Super Admin and Admin Guide
Overview
Whether you are a first-time manager or a seasoned people champion, this guide is for you. If you are reading this, that means you are ready to take your culture to the next level! We have created these guidelines to help you achieve maximum participation from your employees, quickly analyze trends, and spot problems before it is too late. You will learn how TINYpulse works from top to bottom and walk away with a ton of tips on how to tailor your settings for an optimized employee experience.
Read on to advance your journey to happier employees and discover inspiration so you can get the most out of TINYpulse. Do not forget to click the links for detailed “how-to” assistance.
Jump right to the FAQ to check out commonly asked questions and answers. Got a specific burning question? Connect with a friendly Product Support Specialist by following this link.
Follow P-U-L-S-E for sustainable success
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P= pulse survey
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Choose your surveys
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Adjust your Engage cadence
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Send group-specific surveys for targeted feedback
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Plan your surveys strategically
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Add integrations to boost participation
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U= understand trends
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Dashboard overview
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Tags
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Reports
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L= launch actions
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Private Messaging
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Comment and/or note
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S= share back
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When to share
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How to share
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E= evangelize on Wins
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Post a Win on the Wins Board
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Add a Win from Suggestions and Responses
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When to visit Users and Settings
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Manage Admin permissions and user profiles
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Invite new users
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Define your users to analyze more specific results
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Connect TINYpulse with apps you already use
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Adjust Onboard pulses
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Edit account info
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Make your own Engage experience
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Follow P-U-L-S-E for sustainable success
Boosting engagement takes time. Both leaders and employees must work together to create initiatives that will propel the passion, commitment, and motivation of your workforce. One of the most difficult challenges that leaders face is how to sustain momentum to keep employees continuously engaged.
To help you tackle this challenge, we have broken down the process into five stages in our PULSE Framework. We hope that leaders can use the framework below to kick-start a cycle of continuous improvements and growth.
Pulse: Simple, lightweight questions asked regularly
Keep a pulse on your organizational health by sending short, frequent surveys to help you gather insights on a regular basis.
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Control what surveys get sent to your employees and when
There is a default Pulse Survey queue already staged and ready to go when you start pulsing. If you do nothing, employees will receive these default Pulse Surveys in the exact order you see in the Dashboard module. Or you can change the question order by dragging and dropping questions in the lineup. You can also add Flexible Surveys with the Create Survey button.
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Adjust your Pulse Survey cadence
The default Pulse Survey cadence is weekly. However, you may not be able to effectively address results with a weekly Pulse Survey or may want to better align the responses with your internal meetings. Whatever the reason may be, weekly Pulse Surveys might not be the best option for your company and you can change your cadence to every two weeks, or every four weeks as you like. Read more on how to adjust your Pulse Survey cadence.
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Send a group-specific Flexible Survey to collect targeted feedback
In addition to the main Pulse Survey, you can also send additional Flexible Surveys to custom groups to collect targeted feedback. Results from the main company question are separate from the group-level questions so you can get clear insights on sentiment from a specific group or the organization as a whole.
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Encourage more actionable feedback with strategic surveying
Think of surveying as the start of a conversation. Except for following the default Pulse Surveys and queue, pay attention to things that your employees would be interested in learning or discussing. Below are some suggestions that came from our clients or our own experience that we thought could inspire your next survey:
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Keep track of your happiness trends with the “Happiness” question asked once every four Pulse Surveys, and follow up with a survey if the score takes a deep dive
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Mix up question types to get both quantitative and qualitative feedback from employees
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Pay attention to Saved/Custom Groups and Attributes results and trends
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Align surveys with your goals
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Be relevant with custom questions, such as:
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What should our next team-building event be?
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What is your feedback about our current product?
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Another way to skyrocket your response rate is by connecting TINYpulse to the tools your team already uses. We saw a 29% increase in response rate with a Slack or Teams integration. Below are applications you can connect to TINYpulse yourself to make pulsing easier for your employees.
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Add TINYpulse to Slack for real-time feedback
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Make peer recognition a priority with Microsoft Teams
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Google Chrome Extension allows employees to send Cheers and Suggestions right from their browser
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Take actions quickly and easily from the inbox with the TINYpulse Gmail Add-on
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Recognize your peers and send Cheers in real-time with Microsoft Outlook Add-in
Understand Trends: Identify areas for improvements
See how you can take advantage of our built-in data analysis tools to understand the strengths and weaknesses of your company culture.
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View current survey results
The Admin Dashboard is the default page when opening the TINYpulse Engage, which gives you an overview of the current survey results. Use the Admin Dashboard when you want to view survey results, top Responses, recent Suggestions, manage surveys, and more, as an administrator.
You will be able to see results for the current survey in the Engage Dashboard, no matter if you answered it yourself or not.
You may notice that there is another view, the Dashboard in Employee View, which is a personal dashboard for any employee to get an overview of their own activity on TINYpulse. As a Super AdminAdmin, the Employee Portal is the place for you to respond to surveys, send Cheers, give Suggestions for other Admins to address, and vote or comment on the feed, as an employee. There will also be a section to show current survey results, but you will not be able to see them unless you already answered the question.
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Reports
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Compare Saved Groups to see how different departments/functioning groups of your organization compare to one another.
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Compare question category results to not only see trends in employee happiness, but also trends in Categories such as 'Communication and Transparency', 'Culture', and 'Recognition'.
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Identify areas that require focus, feedback, and attention from your company and team through Visualize. TINYpulse implemented Machine Learning to categorize your survey Responses and Suggestions into 12 culture drivers and displays these results using graphing technology. So you can see which areas can be improved and then create initiatives around them without having to manually review and tag feedback items one by one.
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Organize feedback with Tags
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Mark items of interest with pre-defined tags to view Responses and Suggestions categorically. Tags are shared amongst Admins so you can delegate this job to one Admin to consolidate feedback or share the workload. This creates a categorization system that can streamline your workflow as an Admin and make managing employee feedback much more efficient.
You can add as many tags as you want. However, be aware that any tags you create can be seen by all Admins in your organization. So we recommend not creating too many new tags in order to keep your system clean and organized.
Go to the Tags page in Settings to get a count of the Responses, Cheers, and Suggestions, which are grouped under the same tag before you even click to see the details.
Launch actions: Collaborate to address employee feedback
Collecting employee feedback via TINYpulse is a crucial first step towards a more open and transparent culture. Now it is time to turn feedback into results.
Private messaging allows admins to open a gateway for a two-way, anonymous conversation with employees so you can get additional information to act on their feedback more efficiently without compromising their anonymity.
When sending out a Private Message, be sure to thank the respondent for speaking up and focus the reply on WHAT, instead of WHO, so that your employees feel safe to share more information. Always encourage responders to suggest a solution from their point of view and stay open to discussion. Keep in mind that transparency is the key to building trust.
(For the above Response, private messaging the respondent directly helps get more information without revealing their identity.)
Comments and Notes help you interact privately with other admins and publicly with employees. Connect with others directly in TINYpulse and share your status without having to send a separate email or internal announcement.
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Admins Only comments/notes: post an Admin Only comment (on a Suggestion) or Admin Only note (on a Response) and it will be visible only to admins who can view the Dashboard. Loop in other admins or discuss solutions directly by using the @mention feature. Just enter the @ symbol plus the administrator's name and collaborate without leaving TINYpulse. Admin Only comments/notes will not show in the Shareback reports.
(use @mention in Admin Only comment/note to designate follow-up to another admin and align on next steps)
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Shared comments/notes: post a Shared comment (on a Suggestion) or a Shared note (on a Response) from the Dashboard to communicate with employees and create maximum transparency. The Shared comments/notes also appear in the Employee Portal, and on Shareback reports for employees to see.
(use the Shared comment/note to let employees know that you are making progress in addressing their Suggestions)
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Comment in the Employee Portal: Admins also have the option to write a comment in the Employee Portal, which is a Shared comment, thus visible to all employees and on the Shareback Report, if that feature is enabled. You can also head over to the Wins Board and post comments on those items as well.
Employee view:
Admin view:
Share back: Increase transparency and encourage feedback
Sharing feedback is one of the best things you can do to promote transparency and motivate your team to provide more thoughts and opinions. We always recommend holding a TINYpulse review meeting with your teams in-person to open up channels of communication and initiate discussion around highlights and lowlights of the Responses received. It is also a good opportunity to take a look at some common themes that emerged and crowdsource solutions from the entire company.
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When to share?
Stay committed to a regular sharing timeline, and keep yourself accountable by publicizing this timeline when you first introduce your employees to the platform.
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How to share?
Here are a couple of different formats to which you can export Engage results, making it easy to share with your teams.
If you are short on time or have remote employees, sharing the Shareback Report URL is a good option. Please note that the link is public and anyone with it will be able to view the results. Export all or part of the Engage results in a .csv file if you want to analyze the data in-house and create your own charts and presentations. Save time with our pre-built PowerPoint format (only available for Pulse Surveys), which is perfect for executives and directors who want an overview of the company's TINYpulse survey results without digging into the details.
Evangelize on Wins: Close the feedback loop
A lot of the hard work that goes into responding to feedback and driving change happens in the background and is not necessarily immediately visible to your teams. Take advantage of Wins to document and showcase all the positive change that’s happening in your workplace as a direct result of TINYpulse feedback.
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Post a Win on the Wins Board
The Wins Board is the best organizational tool to track initiatives based on employee feedback and to stay organized. Create a Win directly on the Wins board and show progress by moving items through different statuses like Under Consideration, In Progress, and Wins, once they are completed. Employees also have access to view the Wins Board so it serves as an information hub for everyone to know what's being done to address their feedback.
(Create, collaborate and celebrate Wins with this guide)
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Add a Win from Suggestions or Responses
Whenever you see a piece of actionable feedback, use the Set Status drop-down menu to move it to the Wins Board and choose to trigger a notification email to employees.
(Act on Responses and Suggestions immediately by changing the status in Engage Admin Dashboard)
When to visit Users and Settings
Manage user profiles and set up admin permissions
Go to User Management if you want to update employee profiles, such as name, position title, managers, and Attributes.
You can also audit user permission to each TINYpulse module and change Admin permission in this section. Whether it is the executive team, department heads, or the HR team, having multiple Admins helps share, analyze, and respond to the rich feedback provided by employees. In Engage, Admins are assigned to three levels:
Super Admin: Has ultimate access across all Attributes, plus the ability to update billing and manage other Admins and users in ALL modules.
Admin: Similar to Super Admin, and can view all Attributes but cannot update billing details, or grant gift card permission.
Group Admin: Group-specific access. Within their assigned Group(s), can create group-specific surveys, view, share results, add a Win, send Private Messages, and add Comments/Notes.
You may wonder what is the difference between different roles and how should you delegate the role in the most efficient way. Below is a detailed rundown of capabilities for each role.
Admin VS Super Admin
The Super Admin permission should be reserved for as few people as possible, ideally only for those who should have access to things like billing information, invoices, and system timezone settings. Users with Super Admins permission can:
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Billing, invoices, overall app settings like timezone and industry, etc.
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Enable TINYgiftcard and grant sender permissions to groups or individuals
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Grant user permissions to ANY available TINYpulse module
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Generate API keys
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All things that an Admin can do
The Admin role often falls on the HR team as they have the dedicated resources to view, respond to, and act on the rich feedback provided by employees. Users with Admin permission can:
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View and interact with all TINYpulse Engage results (Responses, Suggestions, Cheers, Comment/Note, add a Win, create Shareback Reports, and more)
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Manage Employee Portal settings, surveys, and cadence
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Add new users to TINYpulse, modify user accounts
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Grant user permission to Engage
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Use TINYpulse as an employee
Assign Group Admin roles to managers or heads of departments who oversee one or many Saved Groups.
What a Group Admin can do:
- Send surveys to their assigned group(s)
- View survey responses for users in their assigned group(s)
- View Progress Plan data for users in their assigned group(s)
- View Suggestions sent by users in their assigned group(s)
- View Cheers sent by users in their assigned group(s)
- Comment, private message, and set the status of users in their assigned group(s)
- Create and share Shareback reports
What a Group Admin can not do:
- View any data from any user not in their assigned group(s)
- Create Progress PlansAccess or change any organization settings
- Access the user management page and change user data
- Access the Employee Attributes or Saved Groups pages
We have a separate guide made exclusively for Group Admin. Have a look and share it with your Group Admins!
Invite new users
There are many ways that you can add your employees to TINYpulse!
- Visit Add People to invite new users. A great option for adding a few new employees at a time.
- If you are using BambooHR, Workday, or Namely, contact our Support team to connect TINYpulse with your HRIS system, so you can add new users in groups and keep their information up to date automatically when your workforce changes.
- If you use a different HRIS system other than the ones listed, please reach out to our Support team to see if we can set up an integration for you.
- Integrating TINYpulse with your Azure Active Directory will also simplify your user management through automation. Check out the step-by-step guide and see how you can save time and sync users to TINYpulse automatically.
- If your organization uses Google as the email server or G-Suite for work, you can take advantage of expedited user management in TINYpulse. Whenever a new employee is added to Google, the information can be transferred to TINYpulse saving you time in inviting employees one by one. Share this guide with your G-Suite admin to set up the integration by yourself.
- Have a need to add or update more than a handful of users at a time, or just want to maintain your user base yourself? Our Self-Serve User Upload Tool can handle it. Check out this guide for information and a step-by-step walkthrough on using this option.
Define your users to analyze more specific results
Understanding how employees are feeling and getting a picture of the overall health of your organization's culture is invaluable. But sometimes overall ratings may not reflect the real sentiment from a specific Attribute. You will need Saved Groups and Attributes to help you slice the data and collect targeted feedback to identify opportunities for improvements that are exclusive to one or more groups of employees.
Create Saved Groups to categorize your workforce and pinpoint specific areas of your company that are high-performing, exhibiting opportunities for improvement, or requiring specialized attention.
Use Attributes if you want to break down employees by additional characteristics. Our default Attributes include Office Location, Department, Employee Type, Gender, and Start Date, though you can always add your own custom Attributes, and any of them can be set as your Primary Attribute. With Attributes, if you ask an Anonymous survey, you are able to view the averages of the Responses, but not the qualitative feedback. For non-anonymous surveys (Confidential and Visible), qualitative feedback will be shown.
PS -- In order to preserve anonymity, you will not be able to see the results if less than five users are added to the Saved Group or Primary Attribute if you ask an Anonymous survey. Also, when a user who is assigned to a particular Saved Group or Attribute gets changed from one Group or Attribute to another, their past Responses will remain with the original Saved Group or Attribute. Their Responses will only be included in the new Saved Group or Attribute for all surveys going forward, but will not be moved retroactively unless a request is made to our Support team.
(Saved Groups and Attributes in Settings)
Connect TINYpulse with your own apps to increase participation
Go to Integrations and view apps that you can connect to TINYpulse to make pulsing easier for your employees. We have done our part to keep the survey tiny, now it is your turn to bring the portal to their fingertips so they can voice their feedback whenever it comes to mind.
Integrate TINYpulse with these tools you are already using to boost participation and get more actionable feedback consistently:
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Add TINYpulse to Slack for real-time feedback.
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Make peer recognition a priority with Microsoft Teams.
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Google Chrome Extension allows employees to send Cheers and Suggestions right from their browser.
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Take actions quickly and easily from the inbox with the TINYpulse Gmail Add-on.
Adjust Onboard pulses
*Note that the Pulses section in Users and Settings specifically refers to Onboard Pulses, not Engage Pulse Surveys.
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