Please note that we are in the process of replacing Filters with Attributes. If you have Filters in your account, please follow the Filter instructions (click here). If you have Attributes in your account, please follow the Attributes instructions (click here).
If you would like to get set up with Attributes early, please reach out to your Customer Success contact or our Support team.
Since culture can be specific to departments, locations, and more, TINYpulse Engage gives you the ability to assign your users to various user groupings for more intentional survey sending and results slicing.
Attributes vs. Segments
Administrators can view data in two ways with Engage: Attributes and Segments. Before you get started, you will want to be sure to understand the purpose of each.
Attributes are simply a way of categorizing your users by various groupings so that you can easily view survey results by these categories as well as send surveys based on these categories.
TINYpulse provides several default Attributes to give you an idea of some of the grouping you may want to sort your data by, including Office Location, Department, Employee Type, Gender, and Tenure.
Because users can belong to multiple Attributes, TINYpulse does not allow you to see the text of Responses when slicing by Attributes in Anonymous Surveys - you will only be able to see the average score of the Responses for Scale or Boolean questions. However, if you send out a Confidential or Visible survey instead, then the text of Responses will be displayed when slicing by any Attribute as well.
The major difference between Segments and Attributes is that to protect anonymity, users can only belong to one Segment, whereas users can belong to many Attributes.
If you prefer to send out Anonymous surveys, we recommend that you create your Segments based on the primary Attribute that you care about slicing your results by. For example, if you want to see the text of Responses by office location, then we recommend that you create your Segments based on your office locations in addition to having the Office Location Attribute.
Manage and Create your Groups
Now that you know the difference between Attributes and Segments, you are ready to get started setting them up in your account!
The first step is to decide what user information you would like to track with Attributes. TINYpulse provides you with several default Attributes that you can choose to use, but you can create Custom Attributes to fit your needs as well.
Office Location - How many office locations do you have? Do they roll up into states, regions, or countries that you want to see reporting on?
Department - Which Departments do your employees fall into? Do you have departments with sub-departments? Do you have a Finance team, and within your Finance team, you have a Domestic Finance team and an International Finance team?
Employee Type - Do you want to know the difference between Full-Time employees and Part-Time employees? Contractors? Seasonal?
Gender - These default to Male and Female, but you can add in as many options or alter our default options as you would like.
Tenure - This is automatically populated by the Start Dates that you add to your users' accounts, and is grouped by Less than 1 year, 1-3 years, 3-5 years, and 5 years or more.
It is important to define your Attributes so that you can then assign your employees accordingly.
Two of our default Attributes allow you to nest designations underneath each other to build a “hierarchy,” Department and Office Location. Hierarchies are not currently available for Custom Attributes.
To create an Attribute Hierarchy, you will first want to make sure that you have at least one Department or Location in your Attribute. Click on the Add New button and type in a name for your first Department or Office Location.
Once you have either a Department or Office Location, a plus sign will appear to the right of it. If you click on the plus sign, you can add a sub-level to your Hierarchy under a Parent Department or Office Location. You can add as many sub-levels as you would like or sub-levels to your sub-levels.
Create Custom Attributes
While TINYpulse provides you with default Attributes to give you some recommendations of how to sort your data, you may want to categorize your employees by groups specific to your organization.
To create a Custom Attribute, simply click on the Add New button in the main Attributes tab, name your new Attribute, and then click on the Save button to save it.
Assign employees to Attributes
After creating and defining your Attributes, you can assign users to them by going to the People page in Users and Settings, selecting the users you would like to assign to an Attribute, and then clicking Bulk Assign. In the resulting pop-up, select the Attributes you would like to assign to your users and click on the Save button.
If you would prefer to have all of your users' Attributes assigned at once, you can export your users in the People page, fill out the Attribute columns at the end of the spreadsheet, and send it to our Support team so that they can upload this user file into your account.
If you find yourself consistently needing to combine multiple Attributes to send surveys by or slice results by (for example, if you often find yourself needing to send surveys to a department in a particular office location), then you can create Saved Groups that consist of any combination of Attributes for easy re-use.
To create a Saved Group, navigate to the Saved Groups tab in the Groups page in Users and Settings and click on the Add New button in the top-right corner. On the resulting page, you will want to give your new Saved Group a name and select the Attributes that you want to combine into your Saved Group. Once you are happy with your Saved Group, click on the Save button in the top right corner.
To create a Segment, go to the Groups page in Users and Settings and navigate to the Segments tab. Once there, click on the Add New Segment button, give your Segment a name, and click on the Save button.
You can also view the number of users in a Segment in the main Segments tab, update the name of a Segment, or delete a Segment if you do not need it any longer by clicking on the three dots to the right of the Segment and selecting Edit or Delete.
Assign users to a Segment
After creating Segments, administrators can add users to them by going to the People page in Users and Settings, clicking on the three dots to the right of a user's information, and selecting Profile. Once in the user's Profile, click on the pencil icon in the Work Information section, use the Segment dropdown list to assign them to a Segment, and click on the Save button.
If you would prefer to have all of your users' Segments assigned at once, you can export your users in the People page, fill out the Segment column in the spreadsheet, and send it to our Support team so that they can upload this user file into your account.
Send surveys to specific groups
We do not have to tell you how important it is to survey your entire organization - understanding how employees are feeling and getting a picture of the overall health of your organization's culture is invaluable. But it is also important to collect targeted feedback from certain locations and workgroups, and that is where selecting your audience comes in.
View survey results by specific groups
Viewing your survey results by Attributes and Segments allows you to better understand the context of your survey results so that you can make the most educated decisions in regards to improving your culture.
Segments vs. Filters
Administrators can view data in two ways with Engage: by Segment and by Filter. Before you get started, be sure to understand the purpose of each.
Segments are the primary way to categorize your workforce. If you could only break your employees down in one way, how would you do it? By location? By department? By employment status? A combination of factors? You will have to make this decision yourself but once you do, you will be able to see TINYpulse Engage survey results for your entire company or by each individual Segment.
For example, if you have multiple locations, you can group all the employees in New York, Shanghai, and London into separate Segments. Then you can easily see your overall happiness results filtered by office location. Of course, you can segment your workforce in any way that you would like, but whatever you decide, it will help to pinpoint specific areas of your company that are high-performing, exhibit opportunities for improvement, or have specific needs.
Please note that for anonymity reasons, each Segment must have at least five users in the Segment. The Segment cannot be created if less than five users are added.
Lastly, employees can only belong to one Segment. Want to break down employees by additional characteristics? Keep reading because Filters are for you.
Filters let administrators further categorize employees. Filters are limitless and employees can belong to more than one. Some examples of Filters you can create include high performers, low performers, gender, tenure with the company, role, etc. Create Filters according to the characteristics and categorizations that are most important to you. Want to view the overall happiness scores of your highest-performing employees? How about viewing quantitative data by the newest hires in your office? Just create a Filter and you are good to go!
Create and assign employees to Segments
Now that you know the difference between Segments and Filters, you are ready to get started setting them up in your account!
Create a Segment in the Users and Settings -> Groups page. Just enter the name and click Add Segment. You can also view the number of members, update the name, or delete a Segment if you do not need it any longer.
Assign employees to a Segment
After creating Segments, administrators can add employees by proceeding to the People page in Settings. Select the appropriate Segment for each user using the dropdown list in their Profile. Once you select the appropriate Segment, the user will be updated automatically. For bulk Segment assignment, you can send us a spreadsheet for a quick upload or assign the Segment when inviting new employees to TINYpulse.
Create and manage Filters
Similar to Segments, Filters allow you to further organize members by characteristics. To access and manage Filters, go to the Settings -> Groups tab and create them the same way you did for Segments. Create the Filter, then go to the People page and open up your employees' Profiles to assign employees a Filter. Employees can only be added to one Segment, but as many Filters as you want.
Send pulses to specific Segments
We do not have to tell you it is important to pulse your entire organization. Understanding how employees are feeling and getting a picture of the overall health of your organization's culture is invaluable. But it is also important to collect targeted feedback from certain locations and workgroups, and that is where pulsing by Segment comes in. In addition to the main Engage pulse question, you can also send additional pulses to your Segments.
View responses by Segments or Filters
Once users are assigned to a Segment and/or a Filter, you can select and view data in a more sophisticated way using the drop-down selection for each question in the Survey Responses tab and in the left panel of the Suggestions and Cheers tabs. Choose the desired Segments or Filters, and boom, you are done. You can filter by Segment with Visualize as well.
Note: To protect anonymity, when a user is assigned to a particular Segment is changed from one Segment to another, their past responses will remain with the original Segment. Their responses will only be included in the new Segment for all surveys going forward, but will not be moved retroactively unless you reach out to our Support team by clicking here who can backfill your Segment data for you.
Viewing data by Segment allows you to view both the quantitative and qualitative survey Responses, graphs, numbered Responses, and additional feedback. You can also view Suggestions, Cheers, and Visualize data by Segment. Selecting multiple Segments will allow you to see the combined results from the chosen Segments.
Viewing survey responses by Filter only displays quantitative results and you will not be able to see the qualitative data to protect the anonymity of the responders. Responses viewed by Filter will display the average Response score and Response rate only, without the histogram or additional feedback. However, the quantitative data is still useful to track certain factors by demographic, like happiness. Filters can only be used to narrow the results - selecting multiple Filters allows you to see the results from users who match all of the selected Filters.
You can see how Segments compare against one another by clicking on the See all button in the Top Segments area of your pulse results dashboard or by going to Reports and clicking on the Segments tab. Change the TINYpulse for the week of... dropdown menu to see different periods in time and different questions, or use the filter on the left to see just certain Segments.