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.
Basic account settings
To find the admin settings, you would need to navigate to the 'admin settings‘ in the bottom left corner of your account. There you will see the 'admin settings' button that will navigate to your basic account 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). IMPORTANT: 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 with the green 'Help' button at the bottom right 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 ⚙️' > 'Admin settings' > 'Basic settings', scroll down to the dummy data section, and click the button 'Remove dummy data'.
Please note: This will not delete the instant feedback, praise, review cycles, etc., you created during your trial phase!
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 ⚙️' > 'Admin Settings' > '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 'Admin Settings' and navigate to 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'.
Under 'Admin settings' > '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.
Admin settings for 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 managed goals and reviews. Please note, by enabling cascading access, it 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).
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
Admin settings for Goals & OKR
If you check the first box, you enable cascading access to goals. 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 managed goals. Please note, by enabling cascading access, it will also affect the visibility of reviews and survey results.
By checking the second customization, 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.
By enabling the third box, you allow goal contributors to edit the setting of the goal.
In the next section, you can customize the settings when creating a goal. If you disable the first option, managers will be asked to approve the individual goals of their direct reports. If you enable it, managers will have to approve all individual goals of their direct reports.
You need to decide via the third option if all users should be able to create goals for their teams or if only admins and team leads should be able to do that.
The next option 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 last 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
Next, you can enable the anonymous suggestion box (third box) as well as the Q&A boards (fourth box), along with designating owners who will have access to these features.
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(box five through seven). The eighth box allows you to decide whether you would like to make sharing praise publicly an option.
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 the ‘settings ⚙️’ > ‘Admin Settings' > ‘Surveys' > ‘Survey Tags.’
Survey owners/admins can add these tags at the bottom of the 'Basics' section during survey setup. Adding tags creates a separate section for each tag in the 'Surveys' tab. Non-admins will not see these sections.
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 'Admin 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.
The notification dashboard in the admin settings 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.
You can easily integrate Leapsome with your tools of choice: