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Simulation Preparation

Administrators and facilitators use the Preparation phase to configure and launch group simulations.

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Creating a New Simulation

1

Start Creation

Simulations > + Create Simulation
2

Select Scenario

Choose from library or create new scenario
3

Name the Simulation

Give it a descriptive name (e.g., “Q4 2024 Crisis Training - Marketing Team”)
4

Configure Settings

Set parameters for this specific run
5

Add Participants

Invite team members
6

Schedule

Set start time or mark as “Start Manually”

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Configuration Options

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Basic Settings

  • Simulation Name: Internal reference
  • Description: Purpose and context
  • Start Date/Time: When simulation begins
  • Duration: Expected length (can extend if needed)
  • Time Zone: For distributed teams

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Scenario Selection

Browse scenarios by:
  • Category (Natural Disaster, Cyber Attack, etc.)
  • Difficulty (Beginner, Intermediate, Advanced)
  • Duration (15min, 30min, 1hr, 2hr+)
  • Author (Your scenarios, Organization, Public)

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Participant Settings

Role Assignment

Manual: Assign specific roles to participants Automatic: System distributes roles Self-Select: Participants choose roles

Team Size

Minimum: Required participants Maximum: Participant limit Optimal: Recommended team size

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Adding Participants

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Individual Invitations

  1. Click + Add Participant
  2. Search by name or email
  3. Assign to role (if role-based scenario)
  4. Set permissions (Observer, Active Participant)
  5. Send invitation

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Bulk Invitations

  1. Click Bulk Invite
  2. Upload CSV with: Email, Name, Role
  3. Review preview
  4. Send all invitations

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Team Invitation

  1. Select Add Entire Team
  2. Choose from your teams
  3. Auto-assign roles or manual assignment
  4. Send invitations
Participants receive email with simulation details, briefing link, and calendar invite.

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Role Assignment

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Manual Assignment

For role-based scenarios:
1

View Roles

See all roles defined in scenario
2

Assign Participants

Drag participants to roles or use dropdown
3

Verify Coverage

Ensure all required roles filled
4

Backup Assignments

Assign backups for critical roles (optional)

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Auto-Assignment

Let the system assign roles:
  1. Enable Auto-Assign Roles
  2. System distributes participants based on:
    • Role requirements
    • Past experience (if available)
    • Balance across roles
  3. Review and adjust if needed

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Simulation Permissions

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Participant Permissions

Full Participation
  • Make decisions
  • Communicate with team
  • Access all resources
  • Affects scoring

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Advanced Configuration

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Timing Controls

  • Auto-Start: Begin at scheduled time
  • Manual Start: Wait for facilitator to start
  • Auto-Advance Phases: Move from Briefing → Execution → Debriefing automatically
  • Pause Allowed: Can facilitator pause?

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Feature Toggles

AI Mentor: Enable AI guidance
Team Chat: Allow communication
Resource Library: Access to documents
Timeline View: Show event timeline
Notes Feature: Allow note-taking
Real-Time Scoring: Show live scores

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Difficulty Adjustments

Customize scenario difficulty:
  • Time Pressure: Shorter/longer decision windows
  • Information Availability: Limited or full resources
  • Event Frequency: More/fewer timeline events
  • Hint System: Enable/disable hints

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Pre-Simulation Checklist

  • Scenario selected and configured
  • All participants invited
  • Roles assigned
  • Calendar invites sent
  • Briefing materials prepared
  • Send reminder email
  • Confirm participant availability
  • Test simulation in preview mode
  • Prepare debriefing questions
  • Log in and verify simulation ready
  • Check all materials loaded
  • Test audio/video if applicable
  • Open facilitator dashboard
  • Participants can join briefing
  • Answer questions
  • Verify all participants present
  • Final tech check

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Testing the Simulation

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Preview Mode

Run through as a participant:
  1. Click Preview Simulation
  2. Experience briefing → execution → debriefing
  3. Test decisions and branching
  4. Verify timing
  5. Check media loads correctly

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Dry Run

Full test with colleagues:
  1. Invite test participants
  2. Run abbreviated version
  3. Identify technical issues
  4. Refine timing
  5. Adjust content as needed

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Managing Scheduled Simulations

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Viewing Upcoming Simulations

Dashboard shows:
  • Scheduled: Future simulations
  • In Progress: Currently running
  • Completed: Finished simulations

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Editing Before Start

Can modify until simulation starts:
  • Add/remove participants
  • Change roles
  • Adjust settings
  • Reschedule start time

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Canceling Simulations

  1. Open simulation
  2. Settings > Cancel Simulation
  3. Optionally notify participants
  4. Confirm cancellation

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Troubleshooting

  • Verify they received invitation email
  • Check email address is correct
  • Ensure their email is verified
  • Resend invitation if needed
  • Send additional invitations
  • Use join code for last-minute additions
  • Adjust minimum participant requirement
  • Reschedule if necessary
  • Check scenario visibility settings
  • Verify it’s published
  • Ensure you have access permissions
  • Refresh scenario library

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Next Steps

Briefing Phase

Prepare participants before start

Execution Phase

Run the active simulation