For event managers who require multiple rounds of judging, we can suggest a workaround using award assignment in place of the shortlist status. The workaround requires that award criteria be used to collect grades/comment. The information that follows is for a second round of award judging, assuming the first round of judging has already taken place. The process involves the following:
- Create award types in place of a shortlist status
- Archive entries that are not on shortlist
- Add judging criteria for second round of judging
- Add judging panel and judges
- Link judge panels to award categories
- Invite second round of award judges
Note: Keep in mind that it is not possible to delete or reset an award judges grade/comment.
Using the award assignment as shortlist
Event managers can use the ‘Award assignment’ as a shortlist to accommodate a second round of judging. First, event managers need to create two award types; “Shortlisted” and “Not Shortlisted”.
Once created, an event manager will need to go through each category and assign an award type of either “Shortlisted” or “Not Shortlisted” by going to Awards > Management > Award Assignment. Click “Save” once done.
Once entries have been assigned the “Shortlist” and “Not Shortlist” awards, event managers will then need to archive all of the entries that were not shortlisted so they are not available for the second round of judging.
Click on the “Award” column name to sort by this column, then select all entries that should be deleted. Click here for more information about “How to archive and restore an award entry”.
Note: It's important to note that the system doesn't actually delete the selected entries, it just archives them.
Creating judging criteria
Once an event manager has archived the entries that did not make it to the second round, they need to make sure the correct criteria is set up for the second round of judging.
Untick each criteria you wish to deactivate from the second judging panel and add any new criteria needed. New criteria allows for the judges who participate in both rounds to submit new scores/comments. Click here to read our article “How to add award judge criteria”.
Note: Deactivating criteria does not remove scores and comments submitted against the criteria. When the criteria is re-enabled, the data will still exist.
Adding new judging panel
The next step is creating a new judging panel for the second round of judges. If the same judges are used for both rounds of judging, the same panel can be used.
If using a new judging panel, add judges to the panel who will participate in the second round of judging.
Linking judging panels to award categories
After the first round of judging is complete, the award categories need to be updated so the new award panel is linked to the awards category. Read more about “How to assign judge panels to award categories”. Repeat this for all categories to be judged by the new panel.
Note: If the same judging panel from the first round is used, this step can be skipped.
Eventsforce strongly recommends testing before inviting the new judge panel to begin judging. Using the impersonation links for an award judge is an effective way to test.
Inviting award judges
Once you've tested to your satisfaction, the new judges can be invited by sending the reviewer invitation within an awards category, or by sending an ad hoc email to a select group of judges.