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

 

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. And 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. 

 

  • 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 TINYpulsing. 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.

 

 

  • 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.

 

  • Send a segment-specific Flexible Survey to collect targeted feedback

 

In addition to the main Pulse Survey, you can also send additional Flexible Surveys to segments to collect targeted feedback. Results from the main company question are separate from the segment level questions so you can get clear insights on sentiment from a specific segment or the organization as a whole.

 

  • 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: 

 

  • Keep track of your happiness trends with the “Happiness” question asked once every 4 Pulse Surveys, and follow up with a survey if the score takes a deep dive

  • Mix up question types to get both quantitative and qualitative feedback from employees

  • Pay attention to segment results and trends

  • Align surveys with your goals

  • Be relevant with custom questions, such as:

    • What should our next team-building event be?

    • What is your feedback about our current product?

 

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. 

 

 

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. 

 

  • 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 pulse question on the Dashboard, no matter if you answered it yourself or not. Go to Top Segments and click on See All to see how segments compare against one another.

 


You may notice that there is another view, the Engage Employee Portal in Employee view, which is a personal dashboard for any employee to get an overview of their own activity on TINYpulse. As a Super Admin or Admin, 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. 

 

  

  • Reports

    • Compare Segments to see how different departments/functioning groups of your organization compare to one another.

    • 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'.

    • 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 13 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. 

    • Organize feedback with Tags

 

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 Reports -> Tags 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 respondents 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 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. 

 

  • Private comments: Post a private comment on any response or Suggestion in the Dashboard 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. Private comments under responses and Suggestions will not show in the Shareback reports.

 

 

(use @mention and private comment to designate follow-up to another admin and align on next steps)

 

  • Public comments: Post a public comment from the Dashboard to communicate with employees and create maximum transparency. The comments under Suggestions also appear in the Employee Portal, and on Shareback reports for employees to see.

 

 

(use the public comment to let employees know that you are making progress to address their Suggestion)

 

  • Comment in the Employee Portal: Admins also have the option to post public comments in the Employee Portal, which will be 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.

 


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.  

 

  • 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. 

 

  • 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.

 

  • 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)

 

  • 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 People if you want to update employee profiles, such as name, position title, segment, and filters. 

 

 

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, administrators are assigned at three levels:

 

Super Admin: Has ultimate access across all segments, plus the ability to update billing and manage other admins and users in ALL modules.

 

Admin: Similar to Super Admin, and can view all segments but cannot update billing details, or grant TINYgiftcard permission.

 

Segment Admin: Segment-specific access (see how to define your segments). Within their assigned segment, can view, share results, add a Win, send private messages, and add comments.

 

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 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: 

 

  • View and interact with all TINYpulse Engage results (responses, Suggestions, Cheers, commenting, add a Win, create Shareback Reports, and more)

  • Manage Employee Portal settings, surveys, and cadence

  • Add new users to TINYpulse, modify user accounts

  • Grant user permissions to Engage

  • Use TINYpulse as an employee

 

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: 

 

  • Billing, invoices, overall app settings like timezone and industry, etc. 

  • Enable TINYgiftcard and grant sender permissions to groups or individuals

  • Grant user permissions to ANY available TINYpulse module

  • Generate API keys

  • All things that an Admin can do

 

Segment Admin

 

Assign Segment Admin roles to managers or heads of departments who oversee one or many segments. Segment Admins can: 

 

  • View and interact with TINYpulse Engage results only for the segment(s) they have been assigned to (responses, Suggestions, Cheers, add a Win, comments, create Shareback Reports, and more 

  • Use the Set Status drop-down to move a Suggestion or response to the Wins Board

  • View employee profiles of direct reports

  • Use TINYpulse as an employee

 

Unlike Super Admins and Admins, Segment Admins cannot

 

  • Add new users to TINYpulse

  • Edit existing users’ profiles

  • Access Engage results from other segments

  • Manage segments, filters or surveys

  • Archive an initiative or add a Win on the Wins Board directly

 

We have a separate guide made exclusively for Segment Admin. Click to read and share with your Segment Admins. 

 

Invite new users

 

Visit Add People to invite new users. 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.

 

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. 

 

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. 

 

Reach out to our Support team if you have a bunch of users to invite and want some help. We can provide you with an Excel file for you to fill out (or you can edit your exported user list) and return it to us for a quick and easy upload. 

 

 

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 segment. You will need segments and filters 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 Segments to categorize your workforce and pinpoint specific areas of your company that are high-performing, exhibiting opportunities for improvement, or requiring specialized attention. Each user may only belong to one Segment.  

 

Use Filters if you want to break down employees by additional characteristics. Some examples of filters include high performers, gender, tenure with the company, role, etc. With filters, you are able to view the averages of the responses, but not the qualitative feedback. Each user may have multiple Filters associated with their profile.  

 

PS. In order to preserve anonymity, you will not be able to see the segmented results if less than five users are added to the segment/filter. Also, when a user who is assigned to a particular segment gets 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 a request is made to our Support team.

 

 

(Segments and Filters in Users and 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:

 

 

Adjust Onboard pulses

 

*Note that the Pulses section in Users and Settings specifically refers to Onboard Pulses, not anonymous Engage Pulse Surveys

 

Go to Users and Settings → Pulses to manage Onboard surveys. Edit Onboard questions' text or replace any of these pulses with your own custom question to get the most relevant information on your organization. You can still view results from past Onboard questions when you replace a pulse. Just click the arrow next to the Pulse title on the Responses dashboard in the Onboard application to view results from past questions.

 

 

Edit account info 

 

Only Engage Super Admins are able to edit Account info. View and update information on billing, invoices, and timezone. 

 

Input accurate industry information to utilize our Industry Benchmark, which helps you compare your pulse results for a particular question to organizations who have identified themselves with the same industry in their settings. Understanding where your company fits within the competitive landscape can either help you make adjustments to improve or celebrate the fact that you are ahead of the culture curve. Although administrators can only edit industry information once, contact your Customer Success contact if you think another industry may describe your organization better. 

 

Make your own Engage experience in Settings

 

We encourage admins to take advantage of Employee Portal and Wall of Wins to increase transparency. However, organizations differ from one and another. Sometimes you need more time to familiarize teams with the options before putting the full TINYpulse Engage into practice. We respect each use case and provide flexibility for admins to create your own Engage experience to start with.

 

  • Not sure if enabling all Employee Portal options is right for your organization? Here is detailed information about each option to help you make an informed decision. 

  • Bring employee recognition to the forefront with real-time Cheers feed. Employees can visit TINYpulse at any time to browse through their peers' recognition as well as "like" Cheers they find the most meaningful. 

 

Set cultural value tags based on your company’s value or mission statement. Your employees can then attach the value tags to Cheers they send to one another to highlight your cultural leaders.

 

FAQ

 

User Management

 

  • How do I update a user’s permission?

     
    Super Admins and Admins can edit user permission by visiting Users and Settings → People → Manage Admins. From there, you can update individual permissions by simply clicking inline on the text areas. 

 

  • How do I upload bulk users?

    Organize all your employees’ names, roles, and email addresses in a .csv list (template provided by your Customer Success contact or our Support Team, or created yourself by exporting your user list) and, once completed, send it to our Support team by clicking the link here. The data will be uploaded to TINYpulse in just a few business days.

    You can also integrate TINYpulse with Azure Directory or your existing HRIS system to update and delete users automatically as your workforce changes.  

 

Surveys

 

  • How do I extend or close a current survey?

    Sometimes you will need to extend the length of a survey or close it early if it is a national holiday, if you need more time to collect feedback, or you just want to wait longer before asking another survey. To extend a current survey, click on the three dots to the right of the survey and select the Extend button. This will extend the period by 1 week. Click it multiple times to extend the survey for multiple weeks. To close the current survey, all you have to do is click the three dots to the right of the active survey that you want to close early and select “Close”. Be careful though, once you close it, you cannot reopen it.

 

  • When do survey reminder emails go out?

    Note that all pulses go out on Wednesday at 10 am local time by default; below is the detailed schedule of Survey Reminders based on different survey frequency. 

Pulse Surveys

  • Every week
    • Survey: Wednesday at 10:00 am
    • Reminder: The following Monday at 10:00 am
    • Example: Survey arrives on Wednesday, May 3rd, reminder arrives on Monday, May 8th. The next survey is delivered on Wednesday, May 10th. 
  • Every other week
    • Survey: Wednesday at 10:00 am
    • Reminder: The next Wednesday at 10:00 am
    • Second reminder: The second Monday at 10:00 am
    • Example: Survey arrives on Wednesday, May 3rd, the first reminder arrives on Wednesday, May 10th, the second reminder
  • Every four weeks
    • Survey: Wednesday at 10:00 am
    • First reminder: Two Wednesdays later at 10:00 am
    • Second reminder: The fourth Monday at 10:00 am
    • Example: Survey arrives on Wednesday, May 3rd, the first reminder arrives on Wednesday, May 17th, the second reminder is sent on Monday, May 29th. The next survey is delivered on Wednesday, May 31st.

Flexible Surveys

  • Survey Duration: 1-3 weekdays
    • Reminder: None
  • Survey Duration: 4-9 weekdays
    • Reminder: 2 weekdays before the close date
  • Survey Duration: 10-14 weekdays
    • First reminder: 5 weekdays before the close date
    • Second reminder: 2 weekdays before the close date
  • Survey Duration: 15-19 weekdays
    • First reminder: 7 weekdays before the close date
    • Second reminder: 2 weekdays before the close date
  • Survey Duration: 20+ weekdays
    • First reminder: 10 weekdays before the close date
    • Second reminder: 2 weekdays before the close date

 

  • Can I send more than one question at a time? 

    You can only send one Pulse Survey at a time, but you can send up to 100 questions in a Flexible Survey. You can have multiple Flexible Surveys open at once and can send them out on any day at any time.

 

  • When do new hires receive their first Engage survey?

    The Onboard (non-anonymous) surveys are sent out after the new hire's first, second, fourth, and twelfth weeks on the job and will receive any Flexible Surveys sent out to the entire organization, their segment, or to them as an individual. New hires will get their first Pulse Survey delivered on the Wednesday of their sixth week but will get any Flexible Surveys sent to your organization, their Segment, or to them as an individual.Read more about these two types of surveys.

 

Admin Permission

 

  • Can an Admin delete a Cheers sent, Suggestion submitted, or response submitted?

    In short, Admin cannot delete anything from TINYpulse. If there is a Suggestion, Cheers, or comment that is inappropriate or offensive in any way, administrators can hide it from the Employee Portal immediately from their admin dashboard by clicking on the lock icon. However, be sure to follow up with the person who posted it individually and explain your reason behind the action.  Note that responses are only visible to admins, go to Admin Dashboard → Share → Create Report to hide responses from the Shareback report before you sharing with employees.

 

  • How can I tell if an employee has set their password?

    In order to fully protect the anonymity of respondents and their individual behaviors, administrators are not able to view this by employee. However, administrators can send a reminder to those people who may have missed their invite and have not signed up yet. Just click Send Reminders to trigger an email as a friendly reminder to these users to set their TINYpulse passwords so they can respond to surveys, give anonymous suggestions, and send Cheers.  

 

  • How can I turn off Suggestions?

    You cannot turn off Suggestions, but you can hide Suggestions from the Employee Portal in TINYpulse so your employees will not be able to view Suggestions in real-time. Go to Users and Settings → Settings → Employee Portal. Uncheck the first option: "Stream anonymous Suggestions, initiatives, and Wins to a real-time feed for employees to stay up to date with what is going on in TINYpulse." This way, your employees will not be able to see all Suggestions, just the ones that you’ve determined are In Progress or that have been added as Wins.  

 

Exports & Analytics

 

  • How can I export the survey results?

    If you only want to export results for a specific Pulse Survey, go to the Engage Admin Dashboard and click Share on the left sidebar. If you want to export results for a specific Flexible Survey, open the Flexible Survey in the Engage Admin Dashboard in the Responses page, then click on the Export button. To export the results for all surveys, visit Reports → Exports and click on the top right corner where Export All is located. Then check the Pulse Stats and Responses options to have all historical survey results downloaded as an Excel file.

 

  • How do I export all Cheers? Or an individual’s Cheers?

    Super Admins and Admins can export Cheers for Peers by visiting Users and Settings → Exports → Export All, then choosing Cheers for Peers to export all historical Cheers in Excel format.

    You can also visit
    Cheers → Cheers for Peers to export Cheers by time period. Segment Admins can still export Engage data, by the survey, for their segments in the Engage Dashboard on the Share page. You cannot export an individual’s Cheers specifically but would be able to filter this, if needed, from the resulting spreadsheet export noted above.  Read more

 

  • Where can I see my happiness trend over a period of time? 

    Head to
    Reports → Compare. From there, you can see Happiness Trends by survey period.  

 

  • How can I pull TINYpulse data into my own visualization software? 

    Gain direct access to your employee data with
    TINYpulse API, which brings employee responses, Cheers, private messages, and more into your own visualization software or existing dashboards. If you are a Super Admin, you can generate a new API key by going to Users and Settings → Integrations → API Integration.

 

Terminology Explained

 

  • What is a Win? 

    Once you have sent out one TINYpulse survey, gotten some feedback, and taken action, you can add a Win. You can add a Win for both survey responses and Suggestions, but Suggestions are the most common Wins since the employee is directly suggesting that some action should take place. Click
    here to learn how to add a Win. 

 

  • What’s the difference between a ‘Private Comment’ and a ‘Public Comment’?

    Comments are public by default, which will appear on the share back reports, and are posted to the Employee Portal if commenting is enabled.

    Use the drop-down menu to switch the comment to private if you wish to have a private conversation with other admins to collaborate on the feedback, without employees seeing the dialog behind the scenes. Private comments only live on the admin dashboard and are only visible to other admins who can view the response or suggestion you are commenting on. They do not appear on share back reports or in the Employee Portal. Read
    this article to learn more.  

 

  • What is Retention?

    TINYpulse offers Engage to help keep employees engaged throughout their entire lifecycle at your organization through anonymous pulse surveys and coaching opportunities. But we also have Retention to help you understand exactly why employees are leaving and give you the information you need to improve retention of those crucial top performers. If you joined TINYpulse before June 2017, you have the opportunity to enter exit data for your deactivated TINYpulse users to get immediate attrition insights. Talk to our Support team if you need help importing exit data manually.  
     

  • What is the Employee Portal? 

    The Employee Portal streams anonymous Suggestions, Wins Board initiatives, and Wins to the dashboard for employees to stay up to date with what is going on in TINYpulse. It is also where employees are able to respond to surveys. To fully empower employees and get the most out of TINYpulse, we recommend enabling the entire suite of employee-focused functionality. However, admins can customize the module in Users and Settings → Settings → Employee Portal 

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