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.
7Geese is setup with 3 permission levels: admin, manager, and non-management users. Here is a summary of what each level can do and access.
Download the permission matrix by clicking on the image below for a visual graph outlining the three levels of users below.
Administrators 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
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.
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, 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:
- Editing departments.
- Creating department objectives.
- Allowing 1-on-1s tobe 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.
Editing the management field in a user's profile
Anyone who can edit a profile can edit the manager field. The people who can edit a profile are that person, anyone in their management tree and any admin. The only restriction is if the profile is synced with an HRIS, and the manager field is being synced. Then no one is allowed to edit it in 7Geese.
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.
Superadmin & 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
- 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 (firstname.lastname@example.org)
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. E
- 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 notice that they do not have the appropriate content visibility permissions to export data
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.
Global 1-on-1 Templates
7Geese comes pre-loaded with templates to help you get started. You can edit these pre-existing templates or create new ones.
To get started head over to Organization Settings > 1-on-1s.
Adding or editing a template
On the right of the screen below 1-on-1 settings there will be three options
1. Create New Template: This is where you can start from scratch
2. Actions: This is where you can edit pre-loaded or pre-existing templates for your teams. You can also delete old or unused templates.
All templates created via Organization Settings are considered global templates. This means that all users in your 7Geese network will be able to select these templates when they have 1-on-1s.
Adding Questions and Details to New Templates
When creating a new template you will have options to add questions and descriptions for these questions to provide context or anything you think is important for an individual to know.
For each question in the example below, an accompanying descriptor is given to provide more information for the individual participating in the 1-on-1. They're used to help initiate thought encase someone is stuck for where to start.
When conducting a 1-on-1 this is how the questions and accompanying descriptors will appear:
Creating Personal Templates
Creating templates for your reporting tree, or, specific to just yourself navigate directly to the 1-on-1 page. From here, select Create New Template on the bottom right under 1-on-1 Templates.
If you create a template here, they will only be visible to you, and anyone that is up your reporting tree (IE/ your manager and their managers).
This will come in handy if your team has 1-on-1s open for everyone and you're frequently discussing similar topics with your peers.
Example 1-on-1 Templates
It can be tough to start from scratch, we understand! We've created a list of best practice templates from our industry experience. Feel free to use any of them, tweaking them to fit your culture best!
- What are the three most important things that you did this week?
- What are the three most important things that you are going to do next week?
- What’s going well in your role? Any big wins this week?
- What challenges are you facing?
- What do you want to talk about in our next 1-on-1?
- What are the top three things you have achieved, learned, and/or are proud of in this last quarter?
- What are your personal objectives and key results (OKR's) for next quarter (note ideas if not yet clear)? What challenges do you anticipate?
- How can you take your game to the next level in the next six months?
- What are three things that I can do to help you be more effective and engaged?
Goal Setting - First 30 Days
- What has surprised you the most in your first 30 days?
- Based on what you've seen, what do you believe your biggest and most important priority should be?
- Based on what you've seen, what do you believe your biggest challenges will be?
- Identify 5 goals / Key Objectives that have a time frame and state the intended result or outcome.
- Which position responsibilities do you view as most important? Why?
- Have there been any special circumstances that have helped or hindered you in doing your position this year? If yes, what were the circumstances and how did they affect yours work?
- List your most significant accomplishments or contributions during the past year?
- Since your last review conversation, have you performed any new tasks or additional duties outside the scope of your responsibilities? If so, please specify.
- Describe professional development activities that have been useful since last year (e.g. offsite seminars, onsite training, on-the-job experience)
- What would help you do your job better and provide greater job satisfaction?
- What kind of professional development activities would you like to do during the coming year?
90 Day Employee Review
- What’s gone well these first 90 days?
- Do you have the training and tools to do your job?
- Are there any processes you think we could do differently or better?
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!
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.
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:
- 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.
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.
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.