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.
Integrations and programs have their own pages which you can access through the links below:
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 and admins are indicated with a star next to their name on the people page and on their user profiles. Super admins have full control over user permissions including granting admin permissions to a user.
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
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.
*Some content can be restricted from visibility depending on an admin's content access permissions. For more information on content access, see below.
Admins > Content Access
All admins have access to the org settings which is separated from content privacy.
- Only super-admins can grant content access and grant the super-admin role to others
- Admins need to be granted access to content as they will not receive full content access by default. This includes superadmins who will have to grant themselves content access
- Content access can be granted 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
- 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 (email@example.com)
Admins > 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.
Admins > 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 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
- 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, 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
The following are permissions that can be changed through the org settings:
- Editing departments.
- Creating department objectives.
- Allowing 1-on-1s to be done with everyone, or just the manager and reporting tree.
User & Org Structure Management
After getting the platform setup, it's time to invite your team!
Make sure you select the options that are right for your process: You can do this here.
Inviting Teammates > People page
To invite a colleague head over to the People page in-app and click Add Users.
From here, fill out the proper info in the pop up window
Inviting Teammates > 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 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: itis 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:
- First name
- Last name
- Employee's e-mail
- Their position/role in the organization
- Phone number
- The email of the employee's manager
- What department(s) [including sub-dept's] they work in
- The employee ID number
Your .csv file must follow this order of information to be uploaded correctly. If there's an optional column that you won't be filling out, the column must remain empty in the spreadsheet.
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
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
- 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
Here's a visual of what Batch Invite looks like under the organization settings area.
User Management Tools
As an administrator, you can use the People Section 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
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.
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.
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.
- Vacant reports can only be created under active users
- You can not assign objectives to vacant users
- Ghost vacancies should only be used temporarily - we encourage getting all team members signed up!
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:
- User-by-user through the hover-over drop down dialogue
- En-bulk using the with selected filter
To begin either process head over to the People section via the secondary top navigation.
Deactivating Users > 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.
Deactivating Users > 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.
You can create check-in templates to help guide updates that users make to their objectives. Once enabled check-in templates will populate the description box for all objectives when a user checks into their objective.
To create a template, fill in the space provided with instructions or headings that you would like users to follow. The template is text based which means that the check-in description will populate with exactly what you enter into the template area. If you're creating headings we recommend using asterisks (*) and hashtags or pound signs (#) to help format and distinguish them from the text users will enter. You can enter in a different template for closing objectives.
Once the template has been entered and saved, it will automatically show up wherever users check into their objectives and will look similar to what you see below:
Because the template shows up as text users can still modify or remove parts of the template as needed. Here is what it will look like as users fill in their check-ins:
And what it looks like once submitted:
Recognition + Core Values
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.
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!
Please contact firstname.lastname@example.org for further questions or if you believe something is missing, misrepresented, or outdated.