What it is and what it is for#
Before creating content you have to get the skeleton in place: who you are (company), where people work (locations and organisational structure) and what initiative you are going to launch (project).
The order matters: the locations and the structure are used to segment almost everything else, so it is worth having them in place before you add people.
- 1
Company
Brand, modules, points, allowed domains and languages. - 2
Locations
The physical sites: stores, plants, offices. - 3
Organisational structure
The units people belong to: regions, divisions, departments. - 4
Project
The specific initiative, with its home page, its menu, its streak and its levels.
How to set it up#
1. Company#
Everything that applies to the whole company is in Company settings, in five blocks, each saved with its own button:
- Brand: the logo and the two colours the whole app theme is derived from. See Branding and languages.
- Modules: Rewards shop, Surveys and Peer feedback.
- Points: Late penalty (%) and Login points.
- Allowed domains: the email domains people from your company can sign up with, one per line and without the at sign. Left empty, there is no domain restriction.
- Languages: Spanish, English and the Default language.
Modules are company-wide switches: if you switch the shop off here, it disappears for the whole company, even if there are items configured.
2. Locations#
A location is a real workplace. Each person belongs to one. They are created in Locations with Add site:
| Field | What it does |
|---|---|
| Site name | What you call the site. It is what gets offered when assigning a person. |
| Site code | Your own code for the site, to match your systems. |
| Manager | Whoever gets the manager role for that site: they see the people assigned to it in their dashboard. With no manager, those people do not show up in anybody's dashboard. |
| Site active | An inactive site stays in the list, but is not offered when assigning people. |
If you have many, Download Excel gives you the list as a file and Upload Excel loads it back: rows with an ID are edited, rows without an ID are created and, before saving, you see what will change in each row.
3. Organisational structure#
Same format as locations, but for the units each person belongs to: regions, divisions, areas. They are created in Organisations with Add organisation (Organisation name, Site code, Manager and Organisation active), and they also have Download Excel and Upload Excel. What each unit decides is its manager: whoever is listed there sees that organisation's people in their dashboard.
Location and organisational structure are two independent axes and both are used for segmentation. A common pattern in retail: the location is the store and the structure is the geographical region or the line of business.
4. Project#
The project is the initiative: it has its own audience, its own content and its own ranking.
It is created in Projects with Name, Description (optional) and Type (optional), and it starts as a draft: it does not appear for anyone until you activate it. The rest is prepared on other Manage › Configuration screens:
- Project home page: the Home texts (header, subtitle and icons subtitle, in Spanish and in English), the Point limits (Budget and Limit), the Banner, the App mascot and the Mascot of each tribe, and the Home icons.
- App menu: the tabs people see, with their text, icon, order and who sees them.
- Mobile app settings: which blocks appear on the mobile app's home screen and in what order.
- Streak: what is counted, the target and the bonus.
- Level ladder: how the project's levels are generated. See Points, badges and streaks.
Finally, give the admin role to whoever is going to run the project with you, in Roles.
What the employee sees#
When they sign in they see the project's home page: the welcome, the banner, their streak, progress, points and surveys cards, and the menu with the tabs you have switched on. If you have set up a welcome notice, they will see it on top of everything (see News and communication).
Anyone who belongs to several projects can switch from one to another; each one has its own home page, its own content and its own ranking. The points balance, on the other hand, is a single one for the whole company.
FAQs#
When should I create a new project instead of a new journey?
Create a journey if the route shares audience, ranking and store with what already exists. Create a project if the initiative has a different audience or has to be measured separately.
Can a person be in two projects?
Yes, and it is common when a campaign and an ongoing programme coexist. Their progress and their ranking position are per project; their points balance is the same in both.
Can I delete a location we no longer use?
There is no delete button: you untick Site active. That way the history of the people who were there is kept.
Can I load locations from a file?
Yes. Download Excel, edit the file and Upload Excel. It is easiest to start from the downloaded file: rows that are not in it are left alone, and to deactivate one you set Active = No.
Limits and warnings#
- Moving someone to another location or organisational unit changes who sees them in their dashboard and, for actions that have the recipient change rules switched on, also which actions they receive. The progress already made is not lost.
- Allowed domains filter sign-up, not access. Restricting them afterwards does not kick out anyone who is already in.
- If you switch a module off at company level, it disappears from every project.
- Without a manager, a location or an organisation has nobody who sees its people or who approves the actions that need the manager's approval.
- The default language is not a fallback for untranslated texts. See Branding and languages.