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As an HR professional, the "My Organization" page within Teamflect’s Intranet section is a powerful tool designed to enhance and streamline internal communications. This pivotal resource supports your strategic objectives by fostering a workplace environment that is both cohesive and innovative.
1. Page Visibility
With the "My Organization" page visibility functionality, you have full control over who can see this feature. You can start by setting the visibility to "Admins only" to fine-tune things on your end. Once everything is set up to your liking, you can switch the visibility to "Everyone." This way, the tab will appear on the Teamflect Home page for all your users.
2. Customizing the Intranet Tab Name
Functionality: This setting allows you to rename the "My Organization" page to a title that better reflects your company's culture or organizational structure.
Benefit: Personalizing the tab name enhances the user interface's relevance and can make navigation more intuitive for your employees.
Changing the Intranet Tab's Name:
1. Open your web browser and navigate to Teamflect Admin Center.
2. Once you're on the intranet settings page, find the section titled ''Customize the intranet tab name.''
3. Click on the "Edit name" option. This will bring you to an editing screen where you can enter a new name for the tab.
4. After entering your desired tab name, click the "Save" button to apply the changes.
5. Then, you will see the changes reflected within the app as shown below:
3. Organization Search
Functionality: Enable this feature to allow users to search for colleagues, competencies, specific roles, and internal job opportunities within the organization.
Benefit: Facilitates easier access to networking opportunities and professional growth within the company, improving resource visibility and connectivity among employees.
Organization Search Function Configuration
1. Log in to the Teamflect Admin Center.
2. Navigate to the relevant section, where you'll find the "Enable organization search" toggle. Switch this toggle to the "on" position to activate the search feature.
Search Types
Adjust the "Search Types" setting to control the search functionality on the My Organization page. You can choose from the following search options:
People,
Roles,
Competencies,
or Job Board.
This allows you to tailor the search experience to better suit the needs of your organization.
Based on your selections, users will be able to search for people, roles, competencies, and the internal job board through the "Search in organization" section. This feature helps streamline navigation and enhances user engagement by simplifying access to important organizational resources.
Configure the Scope of the Search
After enabling the search function and the search types, proceed to the setting labeled "Set the scope of people search."
Functionality: This setting lets you define the boundaries of the people search function. You have the option to restrict searches to only include Teamflect users or to expand the search to encompass all users within your Microsoft Graph account.
Benefit: Customizing the search scope can help maintain privacy and relevance in search results, ensuring employees find the most appropriate and useful contacts and information.
Here, you have the option to define who can be searched within your organization by selecting one of the following:
Search Teamflect users only: This option restricts the search results to include only those who are logged in or have permissions within Teamflect. It ensures that searches are limited to active and recognized members of your platform.
Search all users: Selecting this option expands the search capability to include all individuals within your Microsoft Graph account, regardless of their status on Teamflect. This is useful for larger organizations where connections and collaborations might extend beyond immediate Teamflect users.
Note: You need to grant Teamflect ''admin consent'' if you are unable to select the ''all users'' option. Please share this resource here with your IT team.
4. News Feed
Functionality: Centralizes the latest company updates and announcements in a single, easily accessible location on your intranet.
Benefit: Ensures that all employees stay informed about important organizational news, fostering a well-informed workplace culture.
News Feed Configuration
1. Access the Admin Center:
Open your browser and visit the Teamflect Admin Center.
2. Activate the News Feed:
Look for the "Enable news feed" option and toggle it on to activate the News Feed feature.
3. Edit News Items:
Click on "edit news items" to manage the announcements you wish to share with your employees.
This action will take you to the page where you can oversee your news content.
4. Create a News Post:
To add a new announcement, click the "Create news post" button located at the top right of the page.
You can also review drafts or unpublished items that are already prepared but not yet shared.
5. Using the News Editing Interface:
Upon selecting to create a new post, you will be directed to the editing interface where you can compose your announcement.
Enter the necessary details:
News Title: This is required and should capture the essence of your announcement.
Image: Also required, choose an image that aligns with or enhances the message.
Content: Optional, but useful for providing detailed information or context.
6. Save or Publish Your News:
If the post isn't ready to go live, click "save as draft" to save your work without publishing.
When you're ready to share the news with your organization, click "save and publish".
If you'd like to, you may also change the order of your news:
7. After it's published, it will be available to your users within the app and they can view the content by clicking on the news:
5. Organization chart
Functionality: Provides an interactive visual representation of your company’s reporting structure, enabling employees to explore manager relationships, locate colleagues, and understand team hierarchies directly within the Organization Chart on the My Organization (Intranet) page.
Benefit: Enhances organizational transparency and collaboration by helping employees quickly understand reporting lines, find coworkers, and navigate team structures, fostering clearer communication and stronger alignment across the company.
Configuring the Organization Chart Feature
1. Access the Admin Center: https://admin.teamflect.com
2. Enable the Organizational chart feature:
6. The Voice of Employee
Functionality: Allows employees to submit 100% anonymous messages (optionally), ideas, concerns, and attachments facilitating open and honest communication within the company by offering an internal communication hub.
Benefit: Promotes a culture of trust and continuous improvement by valuing and considering employee input in organizational decisions.
Configuring the Voice of Employee Feature
1. Access the Admin Center:
Open your browser and navigate to the Teamflect Admin Center.
2. Enable the Voice of Employee:
Locate the "Enable voice of employee" setting. Toggle the button on the right to activate this feature.
3. Customize the Widget
Once enabled, you have the option to personalize the widget by changing the "title" and "description."
Reword these elements to communicate the purpose of this feature to your employees, encouraging them to use it to share their feedback, ideas, and concerns.
Before Customization (Default Title & Description):
After Customization (Customized Title & Description):
4. Manage Conversation Categories:
If you wish to organize the feedback into categories (such as 'Benefits,' 'Workplace Safety,' and 'Management Feedback'), you can set up and manage these categories.
Categories can be added as needed, and their order can be rearranged through the admin center to best reflect the priorities and structure of your organization.
5. Accessing and Managing Conversations:
Option 1: To view the messages submitted by employees, click on "Open conversations" in the admin center.
Option 2: You can access the "open conversation dashboard" within the app under the "My Organization" tab to see all employee submissions.
This interface allows you to see all new or unread messages, and archive old ones as needed.
6. Replying to Messages (Anonymously):
As an admin, you can respond to these messages and attach documents as needed. Your replies will remain anonymous to the message sender, fostering an open and safe environment for feedback.
Only other global admins will be able to see that the reply was written by you, maintaining confidentiality and trust in this feedback system.
7. Organization Resources
Functionality: Provides a dedicated space for sharing essential documents, handbooks, links, and guidelines critical to your organization’s operations.
Benefit: Enhances accessibility to important resources, ensuring employees have the information they need related to the company or their job roles.
Organization Resources Function Configuration
1. Enable the Feature:
Visit the Teamflect Admin Center.
Locate and enable the "Organization Resources" feature by toggling the corresponding button on.
2. Add and Manage Resources:
Once the feature is enabled, click on "Edit organization resources" to manage your content.
If you're starting from scratch, click the "+ Add new resource" button on the top right to begin adding new materials.
You may also change the order of your existing resources, and edit or delete them on the same interface.
3. Input Resource Details:
Resource Title: Enter a title for the resource; this field is required.
Resource Description: Provide a brief description of the resource; this is optional but can help users understand the resource’s relevance.
Resource Format: Choose between Document and Link; this choice dictates the subsequent input requirements:
For Documents: Attach the relevant file. Ensure the file does not exceed 5MB and is in one of the supported formats: .ppt, .pdf, .docx, .csv, .jpg, .png, .pptx, or .xlsx.
For Links: Enter a valid URL with 'https://' format. This will direct users to an external page when they select the resource.
4. Custom Resource Icon (Optional):
Optionally, you can select a custom icon for each resource to make it more identifiable to employees within the app. Toggle the button on to enable this option and choose a related icon.
5. Save and Publish the Resource:
After entering all the necessary details and configurations, click the "Add resource" button to finalize and publish the resource.
Once added, the resource will appear in the "My Organization" tab within the app.
6. Access by Employees:
Employees can easily access these resources; clicking on a document will prompt it to download automatically while selecting a link will redirect them to the specified URL.
8. Internal Job Board
Functionality: Enables employees to view and apply for available positions within the organization, supporting internal career mobility.
Benefit: Helps retain talent by offering growth opportunities within the company, reducing turnover, and improving employee satisfaction.
Preparation Steps:
Verify Employee Departments: Ensure that employee departmental information is accurate and up-to-date. Check this at Active Users Management.
Update Career Module: Confirm that job roles and titles are correctly listed within the 'Career' module. Update this list if necessary to reflect current organizational structures and roles at Roles (Job Titles).
Internal Job Board Configuration
1. Enable the Internal Job Board:
Navigate to the Intranet Settings in the Admin Center.
Toggle the feature by clicking the button on the right to activate the Internal Job Board.
2. Manage Job Posts:
Click on "Manage job posts" to begin creating or updating job listings.
You can review existing job postings or click on "Create new job post" to add a new vacancy.
On the same interface, you may also see the applications, and edit, close, or delete the job postings.
3. Create a New Job Post:
Select a Role: Choose a role from the dropdown menu, sourced directly from the 'Career' module’s Roles/Job Titles section.
Job Description: Enter a detailed description of the responsibilities and requirements.
Select a Department: Choose the department where the position is located from a list of all departments in your company.
Location: Specify the job location; this field is optional.
Reporting and HR Contacts: Select the manager/supervisor for the role in the 'Reports to' section and, if applicable, the HR contact by typing the name of an individual.
Job Post Status:
Active: Set the job post to be visible to all employees on the internal job listing.
Closed: Make the job post visible only to admins in the admin center.
4. Save and Publish the Job Post:
After entering all the necessary details, click 'Save' to publish the job posting.
Once saved, the job posting will appear on the 'My Organization' page (given the 'job post status' is active), accessible to all employees, fostering transparency and encouraging internal applications.
5. Managing Job Applications:
1. Access the Application Management Interface:
Navigate to the 'Internal Job Board' management section by visiting Internal Job Board Management in your Admin Center.
In this section, you can see all applicants consolidated in one place. This central view allows you to efficiently review each candidate's submission.
2. View Application Details:
For each applicant, you can view any application notes they might have left or documents they attached during the application process. This includes resumes, cover letters, or any other relevant materials.
Directly access detailed profiles of each applicant within Teamflect. These profiles may include comprehensive employee performance data such as Goals, Individual Development Plans (IDPs), Performance Reviews, 9-box Evaluations, and other relevant assessments or items.
3. Hiring Process Considerations:
While the hiring process itself might be conducted outside of Teamflect, using the Internal Job Board to manage applications can streamline the initial stages of candidate review and shortlisting. This integration helps in making preliminary decisions more efficient by providing all necessary information at your fingertips.
9. Widgets
1. Birthdays & Anniversaries Widget:
Functionality: Displays notable dates such as employee birthdays and work anniversaries.
Benefit: Helps build a community atmosphere by recognizing and celebrating personal milestones within the company.
2. New Team Members Widget:
Functionality: Showcases new hires, including their role, department, and start date.
Benefit: Facilitates introductions and integrates new employees into the organization, enhancing team cohesion.
Configuring the Birthdays & Anniversaries Widget
Preparation Steps
Verify Key Employee Data:
Employee Hire Dates and Birthdays: Check and update the employee hire dates and birthdays in the Teamflect system at Active Users or contact your IT team to update this data in Microsoft Entra ID if the values are 'synced with Microsoft 365' which can be checked at User Attributes.
Accurate data is essential for the widgets to function properly, as they rely on these details to display upcoming birthdays, anniversaries, and new team member information on the 'My Organization' page.
1. Access the Widget Settings:
Go to Teamflect Admin Center and scroll to the 'Widgets' section located at the bottom of the page.
2. Enable the Widget:
Find the "Enable birthdays & anniversaries widget" option and toggle the button to 'on'. This action activates the widget.
3. Functionality:
Once enabled, the system will automatically fetch and display the upcoming birthdays and work anniversaries to all employees on the 'My Organization' page, fostering a sense of community and recognition within the workplace.
Configuring the New Team Member Widget
1. Access the Widget Settings:
Navigate again to the 'Widgets' section at the bottom of the Admin Center page.
2. Enable the Widget:
Locate and toggle on the "Enable new team members widget." This enables the widget to function.
3. Functionality:
With this widget activated, the system identifies new hires based on their recorded hire date (either in Microsoft or Teamflect) and showcases these new team members on the 'My Organization' page. This feature helps current employees learn about and welcome new colleagues, enhancing integration and team cohesion.
Need Assistance?
If you have any questions or encounter any issues with the functionalities discussed, please don't hesitate to contact us at [email protected].