Prepare an Aha! Ideas empathy session (Advanced plan)

Since your empathy session will be a live experience, you need to prepare for it. In this article, we will talk through how you can help focus the conversation, make sure you are asking questions that will spark insightful answers, and give your participants orienting information.

Support Ideas prepare empathy session

Note: This article discusses functionality that is included in Ideas Advanced. Please contact us if you would like a live demo or would like to try using this functionality in your account.

This article is part of a three-part series on empathy sessions:

Click any of the following links to skip ahead:

Description

In the Description tab, you can edit the Topic you entered when you created the session. Your participants will see what you put here.

You can also create a discussion Guide for yourself. Your participants will not see this but any session organizers will. Organizers are Aha! Ideas users who will be leading the session with you — you can add them in the right sidebar.

Click Open session in the top-right corner of the empathy details view to see what your empathy session will look like when you run it, including your Topic and discussion Guide.

Top

Branding

Make this session a familiar experience for your participants by customizing it to match your company's brand. You had the chance to input some of this information during the session builder but you can customize your session further on this tab.

Theme

  • Theme color: Select a color for your empathy session. Use a hex color code to select a custom color. This color will be used as a background color in emails and in the empathy session itself.

  • Logo: Upload your logo to the empathy session. This logo will be used in the empathy session header and in emails relating to the session. Logos should be at least 480px by 300px with a preferred aspect ratio of 1.6:1.

  • Favicon: Upload a favicon to the empathy session. This favicon will be used in the left side of everyone's browser address bar and next to your profile picture within the session itself. Favicons should be 16px by 16px and can be .png, .gif, or .ico.

  • Welcome message: This is the message your participants will see when they first join your session. You can see the default text and edit it if you need to.

    Note: If you have scheduled a multi-day empathy session, it is a good idea to adjust this welcome message so that your participants are aware that they might be joining a conversation already in progress, especially if you would like to make sure they respond to polls you have already posted or want to mention that you might not respond to their posts immediately.

Emails

  • Email reply-to name: The name you enter here will be used as the "From" name for emails sent to your empathy session's participants.

  • Email reply-to email: The email address you enter here will be used as the "Reply-to" email address for emails sent to this empathy session's participants.

Invitation email

This email will be sent to your participants when you first invite them.

  • Subject: Edit the subject of the invitation email. You can see the default text and edit it if you need to.

  • Introduction: This is the first paragraph of the invitation email. You can see the default text and edit it if you need to.

Confirmation email

This email will be sent to your participants after they have RSVPed for your session.

  • Subject: Edit the subject of the confirmation email. You can see the default text and edit it if you need to.

  • Introduction: This is the first paragraph of the confirmation email. You can see the default text and edit it if you need to.

Reminder (24 hr) email

This email will be sent to your participants 24 hours before the session begins.

  • Subject: Edit the subject of the reminder email. You can see the default text and edit it if you need to.

  • Introduction: This is the first paragraph of the reminder email. You can see the default text and edit it if you need to.

Reminder (1 hr) email

This email will be sent to your participants 1 hour before the session begins.

  • Subject: Edit the subject of the reminder email. You can see the default text and edit it if you need to.

  • Introduction: This is the first paragraph of the reminder email. You can see the default text and edit it if you need to.

Top

Participants

Session participants are the ones giving you feedback — and the people you are developing empathy for.

At the top of the tab, you can choose to Add additional participants that you did not add during the session builder. If you created your empathy session from an idea or linked it to multiple ideas, anyone who has subscribed to the idea is automatically added to the Add participants modal when you navigate to Participants and click Add.

You can also check a box allowing anyone with access to the session link to register. Find that link by clicking Copy participant link in the top-right corner of the session details view.

In the middle of the tab, some data will give you a quick idea of how many people are planning to — or did — attend your session.

At the bottom of the tab is a list of each individual participant. Click the More options button by an individual participant to Re-send their invitation.

Click Open session in the top-right corner of your empathy session to see what your session will look like when you run it, including your Participants.

Top

Insights

In an empathy session, you need to be fully present for your participants — and you need to keep track of insights they share. This tab is where you list Learnings from the session and where you can review any messages you have starred for later and the results of any polls you have created. Create related ideas directly from those messages. Everything you star or write down here (as well as the results of any polls) is only visible to you and your Aha! users with access to your workspace, not the participants.

Click Open session in the top-right corner of your empathy session to see what your session will look like when you run it, including the Insights tab.

Top

Comments

Like any other record in Aha! Ideas, users in your Aha! account can comment on an empathy session.

Top

To-dos

Like any other record in Aha! ideas, users in your Aha! account can also assign each other to-dos related to an empathy session. These can be related to the empathy session preparation or for insights you glean during the session itself.

Top

History

Like any record in Aha! Ideas, you can track the full history of an empathy session.

Top

Though this is not a tab, it is still part of the empathy session's detail view and worth discussing as you prepare for your session.

  • Status: Select your session's status.

  • Assigned to: Select the Aha! Ideas user who is managing this empathy session.

  • Watchers: Like most Aha! Ideas records, empathy sessions can have watchers. These are users who want to receive updates on the session as it progresses through its workflow.

  • Session date: The date(s) your empathy session will take place. You can schedule a single- or multi-day empathy session.

  • Session time: The start and end times your empathy session will take place.
    Note: Empathy sessions will not start until you click Start session now and do not end until you click End session. This means that you can start a session early or extend it past its end date if you are in the middle of a great conversation. The Date and Time fields you enter here will be copied into the welcome email your participants receive, to help them budget time for your session.

  • Time zone: The time zone your Session time is in. This information is included in your participant's emails.

  • Organizers: Organizers are the Aha! Ideas users who are leading the empathy session. You can have multiple organizers or just one, depending on your session's needs.

  • Ideas to discuss: If you linked your empathy session to an idea (or created it from an idea), those ideas will appear here. Click on any idea to go to its detail view. Or click in the space after an idea to open a list of ideas in your workspace and link additional ideas to your session. Remember, linking an idea to your session populates that idea's subscribers in the Add participants modal when you navigate to Participants and click Add. You can choose to invite them to your session.

Top

Aha! Roadmaps
Aha! Ideas
Ideas
      Announcements
      © 2020 Aha! Labs Inc.All rights reserved