Note: excel imports are only available for customers with Workplace and Enterprise subscriptions. If you have a Team subscription, please find instructions here: How to add users
If you want to add users and groups in &frankly via our excel import, download the file here: import template. Find instructions at the bottom of this article, and/or watch the video below.
Instructions and “Good-to-knows” before you fill in the Excel import.
When you open the file, click on "Enable macros".
1. Employees (Employees sheet 2)
Add all employees you want to import in the Employees sheet, by adding the following data on each row:
- First name — Employee's first name, e.g. "Anders"
- Last name — Employee's last name, e.g. "Svensson"
- Email — Employee's email address (used to login with), e.g. firstname.lastname@example.org
Role — The role that the employee should have in &frankly: User, Manager or Administrator.
Users can answer questions and see their own results, and possibly results for groups they are members of. Managers can see the user list, their own group(s), create & schedule questions for groups they are responsible for, and see group results. Administrators can create & schedule questions for all groups, and see all results.
2. Group structure (Groups sheet 3)
Add the groups you want to add to the ”Groups” sheet, by adding the following data on each row:
- Group name — Name of the group
- Description (optional) — Description of the group
- Parent group (optional) — Group that this group should be placed under in the hierarchy
Manager of group (optional)— Email address of the user that should be made admin/responsible for this group. Must be a user added in the Employees table and that is also a Manager.
Add the organization name as a separate group in the excel file. The highest group in the hierarchy does not have to have a "parent group".
You can have several main groups/parent groups in &frankly and change your structure directly in the account later on. The structure will be presented as it is looking like when the survey closes on Sunday, the results cannot be changed after that point in time due to privacy reasons. You can only have one group owner per group via the excel file, but you can add more group owners later on, directly in the &frankly tool.
Consider whether the managers should belong to a separate management/leadership group, as it is difficult to assess, for example, their own leadership skills if they also are a direct member in the group they are owner of.
It can also be beneficial to create a test group where you can try out the questions before the actual launch is carried out.
3. Update the group memberships (Employees sheet 2)
Set (up to 5) groups that each member should be a group member of, from the list of groups that was added on the Groups sheet. You can belong to up to 5 groups in the excel file, you can add users to more groups directly in the tool if needed.
Only set groups that the user is a direct member of. If Team 1.1 is a subgroup of Department 1, then adding the user to Team 1.1 will also make him an "indirect" member of Department 1, so there is no need to also add the user to Department 1.
Employees who do not belong to a specific group can be difficult to place into the group structure. On a positive note, though, the structure in & frankly does not have to reflect the exact structure of your organization. Most importantly is to place employees in the groups that you need to discuss the results in. A CEO who does not belong to a specific group can be placed in the top group, both as a member to answer questions and as a group owner to be able to see results for all the subgroups.
4. Result visibility
If you are a direct member of a group, you can (potentially) see the results for that group. These settings can be adjusted when activating a measurement.
If you are a or group owner, you can see the results of that group, and also the results of all potential subgroups. Therefore, make sure to add people to the right group in the hierarchy to avoid people from seeing results for groups they shouldn't see.
Remember that a group needs to have at least 3 answers to generate results, and you can have a higher limit set in your organization (Settings/Company). Groups that are smaller than your result integrity limit will not receive a result. Think about whether you in that case can merge some groups or put employees into another place in the structure.
5. Send in and review!
When you are ready, send the file to your contact person at &frankly.
When the import is made, you can take some samples to double-check that:
- the amount of users is correct,
- the users have gotten the right roles in &frankly
- the groups look correct
- all employees are belonging to the right groups
Go to People > Users look through the user list. To see the group structure, go to People > Groups. The way that the structure looks when the survey closes on the following Sunday, is also how the results will be presented, so it is worthwhile to review your users and groups in the tool before you activate your first pulse.
Best of luck!
If you want to change something later on, don't worry, you can edit it all later in the tool. This video shows how to build a group structure when the users are imported already.