As a 7Geese administrator, this guide will walk through what you need to know to setup and maintain your team on the platform. From permission throughout the app, to inviting the rest of your team, through to engagement on the product, this guide will provide both technical product how-to knowledge as well as best practices.

Platform Permissions

7Geese is setup with 4 permission levels: super admin, admin, manager, and non-management users. Here is a summary of what each level can do and access.

Super Admins & Admins

Super admins & admins are indicated with a star next to their name on the people page and on their user profiles.

As an administrator, you can:

  • Customize all organization settings such as creating badges, setting up feedback and 1-on-1 global templates, managing labels, and customizing the navigation menu.
  • Set organization level objectives
  • View all objectives listed with privacy restrictions
  • Have access to all 1-on-1s saved in 7Geese regardless if they're finalized
  • Delete recognitions and check-ins written by anyone (please note that modifications to objectives cannot be deleted from the feed)
  • Add and manage other administrators
  • De-activate and re-activate users
  • Access to the reporting centre
  • Edit any user's information
  • Setup integrations
  • Update billing details

Read additional information about admin and super-admin access here

Note: The only feature that administrators do not have super-user access to is Feedback. The feedback exchanged between team members are not viewable by administrators unless they are part of the feedback sessions.

Super-admin & Admin Content Access 

  • Admin permissions (access to org settings) & content privacy are separated
  • Only super-admins can grant content access and grant the super-admin role to others
  • Admins need to be granted access to content; they will not receive full content access by default
  • This includes access on a per-department basis if desired

Content available to an admin with content visibility

  • 1-on-1s that are shared with admins
  • Feedback that is shared with admins
  • All private Objectives
  • All Reviews

Super-admins:

  • Only super-admins can change the content visibility for themselves and other admins
  • The first admin in a new network (the network creator) will be granted super-admin permissions by default
  • Only super-admins can grant super-admin permissions to other users
  • The 7Geese team can also grant super-admin permissions to users (support@7geese.com)

Content Visibility Groups

To enable more granular control over the private content that admins are able to see, we have added the ability to provision content visibility to admins by department(s).

  • Admins with a content visibility group enabled will have access to private content for members of that particular group. 
    • Ex: An admin with an "Engineering department" group would be able to see all 1-on-1s, Feedback, and private Objectives for all members of the Engineering department.
  • By default, no admin has content visibility groups selected, not even the initial super admin.
  • Super admins can change the content visibility groups for their own account

Sub-departments or no sub-departments

  • Super-admins have the ability to choose if sub-departments are included when granting content visibility access for a specific department to admins. If this setting is on, the admin would be able to see all content for users in sub-departments of the parent department. If it is off, then the admin would only have content visibility for users in the parent department, and not in the sub-departments.
  • By default, this option is set to include sub-departments in content visibility settings.

Admin Permissions - Controlled Actions 

All admins still have access to all controlled actions in the app, except any action that provides visibility to content that the admin does not have permission to see.

Controlled actions include, but are not limited to:

  • Access to org settings pages
  • Access to reporting pages
  • Ability to create organizational objectives
  • Ability to invite & deactivate users

Controlled actions that have been updated to reflect new privacy settings:

  • "Export data" tab in Org Settings –
    • All admins can view the "Export data" tab, but only admins with “Everyone” content settings would be able to click the "Export data" button.
    • Admins without the appropriate permissions would see a disabled "Export data" button and a notice that they do not have the appropriate content visibility permissions to export data

Managers

Managers are indicated with a M next to their name on the people page and on their user profiles.

As a manager, you can have access to:

  • Set departmental objectives
  • Access to restricted objectives set by their direct reports
  • Create department/team specific 1-on-1 templates shared with direct reports
  • Create cycle templates and assign to your team
  • Access to the reporting centre 

Note: If you change reporting managers, the new manager will have access to all the previously done 1:1s with the direct reports, any feedback shared with previous manager and the restricted objectives. 

All users

All users, regardless if they have other permissions, have access to: 

  • Set and align individual objectives
  • Check into personal objectives that you are a participant of
  • Join-as stakeholder/follower to objectives
  • Recognize peers/receive recognition
  • Give and receive feedback to anyone
  • Post to the feed of any objective
  • Post to the general feed
  • Complete 1-on-1s with your direct report
  • Invite team members

Note: Some of these features are only accessible on our CPM tier.

Permissions cascade up: If you are an administrator or manager you have the permissions listed under in the user-level below. 

The following are distinguishable permissions that can be changed:

  1. Editing departments.
  2. Creating department objectives.
  3. Allowing 1-on-1s to be done with everyone, or just the manager and reporting tree.

Make sure you select the options that are right for your process: You can do this here.

Making someone an admin or manager

To assign manager or administrator permissions to a teammate, head to the People section of 7Geese.

From there, hover over the individual you'd like to change permissions for and from the drop down on the right, select edit user.

In the profile dialog, there will be two options for permissions at the bottom. Select the appropriate label and save your changes.

Creating Departments

Get your department structure setup before adding people, or add new departments to existing departments as changes take place. 

Adding a New and Editing Existing Department(s)

Manage or add new departments via the People > Departments section. 

Add new departments at leisure through the New Department button, or alternatively hover over existing departments and access the edit or create sub-department option via the drop-down menu located to the right of any existing department.

NOTE: By default, we setup permissions for manager and administrators to manage and create departments. To make this change visit: Organization Settings > General > Editing Departments.

Recognition + Core Values

The nature, role, and function of core values in organizational success is foundational to the essence of culture and identity. Considered a central part of the value foundation of a corporate brand, defining core values support the vision of behaviour-based actions that lead to wins. Shaping the culture and reflecting what your organization values most is difficult behind closed doors. 

Often the principles, beliefs or philosophy of organizational values are hidden behind multiple clicks on a website, or at the beginning of an employee handbook. As a result, many teams end up focusing mostly on the technical competencies that drive success, but often forget what the underlying reasoning behind their hard work.  

If you communicate the WHY, helping everyone understand the PURPOSE, you can sell more and be successful, together.

Core values are the rules to run your business by. They also help with hiring purposes when it comes to cultural fit!

Key Components:

  1. Core Values = culture, vibe, identity.
  2. Core Values drive vision.
  3. Core Values remain relatively static
  4. Core Values are established at the very beginning of a organization.
  5. Core Values drive motivation, self-enhancement, openness to change, and empowerment over performance.
  6. Core Values keep everyone aligned
  7. Core Values show your true colours.
  8. Core Values build integrity and trust internally and communicate resilience.

It's important to make a distinction between core values and strategies:

  1. Core values are fixed regardless of the time and factors. They are also internal as well as external, affecting the behaviour-based performance within the organization while also impacting how others externally see what you value within a given snapshot of time. 
  2. Strategies and practices should be changing all the time. They are the process to get success and sale.

Establishing strong core values provides both internal and external advantages to the company. Here's a few reasons why creating organizational core values is important:

  • Team members can acknowledge their peers for embodying core values in day to day tasks. Making victories social and not just behind closed doors promotes ownership over performance. Creating a strong, cohesive identity provides clarity into how individual development leads to organization success.
  • Core values help companies in the decision-making processes. For example, if one of your core values is to stand behind the quality of your products, any products not reaching the satisfactory standard can be automatically eliminated as they are no longer aligned.
  • Core values educate your clients and potential customers about what the company is about and clarify the identity of your organization. 
  • Core values are key recruiting and retention tools. Job seekers are doing their homework on the identities of the places they are applying for, weighing whether organizations hold the values they consider as important. HR shouldn't have to struggle to find a fit, let them organically come to you!

Popular learning resources

Startup Culture: Values vs. Vibe - Chris Moody, Former CEO of Gnip (acquired by Twitter in 2014), Chairman of BBI. [February 11th, 2011]

  • Distinguish your core values with vibes. Vibes are the emotional side of who you are as a team.
  • Example: Work hard. Play hard. - Most people would question, Is that really a value? Would the above statement be true during an economic downturn? The answer is probably no, but that doesn't mean that you can't appeal to the empathetic part of employee morale. 

Core Values Will Create Your Success - Curt Richardson, Found and CEO of Otterbox. [April 30th, 2012]

  • Values of an organization come from the founder. They are established at the very beginning and influence how the team scales, how the vision is driven, and the people that turn a vision into reality. 
  • Core values must not only be accepted but truly believed by all other top level executives so it becomes ingrained in each and every employee along the way.
  • Values are relatively static. Who you are as a person doesn't change radically, for most, and who your company is shouldn't either. As a company evolves so will its core values. These changes should be a fine tuning rather than a complete overhaul.

How To Keep Your Startup Vibe In A Rapidly Growing Company - Sandra Nguyen, VP of People and Culture @ Volusion, Inc. [August 27th, 2014]

  • Feedback and reflection becomes everyone's opportunity - Having something that everyone knows they're contributing to empowers ownership over performance. This can boost retention and nurtures leaders, not followers.

Steve Jobs reflecting on Core Values and the next 10 Years. - [January 5th, 2012]

  • "We're certainly a little more experienced, we're certainly more beat up, uh, but the core values are the same. And we come into work wanting to do the same thing today as we did five or ten years ago which is build the best products for people." - Steve Jobs

Creating a Recognition Program

The Recognition Center provides you with a detailed summary of each employee's recognitions as well as who have received the most recognitions based on each of your core values. Have a strategy on how you will use the data provided by the recognition center to measure and sustain your program. Here is one example goal you can have for your recognition program and how to measure it:

  • Increase Alignment to Core Values
    Every quarter you can measure how aligned employees are to your core values by looking at the total number of recognitions as well as the breakdown of recognitions for each core value. You can compare these numbers to the previous quarter to measure your progress. If employees are not being recognized for a specific core value, you can be proactive to promote that core value as explain below. 

Aligning your recognition program with your core values promotes employee engagement and lowers turnover. Use your recognition program as an opportunity to talk about your company's core values.

Tips on giving recognition

Provide value-based recognitions to your employees while focusing on their behaviours. Encourage employees to write a detailed description on what the employee does to receive a recognition and how the behaviours are in line with the company's core values. For example, instead of "Good job on helping the customer", add more details to the recognition such as "You provided great customer service today by calling other stores to check whether they had the product that your customer really wanted. You have demonstrated that you value customer satisfaction which is one of our core values". Be an example to your employees in terms of what counts as a true recognition and they will follow.

Customize Your Core Values

This walkthrough will provide insight on how administrators on the 7Geese platform can create unique recognition badges to reflect core values and culture. You can edit an existing badge or create a new badge on a rolling-basis. 7Geese is pre-populated with core values to help you get started.

You can also have team specific badges. In bigger organizations, each team has its own sub-culture and values so we understand the importance of sending thank-you's specific to the micro-actions. You can create team specific badges to increase camaraderie and engagement within teams that might otherwise only stay internal to that specific team. 

Note: Only 7Geese administrators are able to upload and edit recognition badges. 

To get started, head to Organization Settings > Recognition. From there, you'll be able to create a new badge using the button on the top right, or edit existing ones. 

Need some inspiration? Check out the recognition library we have on our resource page here.

 

Here's what the Recognition Center looks like once you get your program started!

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Inviting Teammates

After getting the platform setup, it's time to invite your team! will show you how to invite your colleagues so you can all stay in touch with progress your making as a team.

To invite a colleague head over to the people management section in-app.

Next, simply select 'invite users'.

From here, all you need to do is input their email address! You can also add a personalized note if you'd like. 

Batch Invite

Getting started can be overwhelming, we understand you. If you'd like to invite a batch of team members at once, use our bulk invite feature. 

As an administrator, you are able to access Organization Settings. Here you are able to update the platform at a global level.

Using the Batch Invite feature, you can upload a .CSV file (CSV references 'comma separate values'. It is a non-stylized version of an excel file) containing employee's profile information en-bulk. This also allows you to populate the platform with ghost users until they register. This ensures your objectives can have owners and your ORG chart can be organized even prior to rolling out 7Geese to the rest of your team.

Prepping Your .CSV file

If you're unfamiliar with working with the .CSV extension is a plain text file with a list of data. Each new line in a csv file creates a new record when you upload.

The batch import feature allows you to import the following user profile information en-mass, without having to individually invite employees via the People tab. You can upload:


Required

  1. First name
  2. Last name
  3. Employee's e-mail
  4. Their position/role in the organization

Optional

  1. Phone number
  2. The email of the employee's manager
  3. What department(s) [including sub-dept's] they work in
  4. The employee ID number

Your .csv file must follow this order of information to be uploaded correctly.  

Important Notes About Prepping Your .CSV

  • To add an employee to multiple departments you separate what departments they belong to with a semicolon, ;
  • For sub-departments, use > to indicate the department they are under is inside a larger department
    • For example, Susy is the Inside Sales Manager in the Sales Department, as well as the Internship Coach. Below is how you would input Susy's information into your .CSV file
    • Sales>Inside Sales;Internship Dept
  • The manager's email is used to build the organizational chart

Example .CSV Files

In all the below examples we have a 5 person organization  
** Bold text indicates required information

1. Notepad, Word, Pages, or any form of a Text Editor

CSV_example.png

Since CSV stands for comma separated values, you are able to use any form of text writer to generate a list of employees for bulk importation using commas to separate each of the required and optional a .csv file by hand following the format shown above. Save your file with a .csv extension instead of .txt.

2. Via Any Form of Spreadsheet Tool

  1. Be sure to follow the same order as you go across the row. You will begin in Column A with the employee's first name, ending in Column H with their employee ID. For any optional fields that are unknown be sure to leave them blank. 

2. When saving be sure to change the file extension to .CSV

Getting Your Data Imported

Once you have your .CSV file, head to your 7Geese Organization Settings. To find these settings click on settings_gear.png next to your name on the top right of the platform. Next, click on Batch Invite on the sub-navigation. From here, simply upload your prepared .CSV and select Import Users.
 

Here's a visual of what Batch Invite looks like under the organization settings area. 

Setup Reporting Managers

Once your team is in the platform, you can change or add reporting managers. Within 7Geese all actions are tied to an individual user - this means that if your reporting manager changes you won't lose valuable past notes that were taken during 1-on-1 sessions or feedback gathered from your previous manager. Your new manager will join your reporting tree and have access to this information as well so they can stay up to date with your current progress. 

To change your reporting manager, head to your account settings

Once you've made the change it'll be reflected in your personal profile.

Administrator Permissions: As an administrator of the platform you can also change a team members reporting manager using our enhanced user management features. 

User Management Tools

As an administrator, you now have the option to make bulk changes to reporting managers, departments, employee IDs, and other small changes that will save you time as you manage your network. Employees can come here, or visit the ORG chart to see who is in what team, how their departments fit within the grand scheme of the organization, or, as use this page as quick reference for contact information. 

There are various filters that have been added, including:

  • Editing reporting managers
  • Creating and assigned sub-departments and departments
  • Adding users one-by-one, or en-bulk
  • Making someone a platform administrator
  • Deactivation and reactivation of accounts
  • Add employee IDs
  • Edit phone numbers, titles, or reporting managers 

Org Chart

7Geese's Org chart has a ghost-report functionality. It can help your team visualize what roles are empty across your organization for better talent management at a glance.

Important reminders:

  1. Vacant reports can only be created under active users
  2. You can not assign objectives to vacant users
  3. Ghost vacancies should only be used temporarily - we encourage getting all team members signed up! 

Deactivating Users

It's important to keep your platform updated with your team's correct information. Part of this process is deactivating team members that are no longer actively contributing to the platform. This walkthrough will guide you through how to manage your network's users. 

There are two workflows you can utilize to deactivate users:

  1. User-by-user through the hover-over drop down dialogue
  2. En-bulk using the with selected filter

To begin either process head over to the People section via the secondary top navigation.

Individual user deactivation

If you're looking to deactivate one user simply hover over that individual and a drop down dialogue will appear on the right. From here select deactivate user

Every time you deactivate a user you will be prompted to verify this selection.

Bulk deactivation

If you're looking to deactivate more than one user use the select boxes to the left of each individual's profile photo. Once you have selected everyone you wish to deactivate, use the With selected filter at the top of the list and select deactivate

Every time you deactivate multiple users you will be prompted to verify this selection.

Please contact support@7geese.com for further questions or if you believe something is missing, misrepresented, or outdated. 

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