Managing User Profiles Settings

User Profiles offer a central hub for employees to personalize their presence and connect within the platform. As an Awardco Admin, you have key controls to shape this experience, ensuring it aligns with your company's policies and fosters engagement. By effectively managing the settings and widgets within the User Profile administration, you can create a valuable and engaging experience for your employees, fostering connection and a stronger sense of community within your organization. This article will guide you through the settings available for managing User Profiles.

Refer to the “Your Guide to User Profiles” support article for information on the user-facing views of User Profiles.

1. Access User Profile Settings
2. The Settings Tab
   • Profile Fields
   • Identifying User Information
3. The Widgets Tab
   • About Me 
     • Adding Sections
     • Adding Fields
     • Managing Sections and Fields
     • Publishing and Unpublishing the “About Me” Widget
     • Saving and Discarding Changes
   • Achievement Badges
   • Recognitions
4. Best Practices and Considerations

Accessing User Profile Settings

To access the administration settings for User Profiles:

1. Log into your account.
2. On the homepage, select the Admin button at the bottom of the left navigation menu.
3. From the left navigation menu, click “Users” and then "Profiles."

You will now see two tabs: Settings and Widgets.

The Settings Tab

Profile Fields

This section in the Settings tab within the User Profiles admin section is where you manage the User Policy. This page controls which personal information fields are visible and/or editable by employees in their profiles. Here you can:

• Set Default Visibility: Determine whether a field is public or private by default for all users.
• Allow User Editability: Grant employees the ability to edit the value of specific personal information fields (e.g., phone number, secondary email).
• Enable User Visibility Control: Allow users to change the visibility of their information between public and private.

Note: Some editability and visibility settings are system-controlled and cannot be changed.

Important Note Regarding Email Visibility: Locking the visibility of a primary or secondary email to "not show" is only applicable to user profiles. If your company has chosen to display emails in other parts of the platform (e.g., metadata searching or manager reports), those settings will not be affected.

Key Considerations:

• Consider your company's data privacy policies when determining the editability and default visibility of personal information.
• Changes made here will impact what information employees can see and potentially edit in the Personal Information widget on their About tab.

Identifying User Information

Select the information that displays below a user's name on profiles and search results. This makes it easier to identify people in the platform. Use the Metadata dropdown menus to select metadata values (such as department or location) that will display alongside employee names in platform search results. This helps users identify the correct recipient by relevant information from the user file. Ensure metadata is included in the user file to use this feature.

The Widgets Tab

The Widgets tab is where you manage the various widgets that appear on user profiles. 

About Me

Note: The "About Me" widget is not enabled or published by default. This section will guide you through adding and editing profile fields within the "About Me" widget, and the "Publishing and Unpublishing the 'About Me' Widget" section will show you how to make your changes live.

To begin editing elements of the “About Me” section, click the “About Me” name. On the About Me Administration page, you have the ability to customize the sections and fields that employees can fill out on their About tab.

Adding Sections

Sections help organize the About Me fields, making it easier for employees to navigate and understand the categories of information. To add a new section:

1. Click “Add Section.”
2. Enter a name for the section (maximum 100 characters.) 
3. Click “Next”
4. You may add fields to that section in this window (see Adding Fields section of this article), or click “Done.”

Adding Fields

Fields are the individual prompts or questions within each section that employees can answer. There are two types of fields you can add:

Standard Fields

These are pre-defined fields created by Awardco. They are intended for common information that may be used in future platform enhancements (e.g., recognition flow, spend points recommendations, community groups). You cannot edit the names of standard fields, indicated by a lock icon. To add a standard field:

1. Click the “Add Fields” button within a section (or the + icon at the top of the section).
2. Find the desired standard field in the pop-up modal.
3. Click “Add.”
4. When finished adding standard fields, select “Done.”

Custom Fields

These are fields you create yourself. Currently, custom fields are limited to text input with a maximum answer length of 150 characters. This encourages concise, single-word, or limited answers. To add a custom field:

1. Click the “Add Fields” button.
2. Scroll to the bottom of the modal and click “Add Custom Field.”
3. In the new pop-up, enter a name for your custom field (maximum 100 characters).
4. Click “Save.”

Managing Sections and Fields

• Reordering: You can reorder fields within a section by clicking and dragging the six-dot icon next to the field name. You can reorder sections by clicking and dragging the six-dot icon next to the section name.
• Editing: To edit the name of a non-standard field or a section, click the pencil icon next to it. Standard fields cannot be edited.
• Deleting: To delete a field or section, click the trash can icon.
  • Important: Deleting a field or section will permanently remove any data that employees have previously entered in those fields. A warning modal will appear to confirm this action.

Publishing and Unpublishing the “About Me” Widget

Once you’re satisfied with how the About Me Widget is formatted, click “Publish” at the top of the administration page. If you wish to unpublish the “About Me” widget, click “Unpublish Widget.” 

• When the widget is published, an On indicator and an Unpublish Widget button will be displayed.
• When the widget is unpublished, an Off indicator and a Publish Widget button will be displayed.

Saving and Discarding Changes

Any modifications you make to the About Me widget are not live until you click the Save Changes button at the bottom of the screen. This button will only appear when there are unsaved changes.

If you wish to undo any unsaved changes, click the Discard Changes button to revert the widget back to its last saved state.

Achievement Badges

To help you celebrate employee milestones, the platform offers two distinct types of badges: Program and Platform. While both appear on user profiles, they are managed differently and triggered by different behaviors.

You'll find controls for Achievement Badges in the Admin > Users > User Profiles section, under the Widgets tab, in a section titled "Achievement Badges." The badges you can configure on this page are:

• First Recognition Sent:
  • Users earn this badge automatically after sending their first recognition.
  • There is no "empty state" shown before it's earned, and no notification is sent when it's achieved. Users simply earn it upon sending their first recognition.
• Total Recognitions Sent:
  • Users earn levels of this badge as they reach recognition milestones.
  • The levels are:
    • Bronze: 10 recognitions
    • Silver: 25 recognitions
    • Gold: 50 recognitions
    • Platinum: 100 recognitions
    • Diamond: 250 recognitions
  • How Recognitions are Counted: The count for this badge is based on unique recognitions, which means:
    • Group recognitions (those sent to multiple people, whether public, private, or mixed) count as 1 recognition, regardless of how many individuals are included.
    • Scheduled recognitions and Encores also count as 1 recognition, following the same unique recognition rule.
    • Queued recognitions (e.g., those uploaded to the Queues area, Memorybook comments, or automated recognitions) do not count towards this badge.

You can easily track when badges are earned by users through the new Earned Badges Report, found under Admin > Reports > Earned Badges. This report shows the personal information of the person who earned the badge, which badge they earned, and the date/time they earned it. It includes standard reporting controls like filtering and column display.

Clarifications on Badges

• Terminology: "Program Achievement Badges" refer to badges earned through recognition and earn programs. "Platform Achievement Badges" refer specifically to the "First Recognition Sent" and "Total Recognitions Sent" badges that track recognition levels.
• Disabling Badges:
  • If Achievement Badges are disabled, they will no longer appear on user profiles.
  • If a program that had a Program Badge is archived, the Program Badge will remain on the profile.
  • If a badge is removed from a program, the associated Program Badge will be removed from user profiles.
• Badge Expiration: Badges don't expire. Achievement Badges will persist as long as their respective toggles remain enabled. Program Badges will stay as long as the program they are associated with is active or archived.
• Automatic Rollout (Awardco 2.0 Users): For Awardco 2.0 users, Achievement Badges will automatically go live. A backfill process will occur, meaning users who have already met the criteria for Total Recognitions Sent (e.g., sent 10 recognitions) will automatically receive the corresponding badge (e.g., Bronze). Similarly, those who have sent their first recognition will receive the First Recognition Sent badge.
• Date Earned for Existing Badges: When the Achievement Badges feature is initially enabled, the "date earned" for any previously earned badges will reflect the date the feature was turned on. Going forward, once enabled, all new "date earned" entries will be accurate.
• First Recognition Badge for Past Recognizers: Currently, there's no way to prevent users who have recognized in the past from automatically receiving the First Recognition Sent badge once the feature is turned on. If this is a desired feature, it should be logged in Pendo for consideration.

Recognitions

• Download Recognitions: Allow users to a CSV of recognitions given or received by them. This option will appear in the Recognitions tab in a user's profile above the recognition feed.

Best Practices and Considerations

• Encourage the use of Standard Fields: Leveraging standard fields will allow for potential future enhancements and integrations within the platform.
• Plan your Sections and Fields carefully: Consider the information you want to collect and how it can best be organized for employees.
• Be mindful of the user experience: Avoid creating an overwhelming number of fields or fields that might be perceived as too personal, as this could deter employees from completing their profiles.
• Communicate changes: Inform employees about any new sections or fields added to the About Me widget.
• Understand the impact of deleting fields: Ensure you understand the implications of deleting fields, as this will result in the loss of user-provided data.

If you have any questions, please contact Awardco Admin Support.