Officevibe Launch: FAQ

 

INVITATION PROCESS & LAUNCHING SURVEYS

Q1.     Do you have a guide to help me launch Officevibe?

Absolutely! You can follow the steps here: Launch Guide for your Officevibe Premium Account!

 

Q2.     When will the invitations go out?

By default, the invitations go out as soon you add someone to Officevibe, activate an integration, or import the bulk file. You can activate/deactivate them in the Settings > Pulse Survey section. 

 

Q3.     How do I launch the surveys?

Surveys will launch when you send the invitations to your members. They will then continue to be sent automatically each cycle. What Surveys Look Like - Try it for Yourself! 

 

Q4.     When will employees get their first surveys?

Employees' first survey will be attached to their invitation.  

 

Q5. How many questions will go out in the first survey?

The first survey will include 10 questions if you've picked the weekly or bi-weekly frequency. It will include 20 questions if you've chosen the monthly frequency. 

 

Q6.     How can employee edit their personal settings (communication, picture, etc.)?

Everyone can access their personal setting from their profile in the top right corner of the platform.

 

Q7.     What should I do if an employee has not received their invitation?

Validate with your IT that Officevibe communications are whitelisted: IT Requirements to Use Officevibe

 

Q8.     What should I do if the invitation link has expired?

You can send them a reminder with a new link via the Settings > Members > Invited section in-app. 

 

Q9.     What should I do if an employee doesn’t remember their password?

Employees can request a new password here: https://app.officevibe.com/portal/login/reset-password 

 

Q10.     What should I do if the email is associated with another account?

Contact Officevibe Support team at support@officevibe.com

 

Q11.     Can I remove specific questions?

No, questions are the same to offer an external benchmark. You can create your own custom surveys in-app.

 

Q12.     Can I merge 2 Officevibe accounts?

Yes, all data will remain intact. Contact us to discuss it! More info here: Merging Accounts.

 

Useful links: 

 

MEMBERS, ACCESS, & TEAM MANAGEMENT

Q1.     How can I manage an employees' permission(s)?

You can manage employees' permissions from the Settings > Members section in-app. Review the different levels of permissions here: Members' Roles & Access Rights. 

 

Q2.     How should I set up my team's structure?

The best practice is to create a team for each manager (direct reports). Afterward, you can combine teams to replicate the organizational structure working your way up to the top.
(e.g. Team A + Team B + Team C = Department ABC). 

 

Q3.     Can an employee be in more than 1 team?

Yes, they will only receive one survey, but their answers will influence all the teams they are part of until they roll up to the Organization's results. 

 

Q4.     Can a team have more than 1 manager? 

Yes, all team managers will have access to the team's results, feedback, and members. 

 

Q5.     What access should I give to my IT personnel?

Your IT should have Administrator access. They won't see results but will have access to the account's settings.

 

Q6.     How do I send reminders to the employees?

You can send reminders to inactive/invited employees via the Settings > Members section in-app. As an Administrator, you can filter to see the inactive/invited employees. As a manager, you can filter to see the employees in-app.

 

Q7.     Can I customize the reminders?

Yes, you will have the option to customize the reminder that is sent out. 

 

Q8.     What is the minimum size for a team?

To see engagement metrics, at least 3 members need to have answered a survey. You need 5 employees in a team to see the anonymous feedback. All details here: Officevibe & Anonymity

 

Q9.    Can I edit the teams after the Launch is completed?

Yes, you can edit the team's members and managers at any time. Results will always stay in the team the employee was part of when they answered their survey. A newly created team will start with no results. 

 

Q10.    Will a Team manager have access to the sub-teams?

Yes, Team managers can filter results for all sub-teams that are part of their hierarchy. 

 

Q11.    Should the manager be part of their team?

No, managers should be set as a member for their supervisor's team, else they will influence their team's scores. 

 

Q11.    What will happen if an employee answers more questions?

We bring the scores back to an individual level before we calculate the averages. We also only consider the latest answer to a question. In short, you will have reliable scores faster. 

 

Useful links: 

 

SURVEYS & FEEDBACK

Q1.     Will all employees get the same questions?

No, Officevibe sends personalized surveys for each employee based on their previous participation and for any metrics that need more data. We will not ask the same question to the same employee within a 3 month period. 

 

Q2.     How long does it take for scores to be reliable?

After 5 weeks, all employees will have provided an answer for all 26 sub-metrics. 

 

Q3.     Where can I modify the survey frequency?

You can change the survey frequency in the Settings of your account Settings > Pulse Surveys. Each survey frequency has a default number of questions, as follows:
5 per week, 10 per two weeks, 20 per month. 

 

Q4.     Why can’t I see scores for a team?

Scores will only display if at least 3 members have answered a survey since the teams' creation date. Click here to learn more about Officevibe & Anonymity.

 

Q5.     What happens to the data if an employee changes teams?

The old data will remain in the old team. New answers and feedback will go into the new team. 

 

Q6.     Can I edit the Officevibe survey questions?

You can customize some words in the questions via the Settings > Pulse Survey section. 

 

Q7.     Can I create my own survey questions?

Yes, you can create your own surveys via the Custom Survey feature. 

 

Q8.     How often will the questions repeat?

It takes 6 months for an employee to go over all of the standard Officevibe questions. We also don't ask the same question to the same employee within a 3-month period. 

 

Q9.     What happens if an employee answers more questions?

All the team members have the same weight in the calculation of scores. Only the most recent answer to a question is counted. 

 

Q10.    How are engagement scores calculated?

Engagement scores are calculated over a 90-day rolling average. More info here: How are Engagement Scores Calculated?

 

Q11.    Do all metrics have the same weight?

No, some metrics have more weight than others in the calculation of the engagement score. We validated the methodology with Deloitte. It's our secret sauce :)

 

Q12.    How do I know which team a piece of feedback is coming from?

You can hover your mouse over the word 'anonymous' in the Feedback section, which shows the smallest team the feedback belongs to, concerning the anonymity rules. You can also filter for a specific team's feedback. 

 

Q13.    When should the team managers start replying to feedback?

As soon as possible. They should inform the team members of when and how frequently they will reply to the feedback. 

 

Q14.    Will managers get a notification when there is new feedback to review?

Yes, by default the notification is sent daily, but managers can change this in their personal settings

 

Q15.    Where do I define the labels for the feedback?

Administrators can define labels in the Account Settings. Employees won't see the labels that team managers add on a piece of feedback. 

 

Useful links: 

 

GOALS & 1-ON-1's

Q1.     Where can I edit team goals?

You can create and edit team goals via the Goals section on the left side menu. 

 

Q2.     Where can I edit individual goals?

You can create and edit an employees' goal by selecting the employee on the left navigation bar. 

 

Q3.     How do I retrieve past 1-on-1's with an employee?

You can retrieve past 1-on-1 by clicking on the employee on the left navigation bar. Only the manager and the employee will have access to see them. 

 

Q4.     Can I make a 1-on-1 recurring?

Yes, you can set the date, time, and frequency of your 1-on-1 at creation. You can then export the calendar event to share it with the employee. 

 

Q5.     Can managers add notes to their 1-on-1's?

Yes, Team managers can add a shared note to recap the meeting, as well as a private note for themselves. 

 

Q6.     Where can I see the actions items for an employee?

You can see all action items set for an employee by selecting their profile on the left navigation bar. 

 

Useful links: 

 

ADVANCED SEGMENTATION & PROPRIETIES

Q1.     What is the difference between a Team and a Segment?

Teams allow team managers to take ownership of their results by replying to the feedback and discussing action plans with the team members. 

Segments allow HR professionals to test hypotheses ad-hoc to find precise engagement opportunities for a segment of the workforce. 

 

Q2.     How do I bulk assign proprieties?

To bulk assign proprieties, you'll want to create them first via the Settings > Proprieties section. Afterward, you can populate the Bulk Provisioning file with everyone's information. Once you upload, the properties will be assigned to each user. 

 

Q3.     Do I have to create all the segments in advance?

No, you can create them as needed. When you create a segment, Officevibe will recalculate the historical engagement trends and bring forward employees' feedback that matches the segment's conditions. 

 

Q4.     Can I give a manager visibility on the results of a segment?

Yes, you can create a rule-based team from a segment, by clicking on the segment you wish to create a team from, and then selecting Create a team from this segment. Then you will be able to assign a manager to that team, and the membership will be mapped to the segment. 

 

Useful links: 

 

ADOPTION METRICS

Q1.     Where can I track participation?

Participation rates are tracked over the last 30 days and can be found in the Analysis > Pulse Survey Report section. 

 

Q2.     Where can I compare engagement scores across teams and other Officevibe's clients?

You can compare your scores via the Comparison report. The first row shows you the benchmarked data.

 

Q3.     Where can I see how many pieces of feedback were replied to?

You can see the total amount of feedback in a team or the organization via the Feedback section using the filtering options, and selecting "replied". 

 

Q4.     How do I know if the managers are having 1-on-1's with their team members?

You can track the percentages of 1-on-1's completed for all team managers via the 1-on-1 > Participation section. 

 

Useful links: 

 

SHARE & DISCUSS

Q1.      Can I share the results with the employees?

Yes, you can give team members visibility on the results with the Manage visibility feature on the top of the Engagement dashboard. 

 

Q2.     Can I share the engagement report with someone else outside of Officevibe?

Yes, you can share a snapshot of your engagement report using the public link feature at the top of the Engagement dashboard. People with access to the link will be able to add comments. 

 

Q3.     How often should team managers discuss results with their team?

We recommend that managers discuss results with their team members every month. 

 

Q4.     How often should team managers have 1-on-1 meetings with their team members?

We recommend that team managers meet with each team member every other week. 

 

Q5.     Can a manager ask for help from another manager in-app?

Yes, managers can share a public link to get feedback on their engagement scores. They can also share a piece of feedback if they need some advice. Also, the comparison report is a good way to brainstorm action plans between managers. 

 

Q6.     Can I create templates for team managers?

Yes, you can save your own organization templates for custom surveys and 1-on-1 with the team managers.

 

Q7.     Is there virtual training?

Yes, check out this recording if you are an Administrator: Administrator Toolbox.
Managers can register for a webinar here: Managers: Register for a Live Officevibe Training

 

Useful links: 

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