What it is and what it is for#
A journey is a route with a beginning and an end that you offer to a group of people: an onboarding, the roll-out of a new store model, a safety campaign. It is the unit progress is counted against.
Inside a journey, content is organised on two levels:
- 1
Action groups
Themed blocks that give the route its order. For example Welcome, Discover the new model, Put it into practice.
- 2
Actions
The specific challenges the person completes. They are the main source of points.
The full hierarchy is: Project → Journey → Action group → Action.
An employee can be on several journeys at once. Their actions screen is the sum of the actions of every journey that applies to them.
How to set it up#
1. Create the journey#
With Add journey in Journeys. The form asks for the name and description in Spanish and English, a Priority that sets the order against the other journeys (it is text and sorts alphabetically: use a, b, c… or 01, 02…) and the Journey active tick box: inactive journeys stop being offered in the app. A journey is not deleted: it is switched off.
2. Create the action groups#
With Add group in Action Groups. Each group hangs from a journey (its actions inherit it) and has a name and description, a Priority and an Icon, which is required. They give the route its rhythm: if a journey has more than 8-10 actions, it is worth splitting it into groups.
In the same form, the Feature in the app block puts the group at the top of Home, under Featured, with its label, dates, cover and, if you want, a pop-up on entry.
3. Create the actions#
This is where all the detail is. New action in Actions only asks for the name and creates a draft; it is then completed in a four-step editor.
1. Datos básicos (basic details)
Nombre and Descripción (name and description, with formatting), with their English versions, and the Grupo de acciones (action group) it belongs to. The journey is set automatically: it is the group's.
2. Contenido (content)
What the person sees: the Imagen de portada (cover image), an Imagen, a Vídeo, an Audio and Contenido HTML (which can be drafted with Generar con IA, generate with AI). And at most one piece from the content editor under Añadir contenido (add content): a Test or a Juego o contenido interactivo (game or interactive content) from the Content Library, a Lección (lesson), a Curso SCORM or a Protocolo (protocol). If it is a test, this is also where you set the pass mark, Umbral de aprobado (%), and whether Se puede repetir (it can be retaken).
3. Cómo se completa (how it is completed)
Decides how the action is accepted as done. See Ways of completing an action.
4. Asignación (assignment)
Who receives it, its dates, its reward and the advanced options. ¿Quién recibe la acción? (who receives the action) is an explicit choice: Todas las personas del proyecto (everyone in the project) or Solo las personas que cumplan estos criterios (only people who meet these criteria), and with the second one you narrow it by Estructura organizativa, Ubicaciones, Tribus and Grupos de elegibilidad (the person has to meet every list you tick). Under Recompensa (reward) go the Puntos, the Insignia (the badge they get on completing it) and the Regalo directo al completar (direct gift on completion): store items the person receives free of charge when the action is approved. Under Opciones avanzadas (advanced options): Prioridad, Categorías, the prerequisites (Acciones que hay que completar antes), Destacar en el inicio (feature on the home page), Acción opcional (does not count towards the progress percentage) and the Estado de la acción (deactivate or archive).
Saving does not hand out the action. Assignments change with Ver cambios de asignación (see assignment changes), which shows who will be added or removed before applying it, and with the Altas y cambios de destinatarios rules: Nuevas altas en la plataforma (new sign-ups), Personas que empiezan a cumplir los criterios (people who start meeting the criteria) and Personas que dejan de cumplir los criterios (people who stop meeting them).
Todas las personas del proyecto means exactly that: the whole project. Before applying the assignments of a new action, check in Ver cambios de asignación how many people are going to receive it.
Ways of completing an action#
The La acción se completa al field decides how an action is accepted as done. Some ways are always available and others only if the action has the matching content:
- Always: Confirmación de la persona (the person confirms), Aprobación del responsable (manager approval), Aprobación de un administrador (admin approval), Validación (validation), Introducir un código (enter a code), Acceder a un enlace (open a link), Firmar (sign) and Completar el perfil (complete the profile).
- Tied to the content in step 2: Superar el test (pass the test), Ver el vídeo completo (watch the whole video), Completar el juego o contenido interactivo, Completar la lección, Completar el curso SCORM and Completar el protocolo.
Some ways add fields of their own:
- Validación is peer validation: the person asks others to validate what they submitted. It asks for Validaciones necesarias (validations needed; 0 = the default, 2) and Personas a las que se puede pedir (people who can be asked; 0 = the default, 3; never fewer than the validations needed).
- Introducir un código asks for the Código de validación (validation code) the person will have to type, and Acceder a un enlace, for the Enlace de la actividad (activity link).
- Aprobación del responsable lets you tick Permitir la aprobación automática con IA (allow automatic AI approval), with its Criterios de aprobación (what the submission must meet): if the AI approves the submission, the action is completed; if not, the manager reviews it. See AI Actions Approval.
- Completar el protocolo is for recurring routines (an opening checklist, for example). The notes people leave in each period are read in Protocol issues.
The detail of each way and its fields is in Actions.
Three warnings about how they really behave:
Acceder a un enlace marks the action as completed on the click, not on what happens afterwards: it does not check that the person reaches the destination or does anything there. And Firmar is a one-click button: no signature is drawn or stored. It works as a gesture of agreement, not as documentary evidence.
With Aprobación del responsable, if nobody approves, the action stays pending and adds no points. Before launching a journey with many actions of this kind, check that every organisation and every location has a Manager and warn them that a queue is coming. See Approvals and moderation.
Chosen well, the method does almost all the work. It is the decision that most changes the outcome of an action, and the one most often made out of habit. Sending for review something that could be self-validated creates a queue nobody looks after; self-validating something that really matters turns the challenge into a button.
Fixed or dynamic dates#
There are two ways of deciding when an action opens and when it is due. You switch between them with the Fechas relativas a la asignación tick box (dates relative to the assignment), in the assignment step:
A Fecha de inicio (start date) and a Fecha límite (deadline) that are the same for everyone and, if you like, Mostrar a partir del día (show from this day).
This is right for campaigns: a roll-out, a safety week, a launch. Everyone goes at the same time.
Dates are counted from when the action is assigned to each person: Días hasta poder empezar (days until it can be started) and Días de plazo (days to complete it). For example: it can be started on day 0 and is due 7 days later.
This is right for ongoing processes, onboarding above all: every new joiner follows the same path from the moment it is assigned to them.
Prerequisites#
A prerequisite keeps an action locked until another one is completed. It forces a real order, not just a visual one: watch the video before taking the test, sign before operating.
The order of the groups and actions already suggests a sequence. Only use prerequisites when skipping the order is a real problem; otherwise they create blocks that end up as support tickets.
Team challenges#
To turn an action into a collective goal, create a team challenge on top of it, in Team challenges: you choose the action, how many people in the team must complete it (the whole team, a percentage…), a Points multiplier for those who completed it if the team makes it, an Until date and who is in the team (units, locations, tribes or groups; anyone who meets any of the criteria joins). The team is fixed when the challenge starts, and each person sees on Home how many have completed it.
What the employee sees#
- In Actions, the actions that apply to them today, grouped by journey and by group, with the All, Pending and Completed filters, each journey's progress and the points at stake.
- On Home, their active actions and, under Featured, the featured groups and actions.
- In each action: the description, the points it is worth, the deadline and what they have to do to complete it.
- Actions locked by a prerequisite show what is missing to unlock them.
- On completion, the points are added to their balance and the journey's progress moves on.
- If the method is Aprobación del responsable or Aprobación de un administrador, the action goes to review and the points are not credited until it is approved.
FAQs#
Can I add actions to a journey that is already live?
Yes. When you publish it and apply the assignment changes, it appears for the people it applies to, without affecting their earlier progress. Bear in mind that the progress percentage will drop, because the total number of actions goes up, unless you mark it as Acción opcional.
What happens if I change the points of an action that has already been completed?
Points already credited are not recalculated. The change only affects whoever completes it from that moment on.
Can I delete an action?
The Actions list has a delete option, but to retire an action that has already been used the usual thing is to deactivate it (it stops showing for a while) or archive it (it leaves the usual list). In both cases the history is kept.
Can I make an action reach only one store or one department?
Yes, with Solo las personas que cumplan estos criterios. If you combine several lists (location and tribe, for example), the person has to meet all of them to receive it.
How do I give away a store item when an action is completed?
Tick it under Regalo directo al completar, in the assignment step: when the action is approved, the person receives an order for that item at 0 points, even if there is no stock left. If what you want is for the action only to unlock the purchase (paying its price), do not tick it there: put it on the item, under Required actions. See Store and redemptions.
Limits and warnings#
- A deactivated journey stops being offered in the app. Progress is kept and reappears if you switch it back on.
- Dynamic dates count from the assignment, not from sign-up. If someone is assigned the action weeks after joining, their deadline starts then.
- Prerequisites cannot form a loop. If A depends on B and B on A, both stay locked for good.
- Segmentation does not follow people on its own. If someone moves store or tribe, their list of actions only changes if the action has the Personas que empiezan a cumplir los criterios or Personas que dejan de cumplir los criterios rules ticked, and not instantly: assignment is updated periodically.
- The direct gift ignores stock. If the item has no units left, the stock goes negative.
- Texts go in Spanish and in English, in separate fields. For journeys, if the Spanish name is missing the app shows the English one; fill in both if you have people using the app in each language.