Officevibe FAQs

ISO 27001

Our security program is aligned with ISO 27001

GDPR Compliance

We have reviewed our security policies to make sure we are compliant with GDPR requirements. Our sub processorshaving access to personal data are certified under the E.U.-U.S. Privacy Shield.

Security within the organization

Dedicated teams for application and operational security with the full support of upper management.

Vulnerability Management

Regular scans for vulnerabilities as done and third-party penetration testing is done twice per year.

Data Protection

Data is always encrypted at rest using AES 256 and in transit using TLS 1.2. Database backups are performed at a high frequency, encrypted at rest, and available in the event of a disaster.

Access Controls

Only a select few senior production support staff have access to customer data. MFA and VPN are required for access. Production data never leaves the production environment without being fully anonymized including feedback content, group names, company names etc.

Incident Response

Our Security Incident Response Team is well prepared to handle any incident. Our clients are notified within 48 hours in the event of a breach or compromise of Officevibessecurity program resulting in a real risk of significant harm to individuals.

Application Security

Single Sign-On options including SAML 2.0 are available. Passwords are hashed using PBKDF2 and are salted with unique salts. Logging and auditing are meticulous and monitored.

Employee Policies

All employees undergo a background check and have required security training and awareness. Azure Security center is used to monitor non-conformities.

When communicating the Officevibe deployment, there are three key things to focus on in your message to employees:

Youre doing this for them.

Its in their best interest to answer honestly and participate regularly.

Youre using a third-party so that everything is truly anonymous.

There are different ways you can introduce the launch of the tool to your employees:

Via email, while giving them the possibility to come ask you questions in person.

In person, through a town hall or team meetings where you'll get the added bonus of being able to give a preview of the tool and answer questions or concerns on the spot.

While Officevibe will send invitations to your employees on your behalf, whether it be manually, or automatically through integrations, it is good to keep in mind that a more personal touch might be appreciated by your team! Here's what our invitation email looks like if you've configured your personal settings :

[email protected]

Withboth scenarios, you can also have an internal promotional campaign announcing the deployment by putting up posters of the application and example of questions.We've prepared templates and tools for all these options that you can feel free to edit and reuse.

Posters to launch an internal Officevibe promotion campaign before deployment

An Officevibe powerpoint presentation for Town Hall or In-Person Introduction of the launch.

A 3 min Video Overview of Officevibe

An email introduction template, that you can find below.

Subject: A tool to help strengthen our culture

Hello team,

Starting next week, well be launching a new tool called Officevibe to get your feedback on how we can improve our company culture.

Officevibe will give you the opportunity to voice your opinion by answering quick 1-min surveys and be a part of building a greater workplace.

On (insert launch date), you will receive an invitation to join Officevibe. Upon accepting, you will be asked to complete an initial launch survey and will have regularly after this the opportunity to give us feedback.

You probably already have a few questions around how it works, so here are some answers:

What exactly do I have to do?

Simply respond to a few questions a week that Officevibe will send you, which shouldnt take more than 2 minutes of your time!

Are my answers anonymous?

Yes, we will never see any of your answers. All of the responses are aggregated anonymously into a score to help us understand what need to be improved.

We want to make (insert company name) a great place to work and we count on your participation to achieve this goal.

Don't hesitate to let me know if you have any questions or concerns,

Helpful Hint:On the communication to the employees, let them know the date they should expect to receive their invites and that the invite comes from - this will set the expectation and allow them to be on the look out for the invite.

To allow for easier deployment of Officevibe and for a streamlined User management process, you have the option to choose between several platforms to integrate with your Officevibe account.If you use several of this software internally, we recommend choosing the one which contains the most information on your employees and reflects your organizational structure the most.

Take a look at the list of possible integrations below!

1. Slack

For more on how to integrate your Slack with your Officevibe account, read this article !

2. Microsoft Office 365

For moreon how to integrate your Office 365with your Officevibe account, read this article !

3. Google

For moreon how to integrateyour Googlewith your Officevibe account, read this article !

4. BambooHR

For moreon how to integrate your BambooHR account with your Officevibe account, read this article !

5. Zenefits

For moreon how to integrate your Zenefits account with your Officevibe account, read this article !

6. Yammer

For moreon how to integrate your Yammer account with your Officevibe account, read this article !

7. Custom Integration

If you'd like to develop your own custom integration with Officevibe, read this article !

Once you've communicated the arrival of Officevibe to Managers and Employees alike, it's time to invite them to participate in Officevibe.

There are several different ways to add your employees to your Officevibe account and we'll go through all the methods available below. Keep in mind that this step is usually the last one you take as email invitations will be going out immediately once you activate your method of choice.

Option 1: Invite by Email

To manually invite employees to Officevibe,simply go to the Users section in the Manage tab.

First, you'll need to select inwhichgroupyou wanttoaddemployees.

this article

Enter their email addresses (business or personal) through the invite screen.

Option 2: Invite via a CSV File

To bulk invite employees to your Officevibe account, you can do so via .csv file. To know more about this option, take a look at this article: Create Your CSV File.

Option 3: Invite Using One of Our Integrations

You can also choose to import employees into Officevibe via one of the Integrations we offer. Officevibe can sync with several different types of software, some that you may already use internally. This normally automates the process of adding and removing users to your account, making the management of your account a little easier to keep up with. To know the available Integrations with Officevibe, feel free to take a look at this Integrations article that lists all your choices.

Option 4: Invite Using Bulk Edit and Attributes

This option is available if you choose to use our Smart Groups feature. To learn more about this option, please check out with all the details.

Invite Email

Once an employee is invited to join Officevibe, they will receive an email. When they accept the invitation, they will be prompted to complete their Onboarding Survey of ten questions.

Key Takeaways From This Article:

Anonymity is serious business at Officevibe.

Individual answers are never displayed; only aggregated results are presented in Reports to give managers a sense of whats going on in their team.

When you share Feedback, it will be anonymous by default. For every Feedback you provide, you can decide to show your identity if you wish to do so, using the anonymity toggle.

To protect your anonymity, Officevibe displays your anonymous feedback in groups of which you are a member if the group satisfies the 5 users rule.

If youdon'trespond to Officevibe Surveys for more than a month, your status changes to inactive in the platform. Because of this status (which is only visible to a restricted number of people inside your organization), you mayget an email nudge to remind you to participate.

Your information is protected by strict rules and protocols.

Your Employer isgoverned by Terms & Conditions that protect your identity. These T&Cs commit your Employer to use the platform appropriately and in an ethical manner.

Whenever were about to share our honest thoughts and feedback, it's normal that we err on the side of caution. We question the forum we're about to use to share our personal views, opinions and feelings. We feel you. We've gone through the same process using Officevibe internally to create dialogue in our team and have given this a lot of thought.

In fact, isOfficevibe really anonymous? As a passionate team, we want to discuss the matter with you in an open and transparent way. And so, well be presenting the tool and how it works in detail in this article.

What is Officevibe?

At Officevibe, we believe the future of work is human. We dream of a better world where every organization focuses on bringing out the best in humans.

With our product, we want to help managers become great leaders. To do this, we use the science of Employee Engagement. It sounds complicated but its really not.

Officevibe is an online platform thatmeasures 10 Key Metrics that are directly tied to your level of Engagement at work, based on your answers to our 120 Survey questions. Officevibe also provides you with a simple way to share Feedback with your organization, the goal being to foster a positive work culture and environment.

Why should I participate?

By answering Officevibe Surveys and sharing Feedback on a continued basis, you are providing timely and valuable information -- and therefore contributing directly to improving your work environment. Officevibe is your voice, so speak up! Help shape a healthyand motivating workplace where you can thrive and grow.

How does it work?

Each week, we prompt you to answer 5 Survey questions. One of these questions is open-ended, giving you the opportunity to share Feedback on various topics. If you want to express your thoughts on a specific matter, you can also use Officevibes virtual Suggestion Box.

[2]

Heres an example of Officevibes Survey questions.

How anonymity works in Officevibe

Answers to Survey Questions

We believe that anonymous Surveys help create a safe space to share our honest thoughts.

To preserve user anonymity, the answers of all members of a team, for a specific subject, are aggregated and then converted into scores. These scores are presented to managers in Officevibe Reports.

Scores for the entire organization are available to all managers. However, scores and Reports for a specific group are visible only to managers who have access to view them.

Through these Reports, managers can identify opportunities, strengths, and challenges within their team and can act accordingly. The intention is always to have a positive impact on your work environment and your organizations culture. For example, if the level of stress is a problem for the team, this will be reflected in the managers Officevibe Report. By being aware of this issue, the manager will be able to discuss it with the team and take action to improve the situation.

The Engagement Report

The data that is collected through our Survey questions is aggregated and presented to managers in a powerful, yet simple Engagement Report. It presents a global Engagement score as well as a score for each of the 10 key Metrics.

This is an example of the Officevibe Engagement Report. You can see the overall Engagement score as well as scores for each of the 10 Officevibe Engagement Metrics.

To protect your anonymity, Reports are not visible to managers if the group contains fewer than 3 participants. Moreover, regardless of the size of the group, a score for a Metric is only visible when there are at least 3 responses from 3 distinct users over the last 3 months.

The Feedback Report

As mentioned previously, one of the Survey questions is open-ended, giving you the opportunity to share written Feedback on various topics. If you want to express your thoughts on a specific matter, you can do so by using Officevibes virtual Suggestion Box.

Whether youre sharing Feedback through a follow-up question, the virtual Suggestion Box or responding to a Custom Poll [1], you have the option to choose if you want to be anonymous or not.

This is an example of a follow-up question.

It's important that you know that your feedback isanonymous by defaultin Officevibe. You can change the settingto show your identity if you wish to do so, for every piece of Feedback you share. This said, this flexibility also comes with the responsibility of voicing your opinions and concerns respectfully.

Managers see Feedbacklisted in a Feedback Page and present only Feedbackthey'reallowed to see. They seethatit comes fromAnonymous Employeeunless you choose to have your name displayed. If your feedback is non-anonymous, your manager will see your name next to your it. Whether anonymous or not, a Feedback can be replied to by any manager who access to it.

This is an example of Feedback shared in Anonymous mode.

When a manager replies to your feedback, you will receive a notification and can continue the conversation as needed. Once again, your nameisn'tdisplayed unless you decideotherwise, and of course you can decide throughout the conversation to show your identity if you wish to do so.

In this screenshot, you can see that the employees comment is anonymous but the person responding to the comment their manager is not and will never be.

The different types of Feedback and Rules

As rules are slightly different for each type, Feedback coming from a follow-up question or the Suggestion Box are displayed in one section of the platform and those coming from a Custom Polls are displayed in another section. Feedback which you have submitted yourself will be displayed separately under 'My Feedback'.

In this screenshot, you can see in the Sidebar on the left that Feedback is split into three sections: Officevibe Surveys. Custom Polls and My Feedback. You will also notice that the Feedback Report contains both anonymous and non-anonymous feedback.

Anonymity rules can definitely be a dry read (trust us, we've been there!), so we did our best to break it down in the most digestible and simple manner.

The guiding principle behind these anonymity rules is to provide access to a maximum amount of Feedback to allow management to take action while still protecting user anonymity. It's a balancing act.

Feedback from Follow-up questions and the Suggestion Box

Anonymous Feedback coming from a follow-up question or the Suggestion Box is only visibleif a group is composed of at least 5 users.

If an anonymous Feedback has already been viewed and the group falls below 5 users, it will remain visible as this constitutes an ongoing conversation.

This said, any new anonymous Feedback that is given will be hidden as long as the group is not composed of 5 users.

Finally, Feedback that is non-anonymous is always visible.

Feedback from Custom Polls

Anonymous Feedback coming from a Custom Poll is only visible when the Custom Poll targets [2] at least 5 users.

If an anonymous Feedback has already been viewed and the target group falls below 5 users, it will remain visible as this constitutes an ongoing conversation.

However, any new anonymous Feedback will be hidden until the target group reaches 5 users.

Finally, Feedback that is non-anonymous is always visible.

Whocan see myFeedback?

Your direct Manager sees your Feedback, based on the rules we've explained above.It is possible for other individuals inside your organization to see your Feedback, depending on permissions assigned by your organization in Officevibe. As an example, someone in the Human Resources department might have permission to view Feedback and Reports across the company, just like a VP or CEO.

As this reality differs from one organization to another, we invite you to discuss this matter with the appropriateperson at your organization so that you can get an accurate understanding of your organization's setup in Officevibe.

Personal Settings

When adding youas a user inOfficevibe,your organization will inputsome of your personal informationinto the platform. This includes:

Your first and last name

Your email address

Your job title

Your group information

Your profile picture

Status& Participation

Your participation and input are key to improve your workplace -- after all if your input isn't being considered, improvements may be limited. Therefore, when you stop answering Officevibe Surveys for more than 30 days, your status switches from active to inactive on the platform.

Only someone from your organization with an Admin role in Officevibe can see this active/inactive status. Therefore, the Admin user may gently remind you to participate in your weekly Survey. The information they have is in no way related to your answers or your Feedback. The objective is strictly to encourage you to continue sharing your opinion.

Managers can see that some users in their group are inactive but they cannot know who these users are.

How does Officevibe handle my data?

All your data is stored on secure servers and is protected by strict rules and protocols. When handling any customer data, we're mindful of your privacy.

Further, it's important to note that your Employer isgoverned by Terms and Conditions that protect your identity when sharing feedback in anonymous mode. These T&Cs ensure that your Employer is using the platform appropriately and ethically.

Conclusion

We hope weve been able answer your questions with this article.

If youre ever curious to know more about Officevibe or concerned about how our tool works, please drop us a line at [email protected].

You can also connect with your Admin at any point if you have questions about Officevibe.

_____________________________________________________________________

[1] Custom Polls present questions that are written by your organization and sent by your organization or by your manager. These questions, which are specific to your organization, are added after your regular Officevibe Survey questions or sent separately.

The target includes all current users of the group targeted by a Custom Poll as well as any user who answered the Custom Poll but who is no longer part of the target group (the user would have answered the Custom Poll before leaving the group, thus being part of the target group).

There's no secret nor grand scheme to how this is possible. However, it's important to understand that Performance and Engagement aren't two separate entities but rather feed off each other in helping to accomplish goals.

Based on the science of employee engagement and performance management, our platform focuses on helping managers connect with their teams and helps increating a human-centred workplace that has become crucial to building and retaining your competitive edge.

If you're looking for the easy breakdown of how this has been accomplished, you can refer to this simple One-Pager on how to Engage your people while increasing Increase performance.

How to Connect the Dots Between Performance and Engagement

Have we piqued your curiosity? Well, there's a lot of where that came from and you're more than welcome to dive in and learn more onin order to improve your employees' overall Engagement.

This powerful reportempowers managersbyallowing them to pinpoint their teams strengths, and identify opportunities for improvement right at their fingertips!

How is this achieved? By displaying all of Officevibe's Survey questions and how employees have responded to them - anonymously of course! This provides you with an in-depth understanding of how your team is doing across all dimensions. Pretty neat, right?

To access the QuestionsReport, head over to Reports - Question.Now let's get into how to actually use this report!

Understanding the Report

Step #1: Choosing a Metric

When you access the report, the first thing youll see is what our Product Designers like to call a Stacked Buttons Bar. Wenon-product designing folk simply refer to it as the 'Metrics Bar'. It allows you to filter the Survey questions by Metric. Here's a peek at what it looks like:

Once you've selected one of the Metrics from the aforementioned 'Metrics Bar', the report is broken down into Sub-metrics and all the Survey questions relating to them are displayed, as well as the results associated with those questions. We're keeping things organized, allowing you to only view the data you want to view! You can see what we've described in the image below:

Note: For results to display, a minimum of 1response is needed. All results are based on responses given within the past 6months. If there are not enough responses yet, the bar will indicate that there is "Not Enough Data".

Step #2: Analysis and Reliability of Results

We like to keep things simple so we've colour-coded the results to give you a visual representation of the dispersion of responses. Each colour represents a possible answer to the question. By hovering your mouse overthe different colours in the Results bar, you'll be able to see the type of response and percentage of employees who chose that answer.

Note: Results are displayed in percentages and total 100% (when rounded up).

To get a comprehensive look into how a response to each type of Survey question is categorized in the Question report, you can see the type of question asked on the left hand side of the question and can then click on the blue Explore Question Types link to find out more. A tool tip will pop-up with a detailed description of the types of Survey questions and how we categorized their possible responses on a standardized scale for this report.

Reliability

We're all about accurate and reliable data at Officevibe and that's why we've added Reliability rates to the Question report.Meant to empower managers withtrustworthy data, reliability rates also allow them to quickly identify trends and determine which ones require closer attention.

The Reliability rates can be found next to the Results bar and they can go from Low to High.

Below indicates what constitutes ahigh reliability rate (validated by our Data Scientists):

If there are less than 60 employees in your audience: At least 50% of employees have responded to the question.

If there are more than 60 employees in your audience: At least 30 employees in the group have responded to the question.

If you have less answers (data points) than described above, then the Reliability rate will be low. A low reliability rate means you should take a step back as a manager and wait before making any decisions based on this data.

If you're curious about our 10 Key Metrics of Engagement, which this report explores, we've attached a document below that describes them in detail.

Now have a go at it and enjoy all this detailed data!

By now, you must be familiar with our 10 Employee Engagement Metrics. When you start gathering sufficient data to notice trends, it's important to comprehendthe evolution of the Metrics, what they reflect and which ones to focus on.

Here's a step-by-step breakdown of how to make the best out of the information provided to you through Officevibe.

1. Understand the Evolution of the 10 Metrics

Officevibe provides you with three types of Reports:

The overall Engagement Reportfor your team as well as your whole organization.

The Group Comparison Report, which allows you to see and compare the score for everyMetric across each group.

The Variation view where you get to see the evolution of each Metric for each group for a specific period of time.

In order to break down data and understand the evolution of the 10 Key Metrics per groups, we recommend using the Variation view. Click on Report - Group Comparison - Variation. From there you can specify the period of time you want (custom date range). Usually, over a three month period, you get a good insight of how the Metrics evolved during that period. You can also select multiple groups to compare from the top right corner filter.

constructive feedback

In the breakdown of the Metrics per groups, you see color. Red means the metric has gone down during the specified period and Green means it went up.

2. Choose One Metric to Work on

You've probably noticed that some Metrics are closer to the employee than other (e.g. relationship with the managers VS company alignment). Research shows that the closer we get to the employee, the more impact we have on their engagement. Thus, if you see multiple areas of opportunities for a group, we recommend you start with those which link to the Relationships with Managers/with Peers, Feedback or Recognition.

3. Set a Goal

An individual can be engaged on a personal level, but to get the most impact on performance, you will need to engage a certain amount of team members. We noticed a score of 7.5 on the scale makes it so thatimpact on performance is highest. The effect on performance past 7.5 is exponential.

To set the goal, click on the desired Metric toaccess the Sub-metrics within that Metric.

When setting the goal you should make sure to make it SMART:

S - specific, significant, stretching

M - measurable, meaningful, motivational

A - agreed upon, attainable, achievable, acceptable, action-oriented

R - realistic, relevant, reasonable, rewarding, results-oriented

T - time-based, time-bound, timely, tangible, trackable

4. Develop an Action Plan

Developing an action plan is one thing, but making sure that these actions bring change in your organization is another. We recommend involving:

1. The Employees

A participatory approach is the best way to ensure people will change their behaviours. If they find a solution, there is a betterchance they will implement it because they already accepted it.

You could, for example, create a small workshop session where small groups of employees work together to brainstorm solutions to achieve the goal. Then, each group present their ideas and together you can select 3 that will be implemented.

2. The Senior Leaders of the Organization

The support of leaders in the organization that have the influence to push decisions is a critical success factor for change. Make sure that you will be supported as a leader to implement the change and achieve your goal. Because of their credibility, leaders act as champions of change by communicating the vision, underlying the legitimacy of changing and providingresources they have access to if needed.

Don't worry if you have difficulties finding ideas.

We have a lot of blog articles to inspire you!

5. Reinforce the Desired Behaviours

Soyouhave set the goal and defined the road to get there, but your job is not yet done.

You will have to reinforce the desired behaviours. For example, if your team decides that 4 small team building activities during lunch time each month for a period of three months is the desired behaviour toincrease the relationship with colleagues, make sure to schedule some time for it.

We have prepared two complete guides to help you reinforce change.

1.How to give recognition ?

2. How to deliver ?

6. Celebrate

Great, you managed to increase the desired Metric!

Now it's time to celebrate this success with your team. Underline the efforts madeby everyone and remind them what it was like before implementing those changes.

This will help you for your next action plan :)

Inviting users intoOfficevibeall the while setting up the reporting structure you need is the mostimportantpart of theonboarding process. Itsalsoprobably why its the most labour-intensive.However, doing thispartright will set you up for success in the long run. It can seemdauntingbut youll see thatits simpler than it looks!

This guide has for objective to break down every stepof this process, allowing you complete autonomy in the set-up of your team/organizationsOfficevibeaccount.

The method youll be using is called Bulk Uploading. This means that youll be creating a spreadsheet (csv file) containing specific information and uploading it directly toOfficevibe. By uploading this spreadsheet, youll be completing two actionsat once:

Creating and inviting your users (employees) intoOfficevibe

Creating teams and assigning those users to them automatically

Note: This method will also include some manual work withinOfficevibedirectly, before and after the uploading process.Here's how to create and fill-in your file to ensure that the import is successful. We have attached a sample .csv file below to help you create your own (this version is saved as an Excel document, however the uploaded version must be via CSV).

Note: This is only available in the Premium version of Officevibe.

How To:

1. Create your .csv file

If you don't have the file ready, you can go ahead and create your .csv fileas shown below.

The input data must be formatted this way:<email>, <firstname>, <lastname>, <jobtitle>, <imageUrl> <group1>, <group2>,,<groupN>

Fields in bold are required;

The email field must be a valid email format;

There is no restriction on the allowed email domains;

Spaces before and after fields will be removed automatically;

The group, first and last name fields are limited to 50 characters

The job title field is limited to 255 characters.

https://app.officevibe.com/api#/import

In excel, you can save a CSV by doing Save As and selecting the CSV option from the dialog:

2.Uploading Your .CSV File

Upload your .csv file using this link:

Make sure you are logged into your account when you access this link. You'll only be able to complete this action if you're an Administrator on the account.

Note: This will also upload employees who have personal email addresses instead of corporate email addresses.

Once this file is uploaded, the system will immediately send an invite to the employees that they'll need to accept. They won't be considered as part of the platform until they accept the invitation. If they were already in the system with the same email, a new invite will notbe sent.

Meanwhile, you can review their status in Manage - Users under the Invited tab. Once they've accepted the invitation, they will be listed under the Active tab.

To invite new employees to the platform, simply repeat the same steps above.

Note:Do not check any of the two boxes when importing unless you want to perform any of the actions below.

3.Replacing Existing Groups

By ticking the first optional checkbox before uploading your file, you can choose to replace your existing groups so they reflect your imported file:

This operation is useful if you want to recreate a group with a list of employees from scratch. It will remove all the previously included employees and assign those included in the imported file to the group. Note that any groups omitted from the imported file will be left untouched. If the intent was to delete them, do it manually through Manage - Groups - Edit - Delete at the bottom.

4.Deactivating or Reactivating Employees

By ticking the second optional checkbox before uploading your file, the system will deactivate all the employees currently active from your company in Officevibe that are not present in the uploaded file. If the employee present in the file is already deactivated in Officevibe, the system will reactivate this employee.

IMPORTANT:Using this feature will not remove or any existing Survey or Custom Poll responses or any feedback left.

Everyone invited to Officevibe has their own profile. You can edit their personal info, their role in Officevibe or even manage in which groups they belong. To get started, click into the Manage - Users section on the left-hand menu and the Edit for the appropriate User.Note: If your organisation has chosen to automate user management through an integration, some of these editable features may be restricted to you. You will need to reach out to your account administrator for assistance.

Edit User Information

Basic Information

In this section, you can edit, add or delete a profile picture, confirm which email address is being used in Officevibe, and edit personal info. You can also know when the User was first invited to join Officevibe. If you're an Admin, you can removeUsers.

User Roles and Access Rights

Attributes

In this section, if your company has Smart Groups set up, you will be able to select the correct Attributes in the dropdown for employees to go into the correct groups. This tab is only viewable to Admins and Company Managers.

Roles & Groups

In this section, you can confirm which group the user is part ofand their role in that group. This section is also where you can assign the role of Company Manager or Admin to a user. You simply toggle the slider to the left or to the right. To know how to assign the role of Group Manager, take a look at our article about Creating and Managing your Groups.

To read-up on the different access levels possible in Officevibe, hop on over to this article:.

Once you've made the necessary changes, you simply need to click on the green Update User button at the bottom of the screen.

Status

On the right side of each User's profile, you have the ability to confirm if employees areactively completing surveys or not. There are five possible statuses:

Active (visible to Admins only): Someone who's answered at least one Survey question in the past 30 days

Inactive (visible to Admins only): Someonebecomes inactive when they have not answered at least one Survey question for the last 30 days

In-App (visible to Company/Group Managers): All employees who are either answering the questions on an ongoing basis (active) mixed with those who have not answered a survey question in the past 30 days (inactive)

Invited: Someone who received an invitation to join Officevibe but has yet to accept

Removed: Someone who's removed from Officevibe (no longer receiving Surveys)

Note: The Created column are only for those clients who sync with BambooHR or have a Custom API integration or script set up with Officevibe.

Contact Inactive or InvitedEmployees

Contact Inactive Employees

Admins and Managers have the ability to contact Inactive employees to remind them to participate.

Note: Only Admins of the account will have separate columns for Active and Inactive Users and will be able to check the box and send reminders to specific employees. If you are set up as a Company Manager or Group Manager, your Active and Inactive Users will be combined in the In-App column and you will see the total number, as well as the amount of active and inactive Users and their names, however, will not be able to see individual statuses. By clicking on the Send Reminder button, you will not know who the reminder is being sent to, however, an email will go to all Inactive employees behind the scenes. To avoid sending too many reminders, a reminder will not be sent if one was already sent in the past 14 days.

Admin View

Company/Group Manager View

Contact InvitedEmployees

An Invitedemployee is someone who got invited to Officevibe and has yet to acceptthe invite. As an Admin, Company or Group Manager, you can also contact these employees via the Officevibe platform to remind them to accept your invitation.

By checking off the name of an employee, you'll have the ability to contact them using the blue''Send Reminder''. An email template gets generated for you to send out. You can edit it any way you want!

Note: Only Admins have the ability to invite an employee to the account. Once an Admin has invited them, if they are a member of your group, they will appear under your Invited tab and you can then send them a reminder accordingly. If you wish for your managers to be able to invite employees, as the Admin, you can send an email to the Support team and we can turn on this permission behind the scenes.

Thinking of launching Officevibe? You may want to validate with your IT team that Officevibe is compatible with your company's systems.

Here are some things to verify before launching Officevibe:

Officevibe Emails

As Officevibe will primarily use email as a method of contact with your employees, you need to ensure that Officevibe emails are recognized as secure in order not to be labeled as spam or blocked.

First, make sure to add the following IP to your email provider: 198.2.134.77

Add senders to your email provider whitelist - Officevibe may send emails from the following addresses :

[email protected]

[email protected]

[email protected]

[email protected]

s [email protected]

Also, please confirm whether you have an Anti-Phishing software activated for your organisation as this could also affect the access links provided in the Officevibe emails.

Supported Browsers and Technology

IE10 and older versions of the browser are not supported as they don't have TLS 1.2 enabled by default.

Note thatOfficevibe uses cookies and they need to be enabled on your internet browser.

These are the browsers we officially support:

Internet Explorer 11

Microsoft Edge (Latest)

Chrome (Latest)

Firefox (Latest)

Safari (Latest)

Still having trouble?

Try to reset your password here. Remember that your username is your email address.

https://app.officevibe.com/#/reset

In Officevibe, you can create groups to measure Employee Engagement based on location, department, reporting managers, age groups, etc. The possibilities are endless, especially considering employees can belong to multiple groups!

Note: In order to filter results and feedback by the groups created, you will need to be on the paying/premium version of Officevibe. You can always create groups in the Free version and then email the Support team to either upgrade or put you on a 30-day free trial to try out the group functionality within the system

How To:

Add New Groups

To create groups manually and one at a time, you will need to head to Manage - Groups. You can go ahead andclick on the blue Create Group button.

Terms & Conditions

Once you've clicked on Create Group, you will have the option to choose between creating a Smart Group or a Manual group. See our article on Smart Groups to know more about this option!

Add Membersto a Group

In order to add a user to a group, you will need to head to Manage - Groups and select the group you are looking to edit. In the Members tab, you simply type in the name of a user to add them to the group and than click on the green Update Group button in the bottom right-hand corner of the screen.

Note:For a Group Manager to be able to view quantitative data, the group will need to contain a minimum of 3 users. To have access to the anonymous feedback left by a group, the minimum requirement is 5 members in a group.

Note: There are options in Officevibe that allow you to create groups and assign users in bulk, such as through the upload of a CSV file or through an integration. Reach out to our support team if you are unsure of what would work for you!

Assign or Remove Group Managers

To assign a user as a Manager of a group, you need to select the Managers tab within the group itself. Once there, you can simply type in the user's name. When the name appears, you simply need to click on Update Group. This update will automatically dispatch an email to the Manager, advising them that they have been given access to the results of a team.

A best practice is not to include the Manager of the team as a member as their responses will impact the results.Having them simply as a Manager is sufficient for them to have access to the data. They'll be able to review and answer Feedback and as well as analyze reports only for the groups they manage and not for the overall organization. A Manager can be assigned to more than one group.

To remove a manager, simply press on the X next to their name and click Update Group again.

Remove Members

Members can be removed from a group simply by clicking on the red Remove button.

Delete Groups

Groups can be deleted completelyby going to Groups - Edit next to the group's name and clicking on the red Delete Group link at the bottom.

Note:Deleting a group will permanently cause all scores and Feedback related to that group to be deleted. If employees are members of other groups, their scores and Feedback will remain for those groups.

Important:Officevibe has strictrules in place to preserve the anonymity of employees who choose to share Feedback.The possibility of having employees be a part of several groupscould, if misused, compromise anonymity as Feedback will be displayed in each group a single person belongs to.

When creating your groups, please keep in mind that employees' feedback could be viewed by someone who has access to the data for all groups and they may be able to identify who wrote the feedback by filtering comments by group.When an employer agrees to ourthey commit to use the platform appropriately and in an ethical manner. Using the Group feature to identify the author of a piece of Feedback would qualify as a misuse and be against our T&Cs.

All employeeshave the following options when it comes to how they would like to receive their Surveys:

Via business email

Via personal email

Via text message

Via Slack (only if activated by Admin)

Note:Each employee is able to select their preference - this is not a setting which must be chosen at a company level, nor can it be altered by an Admin or manager.

Selecting Your Preferred Method

Option 1:

At any time, you are able to edit your preferred day, time period and delivery method under your Personal Settings. In order to access this section, click on your name in the top navigation bar and Personal Settings and then click on the Communications tab.

Note: If no preferences are selected, your Survey will be sent on a random day and time of the work week and via the preferred delivery method of your company (invitation email address or Slack). If your company is set up with Slack messages, the survey delivery method cannot be changed.

Option 2:

Once you have completed your Survey, you can click on Edit Settings to be brought into your Personal Settings above and select your preferences.

Note:You will have the option to update the delivery method at the end of each Survey.

Delivery Options

i.Business Email

This is the default option. When youfirst accept yourinvite, youwill begin receiving yourSurveys to your business email (or the email your Admin set you up with in the system). The first question of the week will come to yourinbox, youwill select yourresponse and will automatically be logged in to complete the rest of the questions.

ii. Personal Email

If you prefer to receive your Surveys to a personal email (Gmail, Hotmail), you can select this option and will then need to enter your email address.The first question of the week will cometo yourinbox,youwill select yourresponse and will automatically be logged in to complete the rest of the questions.

iii. Text Message

If you prefer to receive your Surveys via text message, you can select this option and will then need to enter your cell phone number.

iv. Slack

Instead of having surveys sent via the methods listed above, you can opt for them to be sent via Slack. You will need to be an administrator of Officevibe and of your organisation's Slack environment to activate this option.

In order to set up Slack Survey Delivery, go to Integrations - Survey Delivery tab and click on Configure. You will need to log in first to Slack and then activate the Slack Survey Delivery by clicking on the Activate button. Activating this will automatically switch all users preferred method to Slack. If a user doesn't want to use Slack as a delivery method, they will be able to change it in their Personal Settings.

IMPORTANT: Please make sure that you are NOT in the User Provisioning tab as that will instead activate a synchronisation between your Slack environment and Officevibe.

If you do have a sync set up with Slack, the Survey Delivery will already be configured and will appear under the Already configured column. With this, you can just click on the View Settings button to activate.

Note:If someone's email doesn't match in Officevibe and in Slack, questions will be sent to the user's default setting.

Reset to Company Default

Admins, Company Managers and Group Managers have the option to reset a User's profile to match their company preference. The company preference is either the email that employees got invited with (can be business or personal)or Slack. By clicking into an employee's profile (Manage - Users - Edit next to their name) and clicking on the Reset to Default button, this will change the survey delivery method to the method chosen by your company.

Note:Admins, Company Managers and Group Managers cannot choose the preferred method for any employee, they can just choose to set it back to their company's preferred method, however the employee can always choose to change it back by themselves when they receive their next Survey.

With this Slack integration, you can easily add new employees, remove employees who left the company and automatically have your groups synced.

How To:

1. Connect with Slack

Go into the Integrations section, and to the right of Slack under the Provisioning tab, click on the Configure button. You will then log in to Slack. You will then be asked to authorize Leo (the Officevibe Bot). If your company uses several workspaces, do not fear - you can create the sync with multiple workspaces as Slack Enterprise Grid is available!

Note: If the log in is not working, please review your permissions as you must be an admin of the Slack account.

2. Invite Groups from Slack

You can either choose to invite Everyone who is in Slack to Officevibe or select specific Slack channels.

3. Link Officevibe Groups with Slack Channels (optional)

If you create groups in Officevibe, you can then map them to your existing Slack channels so new employees can automatically be added to the appropriate Officevibe groups and if an employee is removed in Slack, they will then be removed from the Officevibe group. To do so, enter the Slack channel name in the box.

Note: You must first create your Officevibe groups in the Manage - Groups - Create Group section and then come here to map them out.

Note:Multi-Channel and Single-Channel Guests will not be synched - only regular Users.

4. Turn on the Daily Sync

You're now all set to turn on the Daily Sync. To do so, you will click on the Save & Activate button at the bottom. The sync will then run the next day.

Note: If you prefer to activate the sync right away without waiting for it to run, you are able to manually push the sync by clicking on the Start Synchronization button.This activation causes invites to be sent to those you set up in the sync.

Note: A sync can always be deactivated by clicking on the View Settings button and selecting the Deactivate button at the bottom.

5. Slack Single Sign On (optional)

If you wish for your employees to be able to click on the Slack button when logging in to be able to automatically log in with their Slack credentials, you are able to activate Single Sign On. If you have already logged in to your Slack account, you will simple click on the Single Sign On tab and the Activate button.

Note: Your employees will still be able to log in manually even if the SSO option is set up.

6. Survey Delivery (optional)

Instead of having surveys sent via email to employees, you can opt for them to be sent via Slack.

In order to set up Slack survey delivery, go to Integrations - Survey Delivery tab and click on Configure. If you have already set up the sync, you can click on the Activate button. If you don't want the daily Slack sync, you will need to log in first to Slack and then activate the Slack survey delivery by clicking on the Activate button.

If you already have a sync set up with Slack, the survey delivery will already be configured and will appear under the Already configured column. With this, you can just click on the View Settings button to activate.

Note: If someone's email doesn't match in Officevibe and in Slack, questions will be sent to the user's default setting.

7. Feedback Notifications (optional)

If you don't want to miss any new feedback coming in, you can have them posted to a channel. Simply select the channel where you'd like to see the feedback get posted and map it to the correct group in Officevibe.

In order to set up Feedback Notifications, go to Integrations - Feedback Notifications tab and click on Configure. If you have already set up the sync, you can type in the name of the Slack channel in the box and click on the Save & Activate button. If you don't want the daily Slack sync, you will need to log in first to Slack and then activate the Slack feedback notifications by entering the Slack channels and clicking on the Save & Activate button.

If you already have a sync set up with Slack, the feedback notifications will already be configured and will appear under the Already configured column. With this, you can just click on the View Settings button, enter the Slack channels and activate.

Note: When setting up Slack Feedback Notifications, we recommend adding private Slack channels to make sure the anonymity of the Feedback left is protected. In either case, we ask that you ensure that the members in the Slack channel should all be seeing Feedback left from that group. Any time Feedback is left, it will appear like the below in the specified channel.

8. Inviting a Private Channel

If you need to invite Leo, the Officevibe Bot to a private Slack channel, an@leo will do the trick!

From interpreting data to implementing solutions for the team,it's no secret that managers may feel isolated as they attempt to understand how their team feels while keeping engagement levels high. However, this is not solely their responsibility.After all,improving a teams engagement and performance lies in the hands of each member. All for one and all that jazz!

To help employees feel more involved and to help managers feel less alone, we've made it simple for managerstoshareOfficeviberesultswith their team.

By now, you probably want to know how to get started, right? We're also impatient so here goes!

1. What Can You Share

Managers (both Company Managers and Group Managers)have the option to share the Engagement Report with all teammembers who belong to the group being shared (if there is a main group with sub-groups within it and the main group is being shared, the members will only see scores from the main group and must belong to this main group to see the results). The Engagement Report includes the main page with the overall Engagement, the overview of the 10 Key Metrics, and the eNPS. The sub-reports for each individual Metric and Sub-Metrics will also be accessible to employees. We're big believers of "sharing is caring"!

If you are a Company Manager, you can share the All Company Engagement Report with every employee, but you can also share any group's Engagement report with the members of that group.

If you are a Group Manager, you can choose to share your Engagement report with your team whenever you like.

Note: Other reports like the Question Report, the Group Comparison Report and the Benchmark Report cannot be shared.

2. How to Share Results

Should you choose to share the Engagement Report, head to Reports - Engagement and click on the blue Sharing Settings button. We strongly believe that data is empowering and by sharing Reports, employees will be driven to be apart of the solution.

here!

By doing so, you'll see a preview of what will be shared with employees. You'll also be shown how many employees will have access to the report. With great data comes great responsibility!

Once you've acknowledged who will see what, you can toggle Share this Report to the right (until toggle is blue) and click Save Settings.For any Report shared, a message will advise you that the Engagement Report is being shared at the top of the Report.

You can decide to stop sharing the Report at any time by clicking back on the Sharing Settings button and toggling Share this Report to the left (until toggle is greyed out). The Engagement Report will then no longer be visible to your employees.

Note:If you are set up as a Manager in the system, however are also a member of another group, you will have the ability to not only share Reports, but can also see any Reports that are shared with you for any group for which you are a member. To be able to view the Reports shared with you, go to Reports - Engagement, click on the All Company filter at the top and the 'Shared with me' link.

3. What Employees Will See

If you've chosen to share a Report, team members will see a new section appear in their account.When they log in, they'll see an Engagement tab in the left hand menu. We don't know about you, but shiny new things are exciting to us!

If your team is a sub-group part of a larger group structure, employees may be able to see the Reports for the larger team or department they are a part of by filtering the Report in the top right hand corner. Of course, this only occurs if the Managers of those larger groups have chosen to share Reports.

Note: In addition to seeing the Report being visible by logging in, employees will also have the option to view the Engagement Report (if it is shared) at the end of their Survey. They will have a View Report box they can click which will lead them directly to the section above.

4. What's In It For Managers

Visibility into the teams resultspromotesalignmentamong team members andencourages conversationsthat may otherwise not happen. We recommend sitting down with your team monthly to discuss results. Being transparent about what your strengths are as a team and what needs to be improved is important. The goal is to find solutions together.

Need some tips for discussingOfficeviberesults with your team? Click

We hope Data-nswers all your questions! (See what we did there?)

Important Note:If your account currently has a daily sync set up, we recommend deactivating the sync before updating the emails to avoid duplicates.

In order to change an employee's email address within your Officevibe account, you'll needto create a CSV file to make the necessary modifications.

We promise, this will be the easiest CSV file you'll ever create! Your file will only need to include two columns,column A and column B.

In column A, you'll input the user's old email address and in column B, the user's new email address. No headers, no additional info!

You will then upload it using the following link: https://app.officevibe.com/api#/changeuseremail

Note: This action can only be performed by an account Administrator and is only available in the Premium version of Officevibe. If you're using the free version, please email the Support team to make the update.

Simply stated, Benchmarkingis the practice of comparing one's business processes to the highest standards and best practices from other companies.

Although it can be difficult to compare yourself to others, you need to know where your company and team stand before you can map out your strategy for future growth. To help you with that, we've developed the Officevibe Benchmark Report.

Our Benchmark Report is a potent tool that allows you:

(1) to determine what and where improvements are needed

(2) to analyze how other organizations achieve their high performance levels

(3) to see how your company compares against others in the same industry

(4) to use this information to improve performance.

This Report offers you two types of benchmarking.The first is knowns as a strategic benchmark and it allows you to compare your organization to all other Officevibe customers in over 90 countries. This type of benchmarking is usefulwhen identifying and analyzing performance on a world-class scale asemployee motivation and engagement are driven by similar measures, regardless of the industry.The second is a competitivebenchmark that allows you to evaluate your position in your industry as well asidentify industry-leadership targets you may want to aim for. You can also choose to compare your position with other industries as well. The choice is yours!

Ok, enough teasing, let's jump in! To get started, click into Reports - Benchmark on the left hand menu.

First Look at the Benchmark Report

As you probably know by now, we like to keep things simple and if possible, colour-coordinated. For this Report, we've essentially created a grid that allows you to Benchmark your organization's Metric scores against allOfficevibe customers or only against Officevibe customers in one specific industry.

Here's a look at what we're taking about:

Company Settings

To make the Report easy to understand at first glance, we used semantic colours, ranging from orange for the lowest values, to green for the strongest values.

If you'd like to consult the Report with a focus on a specific industry, you will be able to select it in the dropdown menu at the top of the screen.

Note:To be able to use the Industry filter in the Benchmark Report, your organization's industry will need to be set in the account's Company Settings. Check-out this article for more on how to do this:.

Understanding the Report

All scores appear as percentiles, which shows you the relative standing of your score in relation to the scores of either all other companies using Officevibe or of those in a specific industry. Not only do you get to see how you compare in terms of overall Engagement, but you can also see a break down of how you rank across all of the 10 Key Metrics listed across the top.Your aim is to be in the highest percentile as it means you are part of the top scorers (highest: 100th, lowest: 1st).

You've also got the possibility of comparing a specific group's data to the whole organization or other groups, depending on your access level of course!

There are several ranks that attainable in the Officevibe Benchmark scale. We've created a handy tool for you to get to know the different Benchmark ranks:

When hovering your cursor over the percentile for a Metric, a pop-up will appear with:

- your current rank for this Metric

- the actual Metric score for the team you're viewing

- the average Metric score you are being compared to, depending on the type of benchmarking you've chosen (strategic or competitive).

In a nutshell, the Benchmark Report allows you to see how your organization compares to others using Officevibe, but also how each group within your organization measures up. The goal is to get an idea of where you are, determine where you want to go and start planning how you'll get there.

We like to think that success is a journey, not simply a destination and we believe this Report will help you choose the right path for your organization!

When you start using Officevibe, Feedback will be plentiful and may feel overwhelming to you. That being said, answering Feedback that comes in over the first 30 days is critical, whether its constructive or positive. Through your replies, youll be showing employees that their input matters and their participation is valuable.

Explain Officevibes position on Anonymity and address concerns regarding leaving Feedback. Officevibe provides a safe platform for employees to share their honest thoughts on topics that are sometimes hard to voice in face-to-face conversations. ( Officevibe & Anonymity )

Discuss the fact that managers and employees share the responsibility of enriching each conversation in Officevibe. Feedback is meant to be a dialogue.

Discuss your teams expectations about when Feedback will be replied to moving forward. Setting expectations together avoids employees feeling ignored if their Feedbackisn'tresponded to immediately. Officevibe recommends replying to Feedback at least once a week to avoid missing out on any sensitive information.

When replying to Feedback:

Think it through. Try your best not to answer Feedback impulsively. Take a step back and assume positive intent from the employee who wrote the Feedback. Try to understand the underlying message they are trying to convey.

Before providing explanations or possible solutions, acknowledge what the employee has said. It will go a long way towards making them feel heard.

Initiate a conversation by asking open-ended questions. Both yourself and your team share the responsibility of addressing issues through collaboration and rich dialogue.

Officevibe helps you measure Engagement through what we call the 10 Key Metrics of Engagement, factors that we've identified based on decades on studies have the highest impact on the Engagement of your employees and are backed by organizational development theories and endorsed by globally renowned thought leaders such as Deloitte, Gallup, Aon and more. The 10 Key Metrics are presented below.

Recognition

The Recognition Metric represents both the quality and the frequency of recognition employees receive.

Feedback

The Feedback Metric represents both the quality and the frequency of feedback that employees receive, as well as the consideration of their opinions and suggestions by the organization.

Happiness

The Happiness Metric represents the employees' level of happiness at work and their satisfaction with their work-life balance.

Personal Growth

The Personal Growth Metric represents the level of autonomy employees have, whether or notthey'reimproving their skills and if they believe in the bigger purpose of their role.

Satisfaction

The Satisfaction Metric represents how satisfied employees are with their compensation and benefits, their role inside the organization, as well as their overall work environment.

Wellness

The Wellness Metric represents the level of stress employees feel at work and how they perceive the organization's efforts towards promoting healthy life habits.

Ambassadorship

The Ambassadorship Metric represents the level of pride employees have towards the organization and if they would recommend their place of work to other people.

Relationship With Managers

The Relationship with Manager Metric represents trust, communication and collaboration between employees and their direct manager.

Relationship WithPeers

The Relationship with Peers Metric representstrust, communication and collaboration between peers.

Alignment

The Company Alignment Metric represents how employees align themselves within the organizations vision, mission and values, as well as what they think about the organizations commitment towards Ethics & Social Responsibility.

For a more in-depth look on our Metrics, Sub-metrics and to view some sample questions, take a look at the attached document.

The pulse survey approach that Officevibe utilizes is meant to provide Managers with continuous information about their teams state of mind. Instead of waiting for the results of a yearly company-wide survey, Managers using Officevibe can almost instantly know how employees are feeling and how motivated they are. In turn, this allows them to address immediately any situations or conflicts that may come up.

Officevibe Surveys regroup various types of questionsto increaseparticipation and keep your employees engaged.

Surveys containing a pre-set number of questions are sentevery week, every two weeks or monthly and are built froma poolof 120interactive and science-based questions that are sent out randomly to employees. You have no work to do, no questions to create or set up!

An Officevibe Survey traditionally takes less than a minute to complete and are sent out weekly, every two weeks or monthly, depending on your preference as an organization. This allows your organization to have real-time Reports on the level of Engagement.

As these questions are meant to give you an unbiased measure of the Engagement of your employees, they can't be modified.

Take a look at our Custom Polls article for more information on how to customize your Surveys!

How the Weekly Surveys are Built

With Officevibe, you have access to a database of 120science-based and interactive questions.These questions are all based on research done by Officevibe and specialists like Gallup, Deloitte, Towers-Watson, and more.

With Officevibe, you are measuring how employees feel based on the 10 Key Metrics of Engagement, which represent the 10 factors that have been proven to affect employees at work the most on a daily basis.

To learn more about the Metrics Officevibe measures, take a look at this article: The 10 Key Metrics of Engagement

We regularly review our database of questions andwe welcome any feedback!

The Different Types of Weekly Surveys

You will encounter different types of questions in the Surveys:

Multiple Choice

The Science Behind Officevibe!

Two-way Slider Opinion Scale

Opinion Scale

Star Rating

Likert Scale

Follow-up question

For one out of the 5, 10 or 20 questions, your employees will be prompted to leave feedback via a follow-up question.

For a more detailed look at the science behind Officevibe and how we measure Engagement and Motivation, take a look at this very detailed article:

Officevibe uses the 10 Key Metrics to measure Employee Engagement, encompassing everything required for an employee to be engaged at work. This means that every single one of our Survey questions relates to the 10 Key Metrics of Engagement. To provide an in-depth understand of your team's feelings, each Metric contains a set of Sub-metrics, ensuring the most accurate view of your data.

In every survey, your employees receive a set of questions related to the Sub-metrics. The answers to these questions are taken into account to calculate a score per Metric.Each weighted Metric then helps us calculate your team's overall Engagement score.

Every score is calculated based on the responses of the last 90 days. In Officevibe lingo, we call this "the rolling 90-day average"! You will also need a minimum of 3 responses for each Metric and Sub-metric to be able to view results.

We believe in your success and we want to provide you with insights to improve your organization! With that said, we have several great resources available to you on our website, like the Employee Engagement Guides.

These 7 guides will provide you with a deeper understanding of several subjects as well some some tips and tools to help you act on the Feedback you received through Officevibe.

Here's the list of guides you can look forward to consulting:

The Definitive Guide To Employee Feedback

The Complete Guide To Employee Recognition

The Complete Guide To Employee Onboarding

The Complete Guide To Employee Engagement

The Complete Guide To Employee Surveys

The Complete Guide To Leadership

The Complete Guide To Employee Net Promoter Score

Download the different guides here!

Officevibe pulse Surveys help you collect meaningful insights and honest feedback to help you proactively turn issues into conversations, and conversations into solutions. With short, weekly (bi-weekly or monthly), automated Surveys, we help Managers immediately identify areas of opportunity as well as their team's strengths. Just talking about it makes us feel like better leaders!Here's what you'll find out in this article:

How the Weekly Surveys are Built and Sent

What the Surveys Look Like

What Happens After the Survey

Let's jump right in!

1. How the Weekly Surveys are Built

We've created and curated a database of 120science-based and interactive questions.The Officevibe questions measure how employees feel based on the 10 Key Metrics of Engagement, which represent the 10 most important dimensions of life at work.

These Metrics were identified based on research done by Officevibe and specialists like Gallup, Deloitte, Towers-Watson, and more. For more on these Metrics, head to The 10 Key Metrics of Engagement.

A weekly Survey contains 5 questions and takes less than two minutes to complete. They can be sent weekly, every two weeks (10 questions) or monthly (20 questions), depending on your preference as an organization. A Pulse Survey implies that we are measuring the same things frequently. This means that Survey questions will come up again every 3-4 months because its important to be able to measure change and notice trends for every Metric.

We've also included the possibility for employees to choose not only when they receive their Surveys (day and time period) every week, but they can also choose the Survey delivery method, whether it be email, text message or Slack.Note: In order to paint an accurate picture of your organization or team as a whole, employees will not all be receiving the same survey questions. This helps provide you a complete picture of your team and also helps protect employee anonymity (Click here for more on Officevibe & Anonymity ).

2. What the Surveys Look LikeOfficevibe Surveys are meant to be simple, interactive and fun to do! We've included different types of questions, so employees can express themselves in various ways. Below, we've included several images that take you through the different types of questions.

Multiple Choice

The Science Behind Officevibe

Two-way Slider Opinion Scale

Opinion Scale

Star Rating

Likert Scale

Follow-up question

For one out of the 5 questions, your employees will be prompted to leave feedback via a follow-up question.

3. What comes after a Survey

So what happens once employees have answered their Officevibe questions? Great question! We've designed a Survey exit screen that allows employeesto contribute their opinion on topics that are relevant to them within their current context.

Heres what it looks like:

When they reach the Survey exit screen, employees are thanked for sharing their thoughts and reminded that they can choose on what day, at what time and in which language they can receive their surveys by clicking on Edit Settings.If employees want to leave additionalfeedback or suggestions, they can do so by clicking on "I'd like to share feedback or a suggestion". They can also choose to click on "I'd like to give my opinion on a specific topic". By doing this, they will be able to choose a topic for which they want to answer additional questions (5 questions to be exact). We show you what that looks like below:

With scoresfor Metrics beingcalculated over 90 days, a tool such as this can help managers obtain fresh data faster.

Given that employees hold the same weight under any given Metric, the ability to answer more questions will not give certain employees more weight than others. It will simply provide fresher and more up-to-date data. Additionally,Officevibeonly considers someones last response to a question within the last 6 months; therefore, an individual cannot be counted in twice.

Sharing the details of how we gather data and crunch those numbers is super important to us. Fora comprehensive recap of everything there is to know about the Officevibe approachtake a look at.

Security Assertion Markup Language (SAML) is a standard for logging users into applications based on their sessions in another context. Itallows users to log into multiple applications with one set of credentials.This single sign-on (SSO) login standard has significant advantages over logging in using ausername/password:

No need to type incredentials

No need to remember and update passwords

No weakpasswords

Most organizations already know the identity of users because they are logged into their Active Directory domain or intranet. It makes sense to use this information to log users into Officevibe.

SAML is very powerful and flexible, but the specification can be quite a handful. Our Engineering team will assist with the Configuration.

Configuration Requirements

You will have to create an application in the IDP (Identity Provider) with the configuration of our SP (Service Provider) to offer SAML authentication to your users.

Authentication requests must be signed with the SHA-256 algorithm. We do not support SHA-1 since it is too vulnerable to attacks.

Our SP configurations:

EntityId: https://app.officevibe.com (or other depending in the environment)

Assertion Consumer Service Url (ACS): https://app.officevibe.com/auth/saml2/Acs (or other depending on the environment).

You will have to provide the user's email during SAML authentication. The name of the claim to include for the email is: http://schemas.xmlsoap.org/ws/2005/05/identity/claims/emailaddress

Here's the URL for our metadata (XML file):

Production: https://app.officevibe.com/auth/saml2/

Sandbox: https://sandbox.officevibe.com/auth/saml2/

Here is the information our Engineering team will need to assist you with the setup:

Information

Description

Example

networkName

Name of the network in Officevibe

MyCompany.com

entityId

IDP parameter

https://app.onelogin.com/saml/metadata/698260

SSO url

IDP parameter

https://officevibe-dev.onelogin.com/trust/saml2/http-post/sso/698260

Limitations

We only support SAML 2.0

We only support the IDP Initiated flow (there is no user-friendly URL to authenticate users)

There is no Single Log Out (a user logging out of OV will not be logged out of the system doing the SAML authentication)

Authentication requests must be signed with the SHA-256 algorithm.

Cost

One-time fee that covers the setup: $3000 USD

Other SSO options:

Syncing with Office 365 / Active Directory

Syncing with Slack

Syncing with Google

Syncing with Yammer

Officevibe offers you the possibility to create a customized integration between your HRMS and your Officevibe account. This is an ideal solution if your organizational context requires you to have additional control and flexibility when managing your users and their segmentation. This solution is particularly helpful when mapping complex organizational structures.

IMPORTANT NOTICES:

Beforerunning the Custom Integration, please contact [email protected].

If you are looking for a way to pull information from Officevibe, please visit api.officevibe.com.

Built as a script that runs from your infrastructure, it will require a set of three CSV files to be pushed through a secure HTTP connection to Officevibe, allowing you to fully configure all users, groups and permissions all in one go!The process can be run manually, but is engineered to enable automation of the user synchronization process.

Note: This integration requires some advanced technical knowledge that includes programming and software coding capabilities. The person in charge will need to be assigned as an administrator of the Officevibe account.

Below is a guide to set up the APIintegration with Officevibe.

How To:

Step #1: Enabling the Custom Integration

You will need to go to the Admin - Integrations section and click on Configure next to the Custom Integration (API) option.

This will lead you to a screen where you'll be able to generate an API key to use with the Enterprise Sync Tool (see image below).

Once you've copied the API key, click the Save & Activate button to launch the Custom Integration Tool.

Note: By default, attempts to synchronize users via the script will fail, even with a valid API key, unless the Custom Integration provisioning is activated.

Step #2: Creating and Configuring the Environment

In order to run the script, there will need to bean instance of Windows that can execute a Powershell script and can reach the app.officevibe.com domain on the secure HTTP (443) port. You can extract OV_EnterpriseSyncTool.zip to a folder of your choosing. We will assume C:\OV_Sync.

Contents of the package:

json

sandbox-config.json

ps1

Data

users.csv

groups-mapping.csv

groups.csv

Modules

PS.SyncSDK.psd1

PS.SyncSDK.psm1

Step #3: Configuring the Enterprise Sync Tool

The configuration of the synchronization process is done through the config.json file at the root folder of the tool (C:\OV_Sync\config.json). Theimportant parameters within the file are the following:

a. "ApiKey": This is the API key you generated in the previous step. If you generate a new API key, you will need to modify the script with the new value.

b. "SyncManagerEmail": This optional field allows you to specify an email address where a notification will be sent should there be an error while processing the synchronization.Any email address can be used for this field, it does not need to be one linked to Officevibe.c. The files you want to sync(more info in Step #4 below)

"UsersCsv": "./Data/users.csv",

"GroupsCsv": "./Data/groups.csv",

"MappingCsv": "./Data/groups-mapping.csv"

d. "InviteNewUsers": When set totrue, this flag will automate the process of sending out the invitations to employees to join Officevibe, instead of having to manually invite employees within the App. This is useful for incremental operations where new employees or other changes should be automated.

Note:This should be used with caution, as setting it to TRUE can potentially send hundreds or thousands of invites on initial imports.

In addition, if you wish to put the three files mentioned in step 3 in a different location, or set them with a different name, you can also set the appropriate values within this section.

Step #4: Exporting Data from your HRMS to the CSV files

If you open the three sample files provided in the Data folder (samples attached below), you will see CSV files. These files use a CSV format, separated by commas, escaped with double quotes, with a header line, encoded in UTF-8. You will need to generate these three files from your HRMS and drop the resulting files in the location you configured in config.json.

Note: All the IDs specified below can be alphanumeric.

The files contain the following information:

users.csv:This file contains basic user information. The key identifier for Officevibe is theemail address. This is also where you can set fields like first name, last name, job title, and language Creating new users is done by adding a line, and removing a user is done by removing a line. Acceptable values for language are:

English

Franais

Espaol

Portugus

Deutsche

Note: If you configured user Attributes in Officevibe, you can populate the Attribute values for every user by adding columns to the CSV file, one for every Attribute. The column header will need to contain the Attribute name, and each line will specify the value for each user. You will need to configure theAttributes in Officevibe before assigning values through the Custom Integration tool and will need to ensure that the Attributes names are a perfect match.

groups.csv:This file contains basic group definitions, with an ID and a name. This allows for a group to be renamed without consequence as the ID is preserved. If sub-groups are required, these should also be created within this file.

groups-mapping.csv:This file will assign users to groups, and control additional group settings such as assigning a manager to a group. It's also possible to create a sub-group structure in this file, essentially mapping sub-groups to a group.

Step #5: Running the Script Through a Scheduled Task

When your files are complete, you're ready to push them to Officevibe. To try the process manually, you can simply open a Powershell window and execute the following:

./sync.ps1 -ConfigPath ./config.json [-Verbose] [-DumpFormattedRequest]

As per the commandabove, it's possible to add -Verbose and -DumpFormattedRequest to the command for debugging purposes. Verbose will display additional information while executing the command and DumpFormattedRequest will generate a dump.json file at the script location containing the JSON request that will be sent to the API.

Once you've validated the process manually, you can automate the execution of the Enterprise Sync Tool through a standard Windows scheduled task.

Note: You have complete control over the execution of the script. This means you can execute it daily, weekly, monthly or even ad-hoc based on your business needs. We strongly recommend scheduling the execution on weekdays between 12:00 AM EST and 5:00 AM EST, or on weekends.

Step #6: Viewing Sync History

After running a sync, you'll be able to view the history/success of the sync by going to the Admin - Integrations section and clicking on View History in the top right-hand corner of the page. There are three possible statuses:

Success- The sync ran successfully.

Warning- The sync ran, however some information didn't transfer over - ex: group already exists, duplicates exist, etc. We recommendyou double check your file to see what might have caused this status to appear.

Error- The sync did not run due to an internal error. This typically happens if the integration expires or if something went wrong in your company's internal system. We recommend contacting [email protected] if you get this message so we can follow up internally.

The Home Page is where you'll find a centralized display of all the latest updates for your teams and be directed to actions that need to be taken based on their Feedback.

The Home Page is divided in 6 sections that will be detailed below.

Sections

1. Top News

The first 3 boxes respectively show the number of new Feedback added since your last visit, the status of your Users and the Custom Pollscompleted.

The section below displays the Engagement Score for three groups that you manage.

Managing more than three groups? The All Company group will be displayed with thetwo groups with the largest score variation displayed.

Managing less than three groups? The All Company group will be displayed as well as the group you manage.

Company Managers and Admins that do not directly manage any groups will see the All Companys Engagement score, as well as the highest and lowest Metrics, company-wide.

2. Insights on Metrics

Keep an eye on these insightsto notice any increase or decrease for a given Metric. You can take a look at the related Feedback or find tips to improve when needed.

3. Achievements

This card is here to congratulate you and your team on reaching meaningful milestones in Officevibe. You can even share theachievement with your teammates with one click!

4. New Content

Looking for new content to read? This section will keep you posted on the newest articles that are added each week to our blog.

5. Insights on Required Actions

The Home Page will also inform you of some useful features you've never gotten the chance to use. A quick summary on how to best use this feature and a link to use it will make it super convenient to discover new features.

6. What's Next?

This last card will keep you informed of the upcoming product releases in Officevibe. Never miss the next big thing!

Mark as Viewed

You can mark a card as viewed at any time.It will simply be removed from your Home Page untilnew information comes in.

This Report gives you an overview of employee status in the platform, the historical participation ratesand somecompany orgroup statistics.

Participation % = % of actives Users - % of inactive users.

To access the ParticipationReport, go to Reports - Participation.

Employee Status

There are four different statuses in the Participation Report:

Employees Invited are employees who were invited to the platform.

Employees Signed Up are employees who have accepted the invitation to join Officevibe.

Active Employeesareemployees who answer the Surveyson an ongoing basis.

Inactive Employees are employees who have not answered a Survey question for a minimum of 30 days.An Inactive employee will continue to get Surveys as they are included in billing. As an Admin, you will be able to click on Manage Inactive Users and then can send them a reminder to participateby clickingonSend Reminder.

Admin Manager View

Company/Group Manager View

As a Company and/or Group Manager, you will not be able to see your Inactive employees, however can go into your Manage - Users - In App list and send reminders by clicking on the Send Reminder button.

Employee ParticipationThis section has the historical data of the participation level. If you're looking for a specific day, you can hover over the graph line. You'll see the score and the date.

Filter

You can use filters at the top to sort the participation by group.

Identifying Top Actions

From two weeks to 30 days after your launch, you should have enough data and Feedback to identify common trends, areas of strengths (highest performing Metrics) and opportunities for improvement (lowest performing Metrics).

We encourage a Top 3 approach when working on your action plan to address issues affecting Engagement.

Identify your 3 lowest performing Metrics, i.e. Metrics that were rated the lowest by employees. Whatever action you plan to take, they should target these three Metrics. There are multiple ways to understand what you can do to make things better, for example looking at the breakdown of each Metric to see whats at the root of the problem.

Analyze Feedback closely: Comments left by your employees in relation to these Metrics will be your best source of learning in terms of what employees want and what you can do toimprove things. Outline the top issues from analyzing this Feedback and look for recurring ones.

Outline a set of actions: Check out the Improve page to get (in addition to ideas your employees might have shared) recommendations of quick wins that you can implement, and access to articles presenting best practices.

Get Feedback on your action plan: Once you have an initial action plan drafted, get your employees input by either using the Polls feature to capture more ideas and prioritize these actions or, include it in your next team meeting to get their validation.

When building your action plan, you should focus your energy on areas where there is room for improvement. Butdon'tforget about the top performing Metrics and reinforce actions that will ensure you continue to performwell in these areas.

Monitoring the Results

Now thatyou'veimplemented a first set of actions, closely monitor their impact. You can do so by looking at the evolution of these Metrics over a three month period and collect appreciation from employees as you go. Through a Poll, make sure to check-in with employeesa month after implementing a new action and again three months after.

If some actions have not been fruitful,don'tget discouraged. Sometimes, it takes a couple of iterations to get it right. Get back to your team with the Feedback and results and brainstorm together on why these actions didnt work out and what can be done differently to get things back on track.

Would you love to be able to send visually appealing messages from your computer, just like you do from your mobile device? If so, you will absolutely love our Feedback section - making it fun, easy, and visually pleasing for Managers and their employees to communicate.

The Feedback section - optimized for every device, from mobile to desktop -includes all the qualitative Feedback (a.k.a. comments on follow-up questions) left by employees. Feedback is anonymous by default, unless the employee chooses to divulge themselves when leaving a comment, in turn causing their name and photo to appear within this specific Feedback.

Interpreting Feedback!

To access the Feedback section, simply click into Feedback on the left hand menu.

The display is meant to replicate an inbox. You can reply, mark all as read, apply filters or labels, navigate from one message to the other just by clicking on them, and can even export the Feedback via an Excel file. The Feedback you see will virtually be in real-time (at times, we may need a bit of time to catch our breath and refresh!).

Before we get into the nitty gritty around Feedback let's take some time to review the three sub-sections of Feedback on the left hand menu which are available to all Managers.

Surveys: Includes all Feedback received via the Survey follow-up questions or the Suggestion Box (where proactive Feedback can be left).

Custom Polls: Includes all Feedback received via Custom Polls (can be ones you created or ones created by other Managers, as long as you are a Manager in one of the targeted groups).

My Feedback: Includes all Feedback youever left (whether you are a User or a Company/Group Manager) in any Survey, Custom Poll or Suggestion Box). As a manager, this is the only time you can respond anonymously as all Feedback you respond to for your employees will display your name.

Note: If you manage several groups, the Surveys and Custom Poll sections will display all Feedback left across all your different groups. You can use the Group filter at the top to tie the Feedback to the group.

It's now time to explore the Feedback section in-depth, breaking it down by different features/capabilities:

1. Unread Feedback

When a new Feedback comes in, it will come to the top of the inbox. It will have a white background and a blue line to the left of it to indicate that it has not yet been read by you. The text displayed in the box on the left hand side will always be the initial Feedback left by the employee. To view the entire Feedback (follow-up question asked and reply), click on the Feedback itself. This will cause the entire thread to populate on the right hand side.

2. Mark All as Read

Once you click on a comment, it gets marked as read. Once read, the blue line beside the Feedback will disappear. Alternatively, you can choose to ''Mark all as read'', causing all blue lines to disappear.

3. Filters

You can use Quick filters on top of the Feedback summary to help organize the Feedback and sort the Feedback by:

Read vs. Unread

Replied vs. Replied by me (if you replied in the Feedback) vs. Unreplied

If you want to take it one step further, you can always take advantage of the Advanced Filters:

Date Range

Group (default view is All Groups Feedback, however if you manage more than one group, you can select one group at a time)

Type: Survey Feedback vs. Suggestion Box Feedback

Metric: Each Survey Feedback will tie to one of the 10 Key Metrics

Tone: Positive vs. Constructive - these are solely determined behind the scenes based on the employee's response

Label

See our detailed article about how to understand the Tone labels attached to the Feedback and how to best interpret them:

4. Labels

While you're replying to Feedback or just browsing through the ones you received, you can add custom labels.

Editing labelsLabels can be edited by Admins only. When a title is given to a label, it will be the same title for anyone adding labels. By default, the Platform offers up to six separate labels. If you require more, a request can be made to add three more.

Note: These labels will appear the same for all Managers accounts. If you edit the name of an existing label, the new name will apply to all old Feedback which had that label. Employees with no manager permission do not see the labels.

5. Smallest Group Widget

To make it even easier to follow up on Feedback left by employees, Officevibe displays the name of the smallest group that the employee belongs to within Officevibe. The Smallest Group (when visble) will also be displayed in the Excel Export file.

*The widget is only visible when you are on the All Company or All Groups filter - if you decide to use the filters, you will see that the widget disappears as we need to protect anonymity.

The widget respects the anonymity rules. For a group name to display for anonymous Feedback:

The group must have a minimum of 5 members

The Manager must have permission to view this group

The group name displayed is based on when the Feedback first began and only one group name will appear at all times. To protect anonymity, if the group structure changes and there is a new, smaller group, the widget will not update.

Note: If two groups are the exact same size, we take the group that was created first. If the group creation dates are also the same, we use an alphanumeric logic.

Note:Feedbackleft by an employeewho belongs to a group that has less than 5 members will not have the closest group displayed to preserve the anonymity of the employee.

6. Exporting Your Feedback

At any time, you can export the Feedback as an Excel file. You'll have access to the question asked, the comments from employees and the replies from Managers. Every piece of the Feedback (original message along with any replies) will each have their own line in the file, however will be tied together via the same ID. Keep in mind that it may take a few minutes depending on how many pieces of Feedback are left. Once complete, you will get a green Success checkmark.

Note:When using the Export function, if any filters are applied, the file will contain only the Feedback associated that corresponds to those filters.

A word (or two) on Anonymity...

With the goal of always protecting anonymity, please find our different business rules relating to Feedback:

When submitting anonymous feedback:

The feedback will be displayed with "Anonymous Employee" and the picture bubble will be an avatar. The name of the employee and photo will NOT be displayed.

The Feedback will only appear once the Platform has a minimum of 5 active members.

Premium version: If you are a member of any group(s), your Feedback will only be visible if the group has 5 or more members

If all the groups you are a part of remains below 5, any Company Manager will have access to the Feedback and can reply as they have access to All Company Feedback.

If the group/company falls to below 5, anonymous Feedback left when the group was 5 or above will still be visible so it can be acted on. Any new Feedback that comes through will not be visible when the group falls below 5, however will reappear when the group goes back to 5 or above.

The Feedback remains in the group you belonged to when you left the Feedback.

If a Manager is added to an existing group, they will have access to all of the historical Feedback of that group.

Non-anonymous Feedback (employee themselves turned the anonymity off when leaving the feedback) will be visible to Managers of the groups they belong to, despite group size.

Note:When an employee leaves Feedback, they can choose to send it anonymously or non-anonymously. When answering Survey or Custom Poll questions, these responses are always aggregated in the group and will always be anonymous - no way for Managers or Admins to see who is answering what via their Surveys or Custom Polls.

Sharing the details of how we gather data and crunch those numbers is super important to us. We want to ensure that you get the most out of your Officevibe experience and providing you with an in-depth look at the science behind the Officevibe tool is a great way to do this.

Weve created a comprehensive recap of everything there is to know about the Officevibe approach. You can read all about it right now by clicking on the attached file below.

The key to unlocking the power of Employee Engagement is in your employees themselves. Make it a personal mission to include them every step of the way with monthly updates on the state of Engagement, progress of the teams action plan anddon'tforget to reply as you go the critical pieces of Feedback they leave on the platform. Theyll continue to participate and will contribute more if you keep them in the loop.

When thinking about communicating the results within Officevibe, there are 5 differentfactors to consider:

Some additional resources that may help:

a. Tips for Discussing Officevibe Results (PowerPoint Template)

b. Group Chat on Officevibe Results

1. How transparent does your company want to be?

Some clients choose to communicate the Reports as is without excluding any data. They export the Reports and make them available to all employees. There are others who prefer to focus on two Metrics with high scores and two Metrics which can be improved. It is also important to remember that the results do not only encompass the Engagement score. You could decide to communicate how your company is positioned against other Officevibe customers by utilizing the information in the Benchmark section in the account or can even rely on Feedback provided to outline the actions that your company has put in place.

2. Which channels of communication fit best with the reality of your organization?

We found that our clients use different channel to communicate the results. This can be done via the company's intranet, an email, a global meeting or during a team meeting, for example. Try to make it fun for the employees.

Group Chat on Officevibe Results

3. Who will communicate the results?

Leaders of the organization have the credibility to communicate the results, while a direct Manager has the proximity to employees to come up with innovative solutions. Some of our clients choose to have the Managers cascade the results while for others, the CEO will be the one who shares the results.

4. How often should you communicate the results?

It depends on whether you prefer a formal or informal discussion about the results. Should you do it in weekly team meeting, monthly or every quarter? We think it really depends on your organization's reality.

5. Why do you wish to communicate the results?

We recommend informing employees about the scores, their evolution in time and other aspects of Officevibe (e.g. Polls, Feedback), to involve employee in the hunt for solutions. Involving employees in that process contributes to their Engagement level and makes them feel like they are part of the puzzle to Success.

Feel free to consult the below articles when it's the time to meet with your team to communicate results and building action plans:

a. Tips for Discussing Officevibe Results

b.

Weve broken down everything you need to know to leverage Officevibe and make your team the best it can be. What you can expect from this guide:

Tips on how to prepare your team for the arrival of Officevibe;

Pointers to help check-in with your team when they start using Officevibe;

A detailed look at how to effectively use Officevibe to bring the best out of your team.

[email protected]

Preparing your teamfor Officevibe

Take the time to sit down with your team and discuss what the arrival of Officevibe means.

Here are some key talking points to help you lead this talk:

Share the intent behind the arrival of Officevibe. Your organization wants employees to be a part of building a greater workplace that focuses on people first.

Define what participating in Officevibe will mean for employees (weekly surveys, sharing written Feedback, etc.) and what they will get out of it.

Present Officevibes 10 Key Metrics of Engagement so your team will understand what Officevibe measures. (The 10 Key Metrics of Engagement)

Explain Officevibes position on Anonymity and address concerns regarding leaving Feedback. Officevibe provides a safe platform for employees to share their honest thoughts on topics that are sometimes hard to voice in face-to-face conversations. ( Officevibe & Anonymity )

Discuss the fact that managers and employees share the responsibility of enriching each conversation in Officevibe. Feedback is meant to be a dialogue.

Do a walk-through of what the launch of Officevibe will entail for your employees: when theyll receive the email invitation, what email address it will come from, what the survey will look like, etc.

Officevibe is here. What now?

The arrival of Officevibe can be exciting, yet it can also generate some anxiety for employees.

throughout the first two weeks of using Officevibe, make sure youre checking in with your team. Doing this will help build your teams trust; not only in the tool itself but also in you.

Here are some examples of questions you can ask:

How do you feel when you answer Officevibe Survey questions?

Do you have any fears or anxieties when youre asked to share written Feedback?

Do you understand why youre filling out these Surveys and giving Feedback?

What can I do as your manager to encourage you to keep participating and leaving Feedback?

Officevibe Tips: When you start using Officevibe, Feedback will be plentiful and may feel overwhelming to you. That being said, answering Feedback that comes in over the first 30 days is critical, whether its constructive or positive. Through your replies, youll be showing employees that their input matters and their participation is valuable ( Feedback Report ).

How to use Officevibeeffectively?

Weve identified 5 things you can do to leverage Officevibe and help your team grow. These 5 tasks are straightforward and can be easily incorporated into your weekly routine.

Task #1: Review the teams scores to get a better understanding of how your team is feeling.

Use the Engagement Report to identify the teams low- and high-scoring Metrics, as well as which ones are trending upward and downward. Although its important to keep an eye on the scores, we want you to focus on trends. They will be more indicative of how your team is evolving.

Analyze high-scoring Metrics just as much as low-scoring ones. Acknowledging whats going well is important. If you understand why scores have gone up in one area, you may be able to recreate that success elsewhere.

Keeping an eye on Sub-metrics will allow you to narrow in on what your teams areas of improvement are and to know where to focus your efforts.

For an added level of insight, head to the Question Report. By reviewing all of Officevibe's Survey questions and how employees have responded to them, youll have an in-depth understanding of how your team is doing across all dimensions.

Task #2: Read and respond to employee Feedback.

Discuss your teams expectations about when Feedback will be replied to moving forward. Setting expectations together avoids employees feeling ignored if their Feedbackisn'tresponded to immediately. Officevibe recommends replying to Feedback at least once a week to avoid missing out on any sensitive information.

When replying to Feedback:

Think it through. Try your best not to answer Feedback impulsively. Take a step back and assume positive intent from the employee who wrote the Feedback. Try to understand the underlying message they are trying to convey.

Before providing explanations or possible solutions, acknowledge what the employee has said. It will go a long way towards making them feel heard.

Initiate a conversation by asking open-ended questions. Both yourself and your team share the responsibility of addressing issues through collaboration and rich dialogue.

Not sure how to respond to Feedback? Take a look at our blog article Replying To Employee Feedback:The Complete Guide.

Task #3: Share and discuss Officevibe results monthly with your team.

Meeting with your team to discuss Officevibe results is key. We recommend doing so monthly. Being transparent about what your strengths are as a team and what needs to be improved is important. The goal is to find solutions together.

What to ask to spark these conversations:

Do you feel these results are an accurate representation of reality? Why?

In your opinion, what are the causes behind our weakest Metrics/Sub-metrics?

What area should we focus on improving first, and why? Do you have any suggestions on how we can improve?

Weve also designed some tools to help you lead these group sessions:

Tips for Discussing Officevibe Results

Group Chat on Officevibe Results (PowerPoint)

Task #4: Create initiatives or action plans based on these group conversations and make some positive changes in your team.

Draw inspiration from the Officevibe Improve Section for your initiatives (accessible through your Officevibe portal).

Keep in mind that sometimes even the smallest of changes can make the biggest difference.

Communicate the actions that youre taking, as a result of Feedback shared in Officevibe.

Let employees know that they made a difference!

Task #5: Validate your initiatives or poll employees on subjects specific to your team.

In addition to the Officevibe Surveys, Custom Polls help you dig deeper into your team specific issues. They can also help with validating your action plans and initiatives with your team.

Some helpful tools:

You have access to a Poll Gallery of templates on various topics. Check out the Custom Polls section in your portal to see these suggestions!

Get some more Ideas for Custom Polls through our Help Center !

Last and certainly not least,don'tforget that the Officevibe team is always available if you need any help. You can reach out to us directly from your Officevibe portal by clicking on the Help or email us directly: .

PDF version available below:

Here's a short video that you can use to promote Officevibe to employees and managers. Click here to watch it!

When using Officevibe, your company has the option to subscribe to a monthly or annual plan.

Monthly Plan (Workplace)

Monthly subscriptions are on aPay as you gomodel. You select a certain number of Users to start andevery month you will be charged at the beginning of the billing cycle for the number of Users in the account (the total of Active and Inactive are considered). You can deploy Officevibe by phases and for additional users as you deploy. The billing will be automatic. Monthly subscriptions can only be paid via credit card.

www.officevibe.com/pricing

AnnualPlan

With annual subscriptions (Prepaid model), you pay less as you're charged for 10 months but still get to enjoy full access for a full year. Annual subscriptions are due in full at the moment when you decide to take the plan. Annual subscriptions can be paid by credit card or by wiretransfer.

EnterprisePlan (Custom)

If your organization has more than 1,000 employees,you can go to and click on Contact Us to receive a custom quote from one of our Sales specialists.

Payment Methods

Credit Card

Monthly and Annual Subscriptions can be paid via credit card. Payments can be made with the following credit cards: Visa, American Express and Mastercard.

Wire Transfer

Here are the details you'd need to send us a Wire transfer.

SWIFT / BIC Code: CCDQCAMM

Branch ID: CC0815

Account #: 0815305008015380

Detailed Account Number

- Bank Number: 815

- Transit : 30500

- Account Number : 059830

Beneficiarys Name: Officevibe inc.

Beneficiary's Address: 1751 Richardson street, suite #5400, Montral, Canada, H3K 1G6

Company Registration Number: 12220610574

Email Address: [email protected]

Note: All this info is also included in the invoice sent to your organization.

If you're using Smart Groups and want to update several User profiles with Attributes at once, you can use the Bulk Edit feature.

How to:

1. Create Your Attributes

Before actually being able to edit Attributes, they must first be created. To create Attributes, read this article.

2. Download the Bulk Edit Spreadsheet

To edit a large quantity of User profiles, you need to use a spreadsheet available to you in your Officevibe account. To locate this file, you will need to access the Manage - Users section and click on the Bulk Edit Users button in the top right-hand corner of the screen.

Note: This Bulk Edit Users option is only available to Admins of the account.

article

Once you've done that, you'll want to click on the blue Download Excel File button and fill out the spreadsheet according to the changes you want to make.

Note: If there's a User profile you don't wish to update, simply keep it as is, without deleting any of the rows or columns. This will ensure no unnecessary changes are made. If an employee should be removed, you can delete the entire row and if one should be added, simply add a new row to the spreadsheet.

3. Upload Updated Bulk Edit Spreadsheet

As you can see in the image included above, you can either drag and drop the file into the App or manually upload it by clicking on the blue Browse Manually link. When the upload is completed, you can click on Import & Update Users.All profiles will be updated instantaneously.

You are then ready to create a Smart Group based on these Attributes. For more on how to create a Smart Group, consult this .

Note:To delete an Attribute, you must first unset it for every employee and delete the group(s) in question. To do so, go in to each User profile which has this Attribute, click the x to unset it and save. You can then delete the necessary groups which have this Attribute and then delete the Attribute as well.

By going to www.officevibe.com and clicking on the Log in button, you'll be redirected to our login page.

On this page, you can either use your username (email used in Officevibe) and your password or use one of the different platforms for the Single Sign On (Office 365, Yammer, Google, Slack).

Note: Single Sign On must be set up within the Admin - Integrations - Single Sign On section of your account for this option to work.

This Report providesan overview and allows you to compare thescores acrossall groups created (based on location, department, reporting manager, age). You can create as many groups as you'd like to get the breakdownwhich matches the hierarchy of your organization.

To access the Group Comparison Report, go to Reports - Variation.

Note:A minimum of three active Users are needed in a group in order to display scores.

Scores Option

This default Scores Viewshows you the real-timescores for the groups you've created.

Variation Option

Using the Variation View, you can take a look at the changes in the scores over a specifieddate range. Feel free to edit the dates at the top right topopulate the variation in those scores over that time period.

Select Groups

You can select Any, All or Several groups by using the filters in the top, right hand corner. To do so, check the boxes needed and click in the empty, grey space to the right for the Report to refresh.

Note:This Report can be exported via CSV.

The employee Net Promoter Score (eNPS) is a simple way to measure loyalty/pride for your organization and then know exactly what makes an employee more likely to recommend your organizationor not. It measures the likelihood of whether an employee would be willing to recommend your organization as a place to work and is an important part of the Engagement Report in Officevibe.

How the eNPS is calculated

The eNPS is measured by asking the question featured in the image below. When you deploy Officevibe to your organization, every employee will receive the eNPS question in their Onboarding Survey (Survey attached to the invitation). After that, the employees will be receiving the question again every three months. It's important to note that the question will not be sent at the same moment to everyone as Users can select when they receive a Survey and new hires can join your organization throughout the year and complete their first Survey at any time.

A minimum of three Users responding to this question are needed before you see any data in this section. Also, the eNPS question will always be sent to active and inactive Users alike.

Business Rule: The employee's last response to the eNPS question within a 90-day time period will be taken into account in the eNPS score. Any responses which fall outside of that window will not be considered in the score.

eNPS Question:

Depending on how an employee responds to this question, he or she will either be labelled a Promoter (gave a score of 9 or 10), a Detractor (gave a score ranging from 0 to 6) or a Passive (gave a score of 7 or 8).

Note:If an employee chooses to skip the eNPS question, they will be labeled N/A and also be subtracted from the calculation of the score as they are then considered to be Passive. This means that a high number of N/A can impact your score.

The score is then calculated by subtracting the percentage of Detractors from the percentage of Promoters (% of Promoters -% of Detractors= eNPS). Passivesaren'tincluded in the calculation becausethey'reconsidered to be neutral.

A companys score could range from -100 to +100. The score displayed will always include the last data point for all Users. This means that an employee's last answer to the eNPS question will be taken into account in the score calculation until said employee answers the question again.

How to Viewthe eNPS feature

You can view the eNPS in the Employee Engagement Report located in the Reports section. You will first see the real-time score itself on the left-hand side of the eNPS section. You can also choose to view the variationof the eNPS through two different graphs.

The first is the Global graph, which allows you to see how the eNPS score has varied over the last few months. This view provides a good general overview of how your organization may have progressed.

The second is the Details graphs and it will provide you with a more comprehensive view ofwhy your score is what it is. To access it, you simply need to click on Details at the top of the graph.

You'll be able to see a breakdown of the monthly eNPS as well as a breakdown of the percentage of Promoters, Detractors, Passives as well as No-Answers you had every month.

By hovering over one of the columns in the graph, a pop-up will appear with the number of Promoters, Detractors, Passives and No-Answers.

Note:The Engagement score is an average of the data for all of the metrics measured by Officevibe but the eNPS represents only one aspect of overall Engagement. It's not unusual to see a positive eNPS score and a low Engagement score, or vice versa.

Looking for a comprehensive Report which will give you insight into to overall Engagement score along with the scores across the Metrics and Sub-metrics?

Look no further - the Engagement Report is here!

To access the Engagement Report, go to Reports - Engagement.

Note: A minimum of three Users are needed in a group in order to display scores.

Employee Engagement Score

This score is out of 10 and is the overall Engagement score based on answers employees have given on their Surveys. This score takes into account all ten key Metrics which are averaged based on a pre-determined calculation and a 90-day rolling average.

complete guide on the eNPS.

10 Key Metrics of Employee Engagement

Webaseour Surveyquestions onthese10 key Metrics.They'rethe sciencebehind Officevibe. Within this section, youcan reviewthespecificscores for each Metric.

Variation View

For those who are more visual, within the 10 Key Metrics section, you are also able to click on the blue "View detailed graphs" link to see a visual of the variation of that metric over time.

Engagement Report For Metrics

If you'd like to have more information on a specific Metric, you can go ahead and click on it in the 10 Key Metrics section. You'll have access to a lot more detailed information about that Metric.

Definition

You'll have access to a quick definition of that Metric. That way, you'll know what it means in Officevibe.

Metric Score

This score getscalculated in real-timebasedon the Survey responses for questions which relate to that Metric. Youhaveaccessto thehistoricaldatasince youfirststarted using Officevibe. Ifyou hoverover the graph line,you'll seespecific scores per date.

Metric Benchmark

You can review thebenchmark for thespecific Metrictoseehowyoucompare toother Officevibecustomers.

Sub-metrics

Each Metric is broken down into Sub-metrics. All Survey questions relate to a Sub-metric. By breaking down the Metric, you can know where to focus your efforts as to which areas can be improved versus the ones that are working well.

Variation View

For those who are more visual, within the Sub-metrics section, you are also able to click on the blue "View detailed graphs" link to see a visual of the variation of each Sub-metric over time.

Recommendations to Improve Metric

Officevibe will provide recommendations on how to improve the score for that particular Metric.

Benchmark

WithOfficevibe, you cansee how your company compares to all other Officevibe clientsin morethan 90 countries across the globe. Here is a detailed article on how we benchmark you at Officevibe: The Benchmark Explained.

To see all benchmarking information across all groups and Metrics in one spot, you can access the Reports - benchmark section on the left hand side and can now even filter by industry!

Check out our Benchmark Report: The Benchmark Report !

Note:Our team is working on creating more in-depth benchmarking results where a comparison will be made based on such factors as location and company size. We will communicate once this feature is available within the application, however for now, make sure to set these criteria in the Admin - Company Settings section.

Employee Net Promoter Score

This score is solely based on the questionOn a scale from 0-10, how likely are you to recommend your organization as a good place to work? This question is asked every 3 months to all employees, at different intervals.

The score is calculated by taking the percentage of promoters (gave a score of 9 or 10) and detractors (gave a score ranging from 0 to 6).You can review the breakdown of those scores per week/month.

The scalerange from -100 to +100.

For additionalinformation, here's a

Note:All new users will be receiving the eNPS question in their first Officevibe survey to get you started with enough data from the get-go. However, it will take three months for you to start seeing actual trends, as the eNPS is asked at a 90 interval.

Recommendationsto Improve Employee Engagement

This section provides recommendations for the lowest scoring Metrics as well as the latest Feedback left from employees relating to thatMetric.

The Officevibe experience for Managers and Admins is available in English and French. The Officevibe Surveys and the employee experience is offered in English, French, Spanish, Portuguese, and German.

Company Settings

In the Admin section under the Company Settings tab, you can choose both the Survey and Application Language.

Survey Language - The language which surveys will be sent out in. English, French, Spanish,Portuguese, and German are available for all employees.

Application Language - The language in which the account/dashboard will be displayed and which will be used for invites, notifications, reminders to participate, etc. English and French are available.

Note: An employee is able to go to their Personal Settings and update their languages at any time. They can choose to receive their survey in another language (same languages as above) and can also change their application/email language. For anyone set up as a User, Spanish, Portuguese, and German are also available for the Application language.

Employee Settings

As a Manager/Admin, when required, you can edit your team's language preferences. Go to Manage - Users and click on the Edit button. You'll be able to make the necessary adjustments on behalf of another employee.

Personal Settings

If you're looking to edit the language for your account only, you can click on your name in the top navigation bar and then on Personal Settings.

From there, click on the ''Update'' button for the update to go through.

In the Admin section, you can customize your Officevibe accountto fit your company's needs.

General Company Settings

You can upload a company logo, choose which brand color you'd like and preview the look and feel of emails that will be sent to employees.

Custom Polls

Tip: Adding your companylogo andcompany colors increases responserates to Surveysby 25%!

Company Info

At any time, you can edit your company's name, the time zone in which you're located and the language preferences. For languages, there are two drop downs:

Survey Language - The language which surveys will be sent out in. English, French, Spanish, Portuguese, and German are available for all employees.

Application Language - The language in which the account/dashboard will be displayed and which will be used for invites, notifications, reminders to participate, etc. English and French are available.

Note: An employee is able to go to their Personal Settings and update their languages at any time. They can choose to receive their survey in another language (same languages available as above) and can also change their application/email language. For anyone set up as a User, Spanish, Portuguese, and German are also available for the Application language.

In addition, you can enter your company's industry sector, company size and company headquarters location.

Note: At a minimum, complete the Industry Sector portion as this will later be used in the Benchmarking section, to be able to benchmark by Industry. If this section is not filled out, this functionality will not be available to your company. Industry benchmarking is not yet available, however we will announce once it is released.

If assistance is needed when selecting the appropriate industry, please consult the attachment at the bottom of the article.You can only set one Industry for your Network. As a result, we recommend that you select the option that best represents your primary industry. The Benchmark Report allows you to compare your Network to other industries (for which Officevibe can currently calculate a benchmark). Therefore, you will be able to compare yourself to secondary industries that may also apply to your business.

Manager Access, Games and Survey/Email Frequency

You can enable Managers to edit/create groups.

The other permissions listed such as Enabling FaceGame, etc.are only available to Users set up as Admins. This includes turning off the survey function if needed, which is listed as "Enable Officevibe Surveys".

Note: Turning off Surveys will stop any emails or from being sent out.

Through your Personal Settings page on Officevibe, you can edit your profile and well as your email and survey delivery preferences.

Profile Tab

In this section, you can edit yourpersonal info, time zone and language preferences to receive surveys and notifications as well as change your password.

Survey Language - The language which surveys will be sent out in. English, French, Spanish, Portuguese, and German are available for all employees.

Application Language - The language in which the account/dashboard will be displayed and which will be used for invites, notifications, reminders to participate, etc. English and French are available.For anyone set up as a User, Spanish, Portuguese, and German are also available for the Application language.

In order to access this area, click on your name in the top navigation bar and then on Personal Settings.

Smart Groups).

Communications Tab

a. Emails - If you are set up as a manager, in this section you can choose the frequency you'd like to receive both your Engagement Summary and Feedback Digest emails or you can turn them off.

b. Survey Delivery - For all managers and employees, in this section, you are able to choose your preferred day, time period and delivery method to receive your survey. If nothing is selected, surveys will be sent on a random day of the week.

Note: If your company does not have Slack surveys turned on, you're not able to select Slack as an option.

If you are an Admin, you can edit the values assigned to each User (for moreinfo see

To facilitate User onboarding, we have created an integrationwith BambooHRto allow you to invite your employees to Officevibe through BambooHR.The Daily Sync feature will also remove from Officevibe any employees who are no longer in your BambooHRaccount.

This integration will allow Officevibe to get their emails, names, profile pictures and attributes. This article detailshow the BambooHRintegration works.

How To:

1. Set up Your BambooHR Integration in Officevibe

Note:The integration must be set up by an Admin in the Officevibe account

1.1 Activate the Integration

In order to get started, go to the Admin - Integrations section and click on the Configure button to the right of BambooHR. Enter your company name and then click on the Log In button.

Once that's done, you'll be required to enter your BambooHR username and password.

1.2 Add Attributes in BambooHR Profiles (optional)

With the BambooHR sync, if the following Attributes are set up in the User's Profile in BambooHR, they will be synced automatically in their User Profile in Officevibe:

Gender

Department

Hire Date

Birthday

If you want these to sync within Officevibe, ensure that these fields are completed in BambooHR before turning on the Daily Sync.

1.3 Choose how to Activate Users

You can choose to either create users and then invite them at a later date after the sync is turned on or you can choose to create and invite your users once the sync is turned on.

Note: All Users in your BambooHR system that have the Active status will be added to Officevibe - there is no way to pick and choose specific groups of Users with this integration.

1.4 Turn on the Daily Sync

You're now all set to turn on the Daily Sync. To do so, you will click on the Save & Activate button at the bottom. The sync will then run the next day.

Note: If you prefer to activate the sync right away without waiting for it to run, you are able to manually push the sync by clicking on the Start Synchronization button.

Note: A sync can always be deactivated by clicking on the View Settings button and selecting the Deactivate button at the bottom.

Every Survey will have at least one follow-up question which allows qualitative Feedback to be left. It will be associated with one of the Survey questions. Depending on your response to the initial question, your follow-up question asked will differ and the Feedback itself will be labeled as Positive or Constructive Feedback.

Positive vs. Constructive Feedback

Here's an example: If you have a Survey question that's "On a scale from 0 to 10, how happy are you at work today?"

Any score between 6 and 10 will trigger a follow-up question similar to ''Name something that makes you happy at work''. The system will label this Feedback as "Positive".

For any score between 0 to 5, a follow-up question could be ''Name one thing that could make you happier at work''.The system will label this Feedback as "Constructive''.

Note:As we cannot control Feedback left by an employee, there will not always be a direct correlation between the Feedback comment and the label. Our system will automatically label the Feedback, therefore a further discussion with the employee for any comments left may be needed.

To help you keep track of the new pieces of feedback, employee replies and new Custom Poll answers, we'll be sending you a Feedback Digest email. This email includes notifications of anything you didn't read.

Note: This email will only be received by Managers and will only be sent if you have not logged in the App for the last 24 hours.

If you're looking to edit the frequency of this email or to turn it off, you can make the update in your Personal Settings by clicking on your name in the top navigation bar and Personal Settings and then on the Communications tab (default is Daily).

To Create a Smart Group/Convert a Manual Group to a Smart Group:

From the side-menu, under the "Manage" section, click on "Groups". This page displays the list of existing groups, along with general information and links to view/edit groups. The button at the top right allows for the creation of new groups.

Existing networks will have pre-existing Manual Groups. The historical data of those groups is valuable! To facilitate the transition to Smart Groups and maintain the group's historical data (engagement scores and feedback), it is possible to convert Manual Groups to Smart Groups.

CREATE A NEW SMART GROUP

CONVERT A MANUAL GROUP TO A SMART GROUP

Choose the "Smart Group" option

Enter a name for the group

Create Rules that relate to existing Attributes, for example:

All or Any (should "all" rules be respected or "at least one of them")

Pick an Attribute from the ones defined for your organization.

Pick a condition: Between, before, after, equal to, is not, greater than, etc.

Fill out the condition fields (date ranges, choice from a dropdown, etc.).

Consult the preview to find out which users correspond to the Rules you set.

Choose one or many Managers ... or none (in this case, reports and feedback for this group will be available only to Company Managers and Admins).

Click Create Group.

Smart Group updates are performed once a day. Thus, a user whose Attributes have been updated will be added (or removed) from the concerned Smart Groups within 24 hours.

First, make sure that the Users of the Manual Group to be converted have some Attributes Values that bind them together (for example: creation of the "department" Attribute with the Value "sales" and adding this Value in the User profiles of all of the sales team members).

Under the advanced tab of the concerned manual group, click the "Start Conversion" button.

Set the Rules to regroup the users and make sure they match the Manual Group you are converting, by using the members preview.

If subgroups were part of the Manual Group to be converted, the Rules should include the users of those subgroups.

Edit the group name and managers as needed.

Click Convert.

Once the conversion is complete, the Manual Group becomes a Smart group and users are managed automatically.

HOW TO RETRIEVE HISTORICAL DATA?

When creating a Smart Group (and only at creation), it is possible to retrieve historical data for the members who were part of the group at creation (Manual or Smart). This includes feedback and quantitative data.

Note:The process is not automatic and may take some time.

DEMO

Once the Attributes are created (ex. Gender), Values (ex. Female, Male, Other) must be added to Users' profiles (Managers & Users). It is possible to add them manually or by a Bulk Edit.

Manual assignment of attributes to users:

All the Attributes appear under the Attributes tab of the Users' profile and are available for edit. To view this section, go to Manage - Users - Attributes tab.

Note that the Permissions & Groups tab under the Users' profiles displays a User's permissions within the account (roles) as well as a list of Group membership and/or management rights. In this list, it is possible to add the User as a Group Manager of a Manual or Smart Group, but not to add themas a member of a Smart Group; members of Smart Groups are bound by their Attribute Values, it is therefore not possible to add them manually.

Bulk Edit of users profile with new attributes:

Bulk edit allows you to update Users' Profiles quickerthan manually editing each User's profile.

PRELIMINARY STEP: It is essential to create the Attributes first.

Click on the "Users" tab and then the "Bulk Edit Users" button in the top right hand corner.

Export the Excel document provided in your account. This document has a row per User and columns per User properties and Attributes.

Complete the profiles' information/attributes in the Excel document. Although it is not possible to add an attribute in the document (the attribute must first be created in "Admin" - "Attributes"), it is possible to add new Values to Multiple Choice Attributes. The new Values will automatically populate in the profile and will then be available to be used for other users as well. **NOTE: You can create your own Excel document, as long as you include a header and use the same column names as the one generated by Officevibe.

Import the updated document in the "Users" - "Bulk Edit" section; a preview is available to confirm the changes that will be made and help you troubleshoot your file.

Set options accordingly: Deactivate/Reactivate User

Hit the Import button: The profiles are up to date!

DEMO

The "Attributes" tabis under the "Manage" section on the side menu. This tab allows you to view/edit existing Attributes and create new ones.

By default, Officevibe has created 4 Attributes:

Gender

Hire Date

Birthday

Department

Click on the "Create Attribute" button at the top right to create a new one or Edit to change the values of existing ones.

To create Attributes:

Choose a type of Attribute from the 3 options offered (numbers, multiple choice, date).

Enter a name for the Attribute.

In the case of "Multiple Choices", in addition to the name, Values must be entered (example: Attribute Name= Department, Values = IT, HR, etc.)

Click on "Create Attribute".

Once the Attribute is created, it will be present in the Users' profiles, ready for Values to be assigned.

TIP #1

TIP #2

CREATE YOUR SUB-GROUPS FIRST

If you want to gather multiple sub-groups into one Smart Group: It is possible to create a Manual group including the existing Smart Groups.

Sub-groups cannot be added to a Smart Group, because Smart Groups contain Users based on their Attribute Values.

THINK OF HOW THE ATTRIBUTES WILL EVOLVE OVER TIME

Attribute types and which are best suited to different needs... An Attribute helps define Users, usually in the long term.

So, for Smart Groups based on age, for example, it is better to create a "Date" Attribute and use the Birthday (which can be automatically measured against the current date to determine age automatically), rather than creating a "Number" type and assigning an age number (which will need to be updated in Officevibe manually each year).

Same thing goes for the hire date which will be preferable than entering the number of years the employee has been with the organization.

CREATING SIMPLE SMART GROUPS WHILE CREATING AN ATTRIBUTE

During Attribute creation, it is possible to create simple Smart Groups based on the Attribute. This advanced option is beneficial in the following cases:

You are new at using Officevibe and don't have any groups created yet (e.g. creating a Smart Group for each Value choice defined for a "Department" Attribute) - this only works if you have one Rule set up.

You want to create groups that will gather data only in the future (Note that no historical data will be possible with this option ; e.g. you are creating a new line of business or launching a new product/service).

However, it is not beneficial when:

You want to set multiple Rules and/or combine Attributes in a Smart Group.

If you want to retrieve the historical data of the users of the group (because this option is only available at creation of the group).

If you have existing Manual Groups you want to convert to Smart Groups (because you will lose all historical data).

DEMO

You can use sub-groups in Officevibe to replicate the hierarchy that you have within your organization. That way, you can have specific reports for your own company reality.

How To:

Create your Sub-Groups

Click on the blue Create Group button in the top right-hand corner of the Groups section.

You will then need to select the Manual Group option and click on Create Group.

Add your Sub-Groups

In the main/parent group, type in the nameyou gave to your sub-group in the Add Members & Sub-Groups field.

You can go ahead and create as many layers of Sub-Groups as you'd like.

Note: All sub-groups must first be created as groups in order to be able to add them as sub-groups within a main group.

1. HOW TO RETRIEVE HISTORICAL DATA

When creating a Smart Group (and only at creation), it is possible to retrieve historical data for the members who were part of the group at creation (Manual or Smart) with the recompute option. This includes feedback and quantitative data.

Note: This process can take up to 10 minutes.

2.CREATING SIMPLE SMART GROUPS WHILE CREATING AN ATTRIBUTE

During an Attribute creation, it is possible to create simple Smart Groups based on the Attribute. This advanced option is beneficial in some cases (e.g. creating a Smart Group for each Value choice defined for a "Department" Attribute).

However, it is not beneficial when:

You want to set multiple Rules and/or combine Attributes in a Smart Group (It is however possible to create Simple Smart Groups and edit them afterwards to adjust or add additional Rules).

If you want to retrieve the historical data of the users of the group (because this option is only available at creation of the group).

If you have existing Manual Groups you want to convert to Smart Groups