Assessor Setup in PowerDMS
One of the most common questions I get — and one of the most common mistakes I see — is how to properly add assessors to a PowerDMS assessment.
Done right, assessors get exactly what they need to review your standards.
Done wrong… and you risk them seeing way too much — or worse, nothing at all.
So let’s walk through how to confidently assign the right roles, the right way.
As someone who’s walked in both pairs of shoes — Accreditation Manager and Assessor — I’ve seen it all. And I can’t count how many times I’ve logged in on Day One of a review and either:
Can’t see a single attachment or standard
Or I get flooded with everything the agency has — including policies to sign, tests to take, and notifications I shouldn’t be receiving
It’s a small setup detail… that makes a huge difference.
Here’s a clean way to ensure your assessors are set up to succeed:
1. Add the assessor as a new user.
Just enter the minimum required fields and save.
(See also: Assessor Login Options)
2. Remove them from your default groups.
Go to the Membership tab and take them out of any agency-wide groups like All Users. This keeps them from seeing things they don’t need.
3. Create a new group for assessors.
Name it whatever makes sense — "Assessors," "Mock Team," "Reviewers" — totally your call.
4. Add your assessors to that group.
Go to the Members tab and one by one type in the name of each assessor and add them to the group.
5. Go to the root of your assessment.
Navigate to the Assignments tab.
6. Add a new assignment for the assessor group.
Choose the Assessor group you created
Role: Accreditation Manager
Responsibility: Observe
Save
7. Add a second assignment.
Same group
Role: Assessor (Mock or Final, depending on your situation)
Responsibility: Participate
Save
If you’re using Team Members to enter proofs, be sure to give your Assessor group Observe rights to the Team Member role too.
Ignore any outdated advice floating around that says you need to give assessors direct rights to the manual or document folders — PowerDMS has updated this process, and that’s no longer necessary.
Login settings matter too! If you’re wondering whether to give them username/password access or a login link, I’ve got another post for that — stay tuned for Assessor Login Options in next week’s episode.
By setting up your assessors with just the right level of access, you:
Keep your files protected
Prevent confusion or unnecessary notifications
Make a great first impression
And ensure a smoother, less stressful review for everyone involved
Who do you know that could benefit from these accreditation-friendly tips and resources? Consider sharing this link with a colleague so they can sign up:https://www.accreditationacademy.net/signup
Areaka P. Jewell
Accreditation Academy
areaka@accreditationacademy.net
(305) 360-1075