What it is and what it's for#
Everyone in the programme is a user. Their record determines three things: what content they receive (by location, organisational unit and tribe), what they can do (their role) and who approves their challenges.
How to set it up#
1. Onboarding#
There are three routes:
The usual route at launch. Uploading the file with the people and their data is not done from the panel: you agree it with the team. The location and the organisational unit must arrive with the same code you configured during setup, or the person will come in with no segmentation and receive no content. See Bulk onboarding and eligibility.
For one-off joiners. You fill in the record by hand from the panel.
The person registers on their own with their corporate email. It only works if their domain is in the company's allowed domains.
2. Record fields#
| Field | What it does |
|---|---|
| First and last name | How they appear to everyone else: on the leaderboard, in recognitions, in comments. |
| Sign-in identifier. It is unique. | |
| Employee code | Your internal identifier. Used to reconcile with your own systems. |
| Job title | Free text shown on their profile. |
| Location | Their work site. It determines which segmented content they receive and, normally, who approves them. |
| Organisational unit | Their position in the org chart. |
| Photo | Optional; if they don't add one, their initial is shown. |
| Projects | Which projects they belong to. |
| Active | An inactive person loses access and disappears from leaderboards and lists. |
3. Roles#
| Role | What they can do |
|---|---|
| Employee | Complete challenges, take part, redeem points. |
| Manager | Also approve or reject the challenges of the people in their location or unit. |
| Tribe lead | Also represent their tribe and address it. See Tribes and leads. |
| Administrator | Access to the admin panel: content, users and reports. |
| Owner | An administrator who can configure the whole company. |
The manager role is not decorative: if nobody holds it over a group of people, their approval-based challenges stay pending for ever and never award points.
What the employee sees#
- First sign-in: they receive an invitation email and set their password. If email verification is on, they have to confirm their address first.
- Day-to-day sign-in: email and password. They can also request a direct access link by email if they can't remember it.
- Password recovery: always from their email; an administrator can neither see nor set anyone's password.
- Two-factor: if it is enabled for their account, they are also asked for a code.
Frequently asked questions#
Can I resend the invitation?
Yes, from the person's record. The new link invalidates the previous one.
Someone isn't receiving the invitation email. What do I check?
In this order: that the address is spelled correctly, that their domain is among the allowed ones, and their spam folder. If the email arrived but the link no longer works, another one was requested afterwards: only the last one is valid.
What is the difference between deactivating and deleting someone?
Deactivating cuts off access and removes them from leaderboards and lists, but keeps their history. That is what to use when someone leaves.
Can I change someone's email?
Yes, but it is their sign-in identifier: from that moment on they sign in with the new one.
What happens to the points of someone who leaves?
They stay in their history. If they are reactivated, they get them back exactly as they were.
Limits and warnings#
- An account locks itself after several failed sign-in attempts. Administrators are notified and unlock it from Blocked users, with the Unblock button. See Security and auditability.
- Only the last link sent is valid. If someone is sent an invitation and then asks to recover their password, the first link stops working.
- Importing a person who already exists updates their record, it does not create another one. The email is the key.
- Moving someone to a different location changes who approves them. If they had challenges awaiting approval, these pass to the new manager.
- A user with no location and no organisational unit only receives unsegmented content. It is the most common cause of "this person can't see anything".