Leapsome Onboarding - Basic Account Settings – Leapsome

The following article provides an overview of all the recommended steps to configure your Leapsome account before setting up your people processes and launching the platform in your company. The article includes permission and visibility rights, admin settings for each module, best practices, and instructions.

Content:

General

Basic account settings
Remove dummy data
Enable/disable the modules you want to use
Set up permissions and access rights
AI Features
Work locations
Documents
Approvals
Integrations

Modules

Admin settings for Reviews
Admin settings for Goals & OKR
Admin settings for Instant Feedback
Admin settings for Surveys
Admin settings for Learning
Notification Dashboard

Basic account settings

To find the admin settings, you would need to navigate to the 'Settings‘ in the bottom left corner of your account. There you will see the 'Company' box that will navigate to your 'Basic settings'. In the basic account settings, you have the following customization options:

Edit your account name (company name)
Add your company's domain
Add your company vision (it will be displayed on top of your goal tree)
Choose your company language (default is English), and it will be used for:
- Celebrations within your Slack or MS Teams Integration
- Invitations to Leapsome for new employees
- The platform language for newly created accounts (can be adjusted in the profile settings by every employee)
Choose your primary time zone (used for celebrations)
Upload your company's logo (for the navigation bar and for email notifications). Please note: Please use a logo on a transparent background (a PNG file). The height should be at least 25 px and the image shouldn't use internal padding.

Moreover, if you want to have your logo on the top left, you can either upload it yourself as a super-admin/admin, or contact our customer support by clicking the blue widget button at the bottom left corner. Please include a colorful logo on a transparent background (e.g. PNG file). To upload your company's logo, select the 'Upload your company logo for the navigation bar' or the 'Upload your company logo for email notifications', depending on where you'd like your logo to appear.

The height should be at least 25 px, and the image shouldn't use internal padding. Your logo will appear in the navigation bar on the top left side and in all emails sent from Leapsome, respectively.

Furthermore, you can adjust your time notation to 12-hour meridian notation (AM/PM) and allow users to access the org chart and their development framework. If you have an MS Teams or Slack integration in place, you can here decide if birthdays and work anniversaries shall be celebrated via Slack and MS Teams, as well as decide if employee's birthdays should be visible for other employees within the profile page.

Remove dummy data

When you first log in to your Leapsome account, you will find some 'dummy' users, feedback, goals, etc., — we use this to illustrate how the platform works.

Once you want to get started with your actual team, you may want to remove this data to have a clean slate. To do so, please go to 'Settings' > 'Company Settings' > 'Basic Settings', scroll down to the dummy data section, and click the button 'Remove initial account data'. This will trigger the following pop-up:

The option will only show for up to four weeks after your trial has ended. After this, please contact our Support Team if you would like to remove the dummy data.

Please note: Removing initial account data removes all data in the account (except for non-dummy users, the Competency Framework, and Teams). Therefore, it has an additional safeguard (a pop-up will ask you to type 'REMOVE ALL DATA') and can only be triggered up to four weeks after the trial period ends. After that, please reach out to our Support team for additional details. A potential workaround here would be to delete the dummy profiles from the list of employees one by one.

Enable/disable the modules you want to use

Leapsome offers many modules, including ongoing employee feedback, goal and OKR tracking, 360° and performance assessments, engagement surveys, compensation, and learning paths. For some companies, it is easier to start with one or two modules and enable the rest later.

You can enable this for every module separately under 'Settings' > 'Module & feature settings' > choose the module, for example, Reviews → 'Enable / disable module for all employees'. Furthermore, you can assign or limit the access right to all modules for individual users, teams, or locations. Modules can easily be re-enabled later, and no data is lost if you disable or re-enable modules.

Set up permissions and access rights

Limiting and granting access to specific modules can easily be accomplished in Leapsome:

First, go to 'Settings' > 'Module & feature settings' and select the specific module.
Select the setting 'Enable for selected employees'.
You now have the option to either 'Select to include' or 'Select to exclude' the module for Users, Direct reports of, Location, Teams or any Custom Attribute. If a user is captured both by an inclusion and by an exclusion rule, the exclusion rule will prevail.
After setting up custom access rights, please save your changes by clicking 'Update Access'.

AI Features

Under 'Settings' > 'Company' > 'AI features' you can activate various AI functions in reviews, goals, surveys and instant feedback. The AI in Reviews and Instant Feedback gives suggestions for improving the grammar and wording to make the feedback more learning-oriented and constructive.

In the surveys and reviews, you can activate an AI that summarizes all the feedback from a review or survey and suggests action items. All employees can use the summary in reviews, while the summary in surveys is only available to survey admins.

In the Goals module, the AI can suggest key results and initiatives for effective OKRs.

Work locations

'Work locations' is a centralized space to manage employee work locations and all related information. Here, you can create, edit, and delete work locations for your employees. Each location will have the following attributes: name, currency, remote toggle, address, zip code, city, state, country, and the number of assigned employees.

By default, there will be at least one work location titled 'Primary'. This is the default work location for all employees. The 'Primary' work location will use the information available in the 'Billing and Invoices' section. The ‘Primary' work location can’t be deleted, only edited.

Documents

To upload and organize your company's documents, navigate to 'Settings' > 'Documents' > 'Public documents' > 'Actions' > 'Upload document'.

When uploading new documents, you can add details, such as: the name of the document, description, choose a document category and select its visibility (Everyone; Admins only; Specific employees).

Documents can be updated or deleted at any time. As an admin, you can keep the document pool current and applicable by simply clicking on the three vertical dots next to the file and selecting either 'Edit' or 'Delete'. Please find more information on 'Company documents' function here.

Approvals settings

In the 'Settings' > 'Automations' > 'Approvals' section of the settings, you can create and manage approval flows for different processes to ensure proper review and authorization. Click on 'Actions' > 'New approval flow' to start. When setting up a new approval flow, you will:

Give your flow a name
Determine which process this flow applies to (for example, individual goal creation)
Select if the flow is applicable to all or selected employees only
Choose the steps for the approval. For example, the first step is manager approval; the second step is manager's manager approval)

Please note: If multiple approval flows apply to a specific user, the highest configuration on the list will be used. Please drag to change the approval flow priorities.

If you haven't set up any approval flows for your organization - all processes will be auto-approved.

When creating an approval flow in admin settings, you can enable the setting 'Enable implicit approval'. If enabled, any steps in the approval flow that can be approved by the person requesting the approval, will be automatically approved. For example, if Goal Creation requires manager approval, and the manager is creating the goal on behalf of their direct report, the goal will be automatically approved.

Admin settings for Reviews

The admin section allows you to customize access and visibility rights for reviews. You can find these settings under 'Settings' > 'Module & feature settings' > 'Reviews'.

If you check the first box, you enable cascading access to the review results of indirect reports. This means managers will have access to the review results of their direct and indirect reports. These access rights cascade down the entire reporting chain to the lowest reporting level. A CEO would, therefore, have access to all individual goals and reviews. Please note that enabling cascading access will also affect the visibility of goals and survey results (as long as you have shared the survey results with managers).

The second customization gives you the option to allow admins to access all review results even if they are not managing the corresponding cycle. Super admins will have access to all review results by default.

By checking the third customization, you enable review calibration. Admins and HRBPs will be able to calibrate all unsigned manager reviews they have access to (excluding their own). The last customization allows indirect managers to calibrate unsigned manager reviews. If this is disabled only the direct manager can calibrate manager reviews.

In the next section, you can define the access to different views, such as heatmap, scatter plot, and timeline, of the review analytics for managers and employees.

Updating the Review Default Scale

Under 'Settings' > 'Module & feature settings' > 'Reviews' > 'Review Default Scale' you can define a default scale for all review templates. Please find the description of how to update the default scale here.

Admin settings for Goals & OKR

The admin section allows you to customize access and visibility rights for Goals. You can find these settings under 'Settings' > 'Module & feature settings' > 'Goals & OKRs'.

Advanced visibility settings

If you check the box 'Enable cascading access to goals' (under the section 'Advanced visibility settings'), keep in mind that it also affects reviews, surveys, and instant feedback. This means managers will have access to individual goals of their direct and indirect reports. These access rights cascade down the entire reporting chain to the lowest reporting level. A CEO would, therefore, have access to all individual goals.

By checking the box 'Admins can access and edit all non-private goals' under the section 'Advanced visibility settings', you allow admins to access and edit all goals, including those not managed by them. This doesn’t apply to private goals — these can only be accessed and edited by the owner.

Enabling the third setting allows you to work with OKRs and to align your goals in a goal tree.

Advanced creation and editing settings

By enabling the first box 'Goal contributors can edit goal settings', you allow all goal contributors to edit the the goal's settings.

By enabling the second customization 'Normal users can create and update goals for their teams', your employees will be able to create team and company goals (alongside the individual goals). This function is otherwise limited to admins and team leads only.

The next option 'Make goal tags mandatory at goal creation' allows you to make goal tags mandatory at goal creation. Goal tags are beneficial for filtering goal lists to see a more specific selection of information. You can create or modify goal tags at the bottom of the page.

Another customization is the option to hide initiatives for goals. This means that users can only add key results but no initiatives to their objective. Please note, that initiatives have no influence on the goal's progress.

The further box allows you to link competencies to (development) goals. If this option is disabled, you can link a development goal to a specific competency.

The last section is about the visibility of goals. You can choose to make all goals public by default, which makes sense if you only work with OKRs. You can also remove the option to make individual goals public, e.g., if you don't work with individual OKRs but only with development goals. Any goal can still be changed to a private goal by the person creating the goal.

Admin settings for Instant Feedback

Under 'Settings' > 'Module & feature settings' > 'Instant Feedback' you can decide which features you would like to enable for the module: the praise feature and the instant feedback feature or only for one of them.

You can then decide if employees should be able to share feedback and praise privately with the feedback receiver, if the shared feedback can be visible for the manager and admins, or if feedback can be shared exclusively with the manager under the section 'Advanced instant feedback sharing options'.

In the last section, you can customize the visibility of the instant feedback analytics. You can either share the analytics of the whole company or the analytics of the team the employee is assigned to.

Admin settings for Surveys

If you are sending and creating numerous surveys at your company, you may wish to use tags to find a specific survey in the future more easily. Admins can generate survey tags by navigating to 'Settings' > 'Module & feature settings' > 'Surveys' > 'Survey Tags'.

Survey owners / admins can then add tags during survey setup in the 'Basics’ section under where you define the title, description, and owners of the survey.

Adding tags allows you to filter for surveys by their tag for better organization/search of your surveys.

Customizing Survey Benchmarks

In the survey configuration, you can also define specific benchmarks customized to your own industry, location and company size. Simply select an industry, a country and a company size in the drop-down menu.

Admin Settings for Learning

Under 'Settings' > 'Module & feature settings' > 'Learning', you can decide whether managers should be granted access to the learning path progress of their direct reports. If you activate this option, managers can view the progress of their team members' learning paths at any time in the learning module analytics.
You also have the option of creating tags for the learning module. This allows you to sort and organize the individual learning paths into different categories.

Notification Dashboard

The notification dashboard in the 'Settings' > 'Automations' > 'Notifications' allows (super)-admins to overview all notifications that went out to every user. Admins can also resend notifications if needed. You can learn more about notifications in Leapsome here.

Integrations

You can easily integrate Leapsome with your tools of choice in 'Settings' > 'Integrations and imports':

Articles in this section

Leapsome Onboarding - Basic Account Settings