Add groups and subgroups
Creating groups in &frankly is easy! You can either decide to group people in their teams, in projects groups, by location or whatever suits you. The results are viewable per group, which is why it is important to create a group structure in the tool. You have to create the groups and the structure in accordance with how you would like to present the results. Keep in mind that when the difference of the number of answers between two almost identical groups are two or less, the results will be hidden by the integrity framework. Therefore, try to keep your structure as simple as possible.
How to add groups
To create a group go to People > Groups and follow the below steps:
- Click "Add group" in the top right corner.
- Name the group and add a description if needed. Make sure that every group gets their own unique name.
- Add the employees that belong to the group in the section called "People".
- Add the manager(s) in the section called "Owners".
- If you want someone else to access results and reports from the group, but not have full ownership you can add them in the section "Viewing rights".
The fields in the group editor are explained below:
This is the section where you add the employees that belong to a group. The answers from these users will be summarized and aggregated to the report for the group. If you have a hierarchical structure, meaning that the groups are placed at different levels, the results will be aggregated to the groups above.
Below picture shows an example of what the groups can look like. There are four users in Group B and six users in Group C. These groups will have their own results, but their answers will also be a part of the report for Group A, which contains users from both group A and B.
This is where you can add people in your organization that should have access to the results for the group but shouldn't be able to administrate it or schedule questions to it. This could be a manager higher up in the hierarchy, your CEO or someone else with an interest for this specific group.
The managers in an organization are usually added as group owners. This gives them the possibility to administrate and schedule questions to their team. Group owners to groups that have subgroups will inherit viewing rights to the groups below.
If we take the above example, this would mean that the group owner for Group A will automatically get viewing rights to Group B and C.
How to add subgroups and build a hierarchy
To add subgroups, you have to save the top group and then add another one. When you have created all the groups that you need you can build a structure.
Build the structure either by adding subgroups in the field "Subgroups" when you open the top group or by dragging and dropping. See the two examples below.
The number of groups you will have is dependent on how many employees and teams you have. You can have as many members as you would like in each group, but remember that the minimum number of answers required to show an aggregated result for a group is three. If you have many small groups, we recommend that you try to unitize groups in order to minimize the risk of groups not showing.
Can a user be associated to more than one group?
Yes, a user can be associated with as many groups as you see necessary. Consequently, their results will be part of several sets of aggregated data.
When you have created a group structure in &frankly it might look something like this:
What happens if I delete a group?
If a group is deleted from the tool, its historical results will also disappear.
Removing (or moving) a sub-group from its top-group is OK and will not delete any historical results. Although, it is good to keep in mind that if you remove a sub-group from a scheduled target group, the results will not be visible since the group is no longer included in the targeted scheduling. If you move a group from the group structure and the results disappear, you can simply add the group back to its original place (or somewhere else in the structure) and the results will be visible again.
To remove a sub-group from a top-group, simply open the top-group and click on the cross that appears when you hold your pointer on the group name in the section "Sub-groups" (see below picture).
You can also have a look at this video that explains how to add groups, sub-groups and how to build a group structure step by step.