Who this applies to
Role | Can Do |
Delegate | Yes |
Before you start
You must have been granted Delegate access to the Creator's account.
The Loop must have expired and have contributions before the Close the Loop option is available.
The Creator must be available to record their closing video once you send them the recording link.
Step-by-step instructions
Switch into the Creator's account
1. Open your user profile in the side panel.
This is where account switching is found.
2. Select 'Switch Account'
This displays every account you have been granted Delegate access to.
3. Select the Creator's account you wish to act on behalf of.
The side panel will update to confirm which account you are currently acting as, so there is no confusion about whose Loop you are managing.
Find and open the expired Loop
4. Using the status drop-down on the Loop dashboard, filter down to Expired.
These are the Loops that are ready to be closed.
5. Open the Loop you want to close, then select the Close the Loop tab.
You will see the number of people who contributed displayed on screen.
6. Click Continue to start the closing video process.
This is the response that will go back to everyone who was invited to the Loop.
Review contributors and personalise the email
7. Review the contributor list.
You will see the list of contributors invited by email. Review this to confirm who will
receive the closing video response.
8. Update the email template
Click on the email template to open it. Edit the text to make the message feel personal rather than generic.
đĄ Personalising the email helps build trust and connection with contributors.
Tweak the text as needed, then save your changes.
Generate the recording link for the Creator
â ď¸ This step applies because the Creator is recording the video themselves via a
secure link, rather than the Delegate recording on their behalf.
9. Select 'Recording Link'
Under the video options, select 'Recording Link'. The link generation settings
will be displayed.
10. Set the link expiry
Open the expiry drop-down and choose how long the link will stay active. The available
options are:
- 1 hour
- 6 hours
- 24 hours
- 48 hours
- 7 days
Choose an option that gives the Creator enough time to record without leaving the link open indefinitely.
11. Click 'Generate Recording Link'
Click 'Generate Recording Link' to create the secure link.
12. Copy the link and share it with the Creator
Click Copy to copy the link. Share it with the Creator via email or your usual
communication channel.
13. Close the screen and wait
Close the link generation screen. No further action is needed from you at this point.
Wait for the Creator to record and submit their video.
Creator records their video (Creator's steps)
đĄ The Creator does not need to log in to Dialogue to complete these steps.
The link takes them directly to the recording screen, removing any friction.
14. Creator opens the recording link
The Creator opens the link you shared. They will see a recording screen confirming the Loop name and question.
15. Creator records their video
The Creator clicks the red record button to start recording. They can stop and
re-record at any time if they are not happy with the take.
16. Creator confirms the recording
Once happy, the Creator clicks to confirm the recording. They then have a final choice to Preview it one more time, or delete it and re-record.
17. Creator confirms submission
Once satisfied, the Creator confirms submission. The Delegate will receive an email
notification confirming the video has been submitted to the Loop.
Review and send the closing video
18. Return to the Loop
Head back to the Loop in WorkBuzz Dialogue to complete the process.
19. Advance to the final review stage
Click through to the final review stage. You can preview the video one last time before it is sent to contributors.
20. Click 'Send Now'
Once you are happy, click 'Send Now'. The closing video will be sent to all
contributors who were originally invited to the Loop. A confirmation screen will appear showing the video has been sent.
21. Return to the Loop dashboard
Navigate back to the Loop dashboard to manage any other Loops.
What happens next
All contributors who were originally invited to the Loop will receive the closing video
email. The Loop will be marked as closed with a sent timestamp. The Creator's account will show the Loop as completed. You can switch back to your own account at any time via the side panel.
Common questions
Does the Creator need a WorkBuzz Dialogue account to record their video?
No. The recording link takes the Creator directly to the recording screen without
requiring them to log in. This removes friction and makes it easy for the Creator to
record their response.
What expiry time should I choose for the recording link?
Choose an expiry that gives the Creator enough time to record comfortably. If you are sending the link during a busy period, 24 or 48 hours is a safe choice. For urgent
closures, 6 hours may be appropriate. The link becomes inactive once it expires.
How do I know when the Creator has submitted their video?
You will receive an email notification from WorkBuzz Dialogue confirming the video has been submitted and is ready for review.
Can the Creator re-record after confirming the video?
Yes. During the recording flow the Creator can stop, delete the take, and re-record
before confirming submission. Once they have confirmed submission the video is sent to the Loop for Delegate review before sending.
What happens if the recording link expires before the Creator records?
You will need to return to the Close the Loop screen and generate a new recording link with a fresh expiry window.
Can I use this process for Loops distributed by open link or QR code?
Yes, the steps for recording and sending your closing video are the same regardless of how the original Loop was distributed. However, there are two differences when the Loop was not sent via Dialogue email. You will not be able to review the list of contributors who were originally invited, and the closing video will not be automatically distributed. Instead, you will need to copy the email content and the URL from the share screen and distribute them manually through your own communications.