Betterworks Engage: First Time Setup

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by Amanda Iles
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Engage First Time Setup

  • Step 1:  Create necessary Dimensions on Hyphen (learn more about Dimensions)
  • Step 2: Draft user template
    • A- Click here to find our standard template.
    • B- Add/remove columns based on your company data
    • C- Adjust column headers and cells based on the “format” sheet and the name of the header should be same as the dimensions key.
  • Step 2:  Save as “CSV (comma delimited)” file format
  • Step 3:  Once the csv is ready,
    • navigate to Insights > User Management > Add Users (Button) > Import From CSV > Upload a CSV (and Select the file prepared).
    • Upload will happen in the background and you will receive a mail once its completed.
  • Step 4:  Upload your .csv
  • Step 5:  Check email notification for success or errors message.

Creating Dimensions

Dimension fields constitute Users’ demographic information used to segment Users while analyzing reports. These can be any dimensions chosen by the Organisation. Typically, the dimensions are User’s Location, Department, Function, Business Unit, Age, Gender & Tenure. There is no limit to the number of dimensions that you can create.

Define the dimension in the system -

  • Go to Hyphen Insights and Navigate to “User Management” page.
  • The reporting dimensions for your organisation are defined in the “Edit Dimensions” page
    • Insights > User Management > Edit Dimensions (Button)
  • Enter the new Dimension name in the text field and click Add.
  • The new dimension gets created in the system.

For Eg- If your First, Second and third Dimensions are Location, Department & Gender respectively. In the dimension keys, you can mention it as location or loc or anything of your choice and so on.

  • Dimension Key will be the label displayed for that dimension key throughout Hyphen
  • This Dimension Key value needs to be used for creating user data CSV file.
Prepare the CSV file
  • This file is used to upload employee data in Hyphen, which in turn either creates a new user (new email) or updates the data for an existing user (existing email)
  • The file must be of extension .csv
  • The header names should be exactly spelled as dimension key stored in the system. They are case sensitive, too
  • Columns can be in any order.
  • Only “email” column is mandatory

Create a file with all the columns relevant to you from the list below.

Field Name/Header Name Description Required? What this is used for
email User's Email Address Required "Most often, this would be the employee's corporate email address (@companyname.com); however we also support emails outside your @companyname.com domain, such as personal email IDs.

Emails are used by Users to login to Hyphen, and to communicate with the user (notifications/reminders/digests).

If employees do not have either corporate/personal email adresses, then please concatenate employeeID with your company domain ID, for ex: if your company domain is acme.com & employee's ID is 1234, then please fill 1234@acme.com"
first_name User's First Name Optional Can be used to personalise emails and notifications.
last_name User's Last Name Optional Can be used to personalise emails and notifications.
employee_id User's Employee ID or number given by the company to the user Optional Can be used to create logins for employees without email.
mobile User's Mobile Number, include "+" and country code, no other punctuation Optional Can be used to send SMS notifications (useful for employees without emails).
locale User's Language Preference. Format: "LCID string" column on this website https://www.science.co.il/language/Locale-codes.php, but with underscores instead of dash Optional "Locale is used to present Hyphen in a language that is preferred by the User. Currently we support en, fr, en_* (e.g. en_us), fr-* (e.g. fr_CA).
Leave Blank if you don't want to provide this info or if the language is English."
manager_email "User's Manager's Email address (Official/Personal)
Should be left blank for CEO"
Optional Manager email is used to understand the Organization heirarchy, so that access to User's reports can be given automatically to his reporting Manager.
status "'candidate', 'employee', 'terminated'
empty value will default to 'employee'"
Optional "'candidate' users are eligible to candidate and pre-hire surveys only
'terminated' users are eligible to alumni surveys only"
roles "role assigned to this employee. e.g. 'manager', 'admin', 'superadmin'
empty value will default to 'user'"
Optional for the most part, defines access rights to pages and dimensions in Insights
insights_access "set to 'true', 'True' or 'TRUE' to give access to Hyphen Insights
default is false"
Optional The user will not be blocked when trying to log in to https://insights.gethyphen.com/. They will receive a verification code and an autologin link. Also, there will be a link 'GO TO INSIGHTS' visible in the sidebar in the web app
hire_date Join date / first day at work. Format: yyyy-mm-dd Optional Send onboarding surveys / anniversary surveys
end_employment_date Termination date / Last working day. Format: yyyy-mm-dd Optional Send exit surveys
dimensions "These fields constitute Users' demographic information used to segment Users while analysing reports.

The reporting dimensions for your organization are defined here: Insights > Settings > Dimensions Management
Optional These can be any dimensions chosen by the Org. Typically, the dimensions are User's Location, Department, Function, Business Unit, Age, Gender & Tenure. There is no limit to the number of dimensions

 

Adding the dimensions in the CSV file  -

  • Add the names of the dimensions in the column headers of the CSV file.
  • Make sure that the text in the dimension column headers in the CSV file matches to that of the dimension keys (case sensitive) defined earlier in the settings page on Hyphen.
Upload the CSV file on Engage

Upload New Users:

  • Create your data in a csv format in the format specified above
  • Only the “email” column is mandatory. Rest are optional.
  • The format mentioned above is mandatory. If it is different, the upload will not be successful.
  • Once the csv is ready,
    • Go to Insights > User Management > Add Users (Button) > Import From CSV > Upload a CSV (and Select the file prepared).
    • Upload will happen in the background and you will receive a mail once its completed.
  • It typically takes about 2-5 minutes for the upload to happen depending the size of the data
  • If you face any issues during upload, please write to cs@gethyphen.com

This video will show you steps to import CSV file to update bulk users or Add bulk users into Hyphen System