FAQ How to avoid common issues when setting up the platform

Once Leapsome is completely set up for your company, utilizing it is very intuitive. However, avoiding common mistakes during setup is crucial to ensure a smooth experience. The following is a list of some mistakes and the issues they can cause.

1. Not removing dummy data before setting up your actual teams: Leapsome provides dummy data on the platform to give you a feel of what the platform will look like and function once you start using it. However, if this data and users are not removed before you begin your processes, it may skew the analytical data that you retrieve. Therefore it is important to remove the dummy data from the platform before adding your users and beginning your processes. More information on how to remove the dummy data can be found in this article. 
   
   
2. Not setting up your HRIS integration immediately, or completing all user information: Many companies use the HRIS integration to ensure that all user data, including demographic data, are transferred to Leapsome. If this is not done before running any processes then the following issues may arise:
   a. If you run a survey without ensuring all relevant demographic data is transferred over from your HRIS, then you are unable to utilize that demographic data, as once a user has submitted their survey results, you are unable to update their demographic data and utilize it within the survey analytics for any past survey responses. Therefore it is crucial to have this information synced from your HRIS before running a survey to ensure you are able to utilize that demographic data. In case you still happen to run into this issue, please reach out to our support team. The team can 'refresh' all demographic data in surveys and reviews that have been answered up to 7 weeks in the past, with the most recent data from Settings > 'Employees'.
   b. Setting up an integration after you have already set up your users and teams may cause issues such as duplicate accounts being created and admins needing to delete old data, as well as duplicate teams appearing on the users (if teams were already created and specified for the users on the platform).
   
   
3. Not completing the user profiles before beginning processes: There are many attributes within the user profile that can be useful for other processes to run smoothly. Therefore it is crucial to ensure that all relevant attributes are filled out before beginning any cycles or surveys. For example, if you are running automation that are dynamically triggered by start/termination dates, then it is important to ensure that information is completed within the user profiles so those users can be added to the relevant tasks, dynamically. 
   
   
4. Adding too many skills to the competency framework: If you add too many skills to your competency framework and then add all relevant skills to a review assessment, this can make the review extremely long. If the review is too long, it would discourage more engagement from the users. Therefore we suggest limiting the amount of skills in the framework, as well as specifying team-specific skills to ensure that the appropriate skills are only visible to the relevant users. 
   
   
5. Sharing personalized survey links: When survey links are sent out, these are personalized links per user that link directly to that user's account. Therefore, when responses are submitted through these personalized links, the results are linked/listed with the person whose account the link was created for. If you share the survey link with another user, then the responses they submit will confound the results. E.g if Pam sends Jim her survey link and Jim fills out responses with that link, then the results would be submitted as Pam. Therefore we suggest never sharing a survey link and always directing users to the task located in their home dashboard or survey module. 
   
   
6. Understanding which questions can be benchmarked against: When creating a survey, only questions provided by Leapsome on the platform can provide benchmarks. If you create custom questions, you need to link them to one of our best practice questions to be able to use benchmarks.
   
   
7. Understanding that anonymity status cannot be changed after activating a survey: When creating a survey, you must select whether you want the survey to be anonymous or non-anonymous. Once this anonymity status is selected and the survey is open, you will not be able to change the anonymity to any other status than what was selected at set up. 
   
   
8. Activating a goal cycle before adding users to the cycle or before enabling the goals module for the team: If you activate the goal cycle before adding users to the cycle, or before you enable the goal module for the relevant teams, users will not get a kick-off email because the specified kick-off already passed before the users were added.