# OpenAleph — user documentation > OpenAleph is the AI-powered HR and talent platform built by SEVEN: core HR, interviews, feedback 360, surveys, goals, OKR, skills, learning (OpenAleph Learn), work time and workforce planning on one employee profile. This is the complete user documentation: where every feature lives, who can use it (by access level) and how to do each task step by step. --- # Getting started Source: https://www.openaleph.io/docs/getting-started Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > What OpenAleph is, the modules it contains, who sees what, and where to start as an employee, manager or admin. OpenAleph is an HR and talent platform. It brings together, in one place, everything that helps people grow at work: interviews, 360 feedback, surveys, goals and OKRs, skills, e-learning, time off and workforce planning. This section covers what every user needs before diving into a specific module: how to log in, how the interface is organised, what your access level lets you do, and how to get help. ## The modules Each company chooses which modules it uses. The modules your company subscribes to appear in the left-hand menu under **Apps**. If a module described below is missing from your menu, your company probably doesn't use it. Ask your admin. | Module | Menu label | What it is for | Documentation | |---|---|---|---| | People | **People** | Organisation chart, employee profiles, your team, the list of members and external users. Always available. | [People](https://www.openaleph.io/docs/people) | | Interview | **Interview** | One-to-one interviews (annual reviews, professional reviews, check-ins...) organised as campaigns, with templates and cross reviews. | [Interviews](https://www.openaleph.io/docs/interviews) | | Feedback | **Feedback** | 360 feedback campaigns: colleagues give feedback on a person (the reviewee). | [Feedback](https://www.openaleph.io/docs/feedback) | | Surveys | **Team Survey** and **Client survey** | Surveys sent to employees (Team Survey) or to your own clients (Client survey). | [Surveys](https://www.openaleph.io/docs/surveys) | | Goals | **Goals** | Individual and team goals with progress tracking. | [Goals](https://www.openaleph.io/docs/goals) | | OKRs | **OKRs** | Objectives and key results organised in OKR plans. | [OKR](https://www.openaleph.io/docs/okr) | | Skills | **Skills** | A skills framework, skills reviews and a company skills matrix. | [Skills](https://www.openaleph.io/docs/skills) | | Learn | **Learn** | E-learning: modules, playlists, a catalog, trainings and training plans. | [Learn](https://www.openaleph.io/docs/learn) | | Academy | (separate space) | A learning portal for people outside your company (partners, clients, freelancers) who take your trainings. | [Academy](https://www.openaleph.io/docs/academy) | | Work Time | **Work Time** | Absences and leave: your calendar, the team planning, leave requests and their configuration. | [Work Time](https://www.openaleph.io/docs/work-time) | | Workforce planning | **SWP** (marked **Beta**) | Strategic workforce planning for managers and admins. | [Workforce planning](https://www.openaleph.io/docs/workforce-planning) | | Administration | **Settings**, **People › Members** | Company settings, members, access levels, profile fields, API keys. For admins. | [Administration](https://www.openaleph.io/docs/administration), [Access levels](https://www.openaleph.io/docs/administration/access-levels) | ## Key concepts | Term | Meaning | |---|---| | **Company** | Your organisation's OpenAleph space. Everything you see (people, campaigns, content) belongs to your company. | | **Access level** | Your role in OpenAleph: **Employee**, **Manager**, **Manager creator**, **Scoped admin**, **Admin** or **Super admin**. It decides which menu entries and actions you get. See [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access). | | **Manager** | In OpenAleph, the person set as your manager on your profile. Your manager sees your interviews, goals and trainings in their team views. | | **Workspace** | A space you can enter after logging in: your company (internal access) or an Academy space of another organisation (external access). | | **Campaign** | A wave of interviews, feedback, surveys or reviews launched to a group of people with a deadline. | | **Aleph AI** | The AI assistant built into some pages (syntheses, content writing, training chat). See [Aleph AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant). | ## Who does what | Role | Typical use | |---|---| | Employee | Fills in their own interviews, feedback and surveys, follows trainings, updates their goals, requests time off, looks up colleagues in the org chart. | | Manager | Everything an employee does, plus follows their team: team interviews, team goals, the team dashboard on the home page, leave requests to approve. | | Manager creator | A manager who can also create content: interview, feedback and survey campaigns, templates, Learn modules and trainings. | | Scoped admin | An administrator limited to a population (for example one site or one department). | | Admin | Configures the company: members, access levels, settings, all campaigns and content. | | Super admin | The highest level, with every admin right. It is set up by OpenAleph and can't be granted from the app. | ## Your first steps 1. Open the invitation email you received ("Invitation to join ... in OpenAleph") and click **Log in to OpenAleph**. See [Log in to OpenAleph](https://www.openaleph.io/docs/getting-started/logging-in). 2. Enter your work email. On your first login, OpenAleph emails you a password. Use it to log in. 3. Change this password from your profile if you wish, and pick your language (English or French). See [Profile and preferences](https://www.openaleph.io/docs/getting-started/profile-and-preferences). Your profile itself (information, interviews, trainings, goals) is described in [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile). 4. Look at the home page: **Next up!** lists what you have to do now (interviews, trainings, surveys). See [Home page and navigation](https://www.openaleph.io/docs/getting-started/home-and-navigation). 5. Install the mobile app if you want to do your trainings, interviews and goal updates on your phone. See [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app). ## Pages in this section - [Log in to OpenAleph](https://www.openaleph.io/docs/getting-started/logging-in): first login, password, Google and Microsoft sign-in, forgotten password, choosing a workspace. - [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access): what each access level sees and can do, module by module. - [Home page and navigation](https://www.openaleph.io/docs/getting-started/home-and-navigation): the home page sections, the side menu, the top bar. - [Profile and preferences](https://www.openaleph.io/docs/getting-started/profile-and-preferences): your profile page, photo, language and password. - [Notifications and emails](https://www.openaleph.io/docs/getting-started/notifications): which emails and notifications OpenAleph sends and when. - [Aleph AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant): where AI is available and what it can do. - [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app): what you can do on iOS and Android, login, push notifications, email links. - [Troubleshooting and help](https://www.openaleph.io/docs/getting-started/troubleshooting): login problems, missing modules, access denied pages, contacting support, privacy. ## Typical workflow 1. An admin creates your account (manually, by import or via an HR system sync) and sends you an invitation. See [Add and invite members](https://www.openaleph.io/docs/people/add-and-invite-users). 2. You log in and land on the home page, which shows only the modules your company uses. 3. When a campaign is launched (an annual review, a 360 feedback, a survey, a training), you receive an email and the task appears in **Next up!** on the home page and in the module's "My..." page. 4. You complete the task on the web or on the mobile app before the deadline. Depending on the module and the campaign, reminders may be sent to you by email. 5. Managers follow their team's progress from the **Team Dashboard** tab of the home page and from each module's team pages. --- # Log in to OpenAleph Source: https://www.openaleph.io/docs/getting-started/logging-in Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > How to log in for the first time, sign in with email and password, Google or Microsoft, reset a forgotten password and choose a workspace. You log in to OpenAleph with your work email address. You can use a password that OpenAleph emails you on your first login, or sign in with your Google or Microsoft account if your email is a Google or Microsoft work account. This page covers every screen of the login flow on the web. For the phone app, see [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app). ## Before you start - Your account must have been created by your company's admin. You can't sign up on your own. - Your account must be **active**. A deactivated account can't log in (see [Troubleshooting](https://www.openaleph.io/docs/getting-started/troubleshooting)). - You usually receive an invitation email titled **"👋 Invitation to join [your company] in OpenAleph"**. It reminds you which email to use and contains a **Log in to OpenAleph** link. You can also go straight to the OpenAleph login page. ## Log in for the first time On your first login you don't have a password yet. OpenAleph generates one and emails it to you. 1. Open the login page (or click **Log in to OpenAleph** in the invitation email). 2. On the **Log in** screen ("Continue to OpenAleph"), type your work email in **Email**. 3. Click **Continue with email**. 4. OpenAleph detects that it's your first login and shows **Check your mail 📩**: "This is the first time you log in to OpenAleph. We just sent an email with your password to the address...". A **Back to login** link at the top of the screen takes you back to the email step. 5. Open the email titled **"Your OpenAleph password"**. It contains your generated password (a long string of letters and digits). Copy it carefully. 6. Click **Back to log in** in the email (or go back to the login page), enter your email again, click **Continue with email**, then type the password from the email and click **Log in**. > **Important:** if you click **Send it again**, use the password from the most recent email only. > **Tip:** you can change the generated password at any time from your profile (**Profile › Settings › Change password**). See [Profile and preferences](https://www.openaleph.io/docs/getting-started/profile-and-preferences). If the email doesn't arrive after a few minutes, check your spam or junk folder, then click **Send it again**. ## Log in with your email and password 1. On the **Log in** screen, type your email and click **Continue with email**. 2. The **Welcome back** screen appears ("Enter your password to continue"). 3. Type your password in **Password**. Click the eye icon to show or hide it. 4. Click **Log in** (or press Enter). If the email or password is wrong, OpenAleph shows "Email or password incorrect. Please try again." and highlights both fields. To use another address, click **Use a different email** under "Not your account?". ## Log in with Google or Microsoft If your work email is a Google Workspace or Microsoft (Entra ID / Office 365) account, you can skip the password. 1. On the **Log in** screen, click **Continue with Google** or **Continue with Microsoft**. 2. Choose or sign in to your Google or Microsoft account in the window that opens. 3. You are sent back to OpenAleph, already logged in. > **Note:** the Google or Microsoft account must use **the same email address** as your OpenAleph account. If no active OpenAleph account matches it, you are sent back to the login screen with "Email not found. Please check and try again." If the account exists but is deactivated, you see "Your account is not active or is not associated with a company." > **Tip:** if you opened a link to a specific page (for example from an email) before logging in, OpenAleph takes you to that page once you are logged in, including after a Google or Microsoft sign-in. ## Forgot your password 1. On the **Log in** screen, enter your email and click **Continue with email**. 2. On the **Welcome back** screen, click **Forgot?** next to **Password**. 3. The **Check your mail 📩** screen confirms: "We just sent an email to reset your password to the address...". 4. Open the email titled **"Reset your password"** and click **Reset password**. 5. On the **Create password** screen ("Please type and confirm your new password."), type your new password in **Password** and again in **Confirm password**. It must contain at least 8 characters: a shorter password shows "Password must contain at least 8 characters", and two different entries show "Password fields aren't the same". 6. Click **Reset password**. You are sent back to the **Log in** screen with the message "Your password has been reset". Log in with your new password. If you didn't receive the email, check your spam folder or click **Send it again**. Use the link in the most recent email only. ## "Oops, it seems this email is not registered 🧐" This screen appears when OpenAleph can't find an **active** account with the email you typed. It says "You may have miswritten your email, please try again." and shows the email you typed. 1. Check the spelling of your email (typos, old address, personal email instead of work email). 2. Click **Try again**. You go back to the **Log in** screen with your email already filled in: correct it and click **Continue with email**. If the address is correct, your account may not exist yet or may have been deactivated. Contact your company's OpenAleph admin. Admins can check the member's status in **People › Members** (see [Members directory](https://www.openaleph.io/docs/people/directory)). ## Choose a workspace Most people belong to a single company and land directly on the home page after logging in. If you have access to several spaces, the **Where would you like to go?** screen appears: "We detected multiple workspaces linked to your account. Choose one to continue." A chip at the top shows who you are signed in as ("Signed in as"). If it isn't you, click **Sign out** next to "Not you?" at the bottom of the screen. The spaces are grouped in two lists: | Group | What it contains | What happens when you click it | |---|---|---| | **Internal access** | Your own company (badge **Internal**, "Full OpenAleph suite"). | Opens the full OpenAleph app on the home page. | | **External access** | The Academy spaces of other organisations that invited you to follow their trainings. The badge shows your scope (for example Learner). | Opens that organisation's [Academy](https://www.openaleph.io/docs/academy). | To change space later, click your avatar at the top right and choose **Switch workspace**. This option appears only if you have more than one space. > **Note:** a person who only has external access (no company account) always goes through this screen and can only enter Academy spaces. ## Log out 1. Click your avatar at the top right of the screen. 2. Click **Logout**. On a shared computer, always log out when you are done. ## Common questions ### I didn't receive my password or reset email. What should I do? Check your spam or junk folder and any email filtering rules. Wait a minute, then click **Send it again**. If nothing arrives, ask your admin to check that your email address is spelled correctly on your OpenAleph profile. Some company email filters block automatic emails: your IT team can allow emails from OpenAleph. ### The password from the email doesn't work. If you requested it several times, use the most recent email only, and copy the password carefully (no extra spaces). ### Can I sign in with Google if my company uses Microsoft (or the reverse)? Use the provider that manages your work email. The Google or Microsoft account must have exactly the same email as your OpenAleph account. ### Does "Continue with Microsoft" need to be set up by my company? The button is available on the login screen for everyone. Whether your Microsoft account can use it depends on your organisation's Microsoft settings. If your IT department blocks third-party sign-in, use your email and password instead. ### I see "Your account is not active or is not associated with a company." Your account exists but was deactivated (for example after leaving the company), or it isn't attached to a company. Contact your admin. ### I'm an admin. Where are sign-in options and invitations managed? See [Sign-in and security](https://www.openaleph.io/docs/administration/sign-in-and-security) and [Add and invite members](https://www.openaleph.io/docs/people/add-and-invite-users). ### My time zone looks wrong. OpenAleph records your browser's time zone each time you log in with your email and password. Check your computer's time zone settings, then log out and log in again. --- # Roles and access levels Source: https://www.openaleph.io/docs/getting-started/roles-and-access Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > The six OpenAleph access levels (Employee, Manager, Manager creator, Scoped admin, Admin, Super admin) and what each one sees in every module. What you see in OpenAleph depends on two things: the **modules your company uses** and your **access level**. This page explains each access level and lists, module by module, the menu entries each level gets. The detailed rules for each action are in each module's documentation, and the full permission matrix for admins is in [Access levels](https://www.openaleph.io/docs/administration/access-levels). ## The access levels Every user has exactly one access level. It is shown on the profile (**Access level** field) and set by an admin (see [Change the access level](https://www.openaleph.io/docs/people/edit-and-deactivate-users#change-the-access-level)). | Access level | Who it's for | In short | |---|---|---| | **Employee** | Everyone | Sees and completes what is assigned to them: their interviews, feedback, surveys, trainings, goals, time off. Can browse the org chart and colleagues' profiles. | | **Manager** | People who manage a team | Everything an Employee can do, plus team views: team interviews, team goals, the **Team Dashboard** on the home page, **People › My team**, leave requests to approve, the company skills matrix. | | **Manager creator** | Managers or HR people who build content | Everything a Manager can do, plus creating content: interview, feedback and team survey **campaigns** and **templates**, goal and skills templates, Learn content (**My content**), and managing external users. | | **Scoped admin** | Local HR, site or department administrators | Admin rights limited to a **population** (for example "everyone in the Lyon site" or "the team of a given manager"). Sees the **Members** list and **Settings**, but only acts on the people in their perimeter. | | **Admin** | HR administrators | Full administration of the company: members, access levels, profile fields, company settings, all campaigns and content, training plans, API keys. | | **Super admin** | A very small number of people | Everything an Admin can do. This level is set up by OpenAleph: it can't be granted from the app, not even by another Super admin. | > **Note:** a person who has people reporting to them must be at least **Manager**. OpenAleph doesn't allow an **Employee** to be set as someone's manager. ### About Scoped admins A **Scoped admin** is an admin whose actions are limited to a population defined by an admin. The population is built from rules on profile fields (for example department, site, contract type) or on a manager's team, with optional exclusions. A Scoped admin: - sees and edits only the members of their population in **People › Members**, - launches and follows campaigns for their population, - can't change anyone's access level, can't create or import members, and can't deactivate or restore members (these stay with Admins), - doesn't have access to the Learn **Training Plans** pages, which are reserved to Admins and Super admins. A Scoped admin can see their own perimeter: on their profile, the **Access level** field shows a link such as "(12 members administrated)". Only Admins can change it. See [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins). ## What each level sees in the menu The left-hand menu only shows the modules your company uses, and inside each module, only the pages your access level allows. The table below lists the menu entries per level. "✓" means the entry is visible from that level upwards. | Module › menu entry | Employee | Manager | Manager creator | Scoped admin | Admin / Super admin | |---|---|---|---|---|---| | **Home** | ✓ | ✓ | ✓ | ✓ | ✓ | | **Interview › My Interviews** | ✓ | ✓ | ✓ | ✓ | ✓ | | **Interview › Team Interviews** | | ✓ | ✓ | ✓ | ✓ | | **Interview › Campaigns**, **Templates** | | | ✓ | ✓ | ✓ | | **Learn › My Learning**, **Catalog**, **Trainings** | ✓ | ✓ | ✓ | ✓ | ✓ | | **Learn › My content** | | | ✓ | ✓ | ✓ | | **Learn › Training Plans** | | | | | ✓ | | **Goals › My Goals** | ✓ | ✓ | ✓ | ✓ | ✓ | | **Goals › Team Goals** | | ✓ | ✓ | ✓ | ✓ | | **Goals › Templates** | | | ✓ | ✓ | ✓ | | **Goals › Dashboard**, **Statuses** | | | | ✓ | ✓ | | **OKRs › Objectives and KRs**, **OKR Plans** | ✓ | ✓ | ✓ | ✓ | ✓ | | **Feedback › Dashboard** | ✓ | ✓ | ✓ | ✓ | ✓ | | **Feedback › Campaigns**, **Templates** | | | ✓ | ✓ | ✓ | | **Skills › Reviews**, **Framework** | ✓ | ✓ | ✓ | ✓ | ✓ | | **Skills › Company matrix** | | ✓ | ✓ | ✓ | ✓ | | **Skills › Templates** | | | ✓ | ✓ | ✓ | | **Work Time › My Calendar**, **Planning** | ✓ | ✓ | ✓ | ✓ | ✓ | | **Work Time › Requests** | | ✓ | ✓ | ✓ | ✓ | | **Work Time › Configuration** | | | | ✓ | ✓ | | **Team Survey › My surveys** | ✓ | ✓ | ✓ | ✓ | ✓ | | **Team Survey › Campaigns**, **Templates** | | | ✓ | ✓ | ✓ | | **Client survey › Dashboard**, **Clients**, **Templates** | ✓ | ✓ | ✓ | ✓ | ✓ | | **SWP** (Workforce planning, Beta) | | ✓ | ✓ | ✓ | ✓ | | **People › Organization Chart** | ✓ | ✓ | ✓ | ✓ | ✓ | | **People › My team** | | ✓ | ✓ | ✓ | ✓ | | **People › External users** | | | ✓ | ✓ | ✓ | | **People › Members** | | | | ✓ | ✓ | | **Settings** | | | | ✓ | ✓ | | **Api Keys** (icon at the bottom of the menu) | | | | | ✓ | > **Note:** seeing a menu entry doesn't always mean you can do everything on that page. For example, a Manager creator sees **Interview › Campaigns** but only manages the campaigns they created or co-pilot. Each module's documentation gives the exact rules. ## Access also depends on your involvement Besides your access level, OpenAleph checks your **relationship** to each item: - **Interviews**: you see the interviews where you are the interviewee, the interviewer or a cross-reviewer. A manager sees their team members' interviews. - **Feedback 360**: reviewers see the feedback they must write; the reviewee and the person in charge see the results according to the campaign settings. - **Campaigns and templates**: a Manager creator manages their own campaigns and those where they are a co-pilot. Admins see all of them. - **Profiles**: everyone can open a colleague's profile from the org chart. Only the person themself and admins (within their perimeter for Scoped admins) can edit it. - **Content status**: a campaign still in draft, a deleted item or a closed interview may be unreachable even with the right level. You then see the **Restricted Access** page. ## Modules depend on your company's plan Modules are enabled per company. If your company doesn't use a module, it doesn't appear in the menu and its pages show **Restricted Access** if you open a link to them. Some modules also have optional parts: for example, the Learn **Training Plans** pages depend on a specific option of the Learn module. Ask your admin if you expect a module and can't see it. ## Common questions ### How do I know my access level? Open your profile (avatar at the top right › **Profile**). Your access level is shown in the **Information** tab of your profile. For a Scoped admin, a link next to it shows how many members they administer. On the mobile app, go to **Profile › Profile details › General information** and look at **Access level**. ### Who can change my access level? Only an **Admin** or a **Super admin**. A Scoped admin can't change access levels. Ask your HR admin if you need more rights (for example to create campaigns as a **Manager creator**). The procedure is described in [Edit, deactivate and restore members](https://www.openaleph.io/docs/people/edit-and-deactivate-users#change-the-access-level). ### I'm a manager but I don't see "Team Interviews" or the Team Dashboard. Your access level may still be **Employee**. Being set as someone's manager on their profile requires the **Manager** level or above. Ask your admin to check your access level. ### Can an Employee create a campaign? No. Creating interview, feedback or survey campaigns and templates requires **Manager creator** or above. ### What is the difference between Admin and Super admin? Both can administer the whole company. Super admin is managed by OpenAleph and can't be assigned from the app. Admin is the highest level you can give, and most companies only need Admins. --- # Home page and navigation Source: https://www.openaleph.io/docs/getting-started/home-and-navigation Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > The OpenAleph home page (Assigned to me, Team Dashboard, Next up!, pinned information), the side menu, the top bar and the Help & Support button. After logging in you land on the **Home** page. It gathers what needs your attention across all modules. This page describes the home page sections, the left-hand menu and the top bar that stay visible on every page. ## The screen layout | Area | What you find there | |---|---| | **Left-hand menu** | **Home**, then the **Apps** section (your company's modules) and the **Company** section (**People**, **Settings**). At the bottom: the **Help & Support** icon and, for Admins, the **Api Keys** icon. | | **Top bar** | The menu toggle, the OpenAleph logo, your company logo (on large screens), the **Ask AlephAI** button and your avatar. | | **Main area** | The page you are on. | ## The home page The page opens with **Hello, [your first name]** and, if your admin has set one, your company's banner image. Below are one or two tabs: | Tab | Who sees it | Content | |---|---|---| | **Assigned to me** | Everyone | Your own tasks and information. | | **Team Dashboard** | Manager and above | Your team's activity. | ### Assigned to me | Section | Shown when | What it contains | |---|---|---| | **Next up!** | Your company uses Interview or Learn | Your ongoing tasks with their deadline: interviews to fill in (one-to-one, cross review), feedback to give, surveys, skills reviews and trainings. Each card has a button such as **Start review**, **Continue review**, **Start feedback**, **Continue feedback**, **Start survey**, **Continue survey**, **Start training** or **View my answers**. If nothing is pending: "No major on-going tasks for now." | | **Goals**, **Key Results** or **Key Results & goals** | Your company uses Goals and/or OKRs | The goals and key results assigned to you. The title depends on which of the two modules your company uses. | | **Pinned information** | Always | Links your company pins for all members (for example the HR portal or an internal policy). Click one to open it in a new tab. Admins manage it in [company settings](https://www.openaleph.io/docs/administration/company-settings#pinned-information). If empty: "Your company has no pinned information for now." | | **Favorites** | Your company uses Learn | The Learn modules and playlists you marked as favorites, with a **Go to catalog** link. | ### Team Dashboard | Section | Shown when | What it contains | |---|---|---| | **My team** | Always | The people who report to you, with a **See all** link to **People › My team** (see [My team](https://www.openaleph.io/docs/people/teams)). If empty: "No one was affected to your team yet.", with a **Go to members** button. | | **Current team actions** | Your company uses Interview | Your team's ongoing interviews and trainings (four at most, **See all** for the rest), with participant counts and deadlines. If empty, a **Go to team interviews** button. | | **Team goals** | Your company uses Goals | Your team's goals. If empty: "No team goals have been created for your team yet.", with a **Go to team goals** button. | ### Show or hide home sections You can choose which sections appear on each tab. Your choice is saved to your account and kept the next time you log in. 1. On the home page, open the tab you want to customise (**Assigned to me** or **Team Dashboard**). 2. Click the grid icon on the right, under the tabs (tooltip **View/hide sections**). 3. Click a section name to hide it (closed-eye icon) or show it again (open-eye icon). For example, on **Team Dashboard** the list contains **My team**, **Current team actions** and **Team goals**. You can also hide a section directly from its own menu with **Hide section**. Sections with a **See all** link open the full list in the related module. ## The left-hand menu The menu lists: 1. **Home**. 2. **Apps**: one entry per module your company uses, for example **Interview**, **Learn**, **Goals**, **OKRs**, **Feedback**, **Skills**, **Work Time**, **Client survey**, **Team Survey** and **SWP** (workforce planning, with a **Beta** tag). 3. **Company**: **People** and, for Scoped admins and above, **Settings**. Click a module name to expand it and open its first page. The sub-entries depend on your access level (see [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access)). The page you are on is highlighted. To collapse or expand the menu, click the panel icon next to the OpenAleph logo in the top bar. On large screens, hovering over this icon shows the menu temporarily. On small screens and tablets, the menu opens over the page and closes when you pick an entry. At the bottom of the menu: - **Help & Support** (question mark icon): opens a form to contact the OpenAleph team. See [Troubleshooting and help](https://www.openaleph.io/docs/getting-started/troubleshooting#contact-support). - **Api Keys** (code icon, Admins and Super admins only): opens the **Company developer** page to manage API keys and HR sync reports. See [API keys and public API](https://www.openaleph.io/docs/administration/api-keys-and-api). ## The top bar - **Ask AlephAI**: opens the Aleph AI panel on pages that support it. On other pages the button is greyed out, with the tooltip "This page doesn’t support AI yet." See [Aleph AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant). - **Your avatar**: opens a menu with your name and email and: - **Profile**: opens your profile page in a new browser tab. - **Switch workspace**: shown only if you can access several spaces (your company and one or more Academy spaces). See [Choose a workspace](https://www.openaleph.io/docs/getting-started/logging-in#choose-a-workspace). - **Logout**: logs you out. ## Guided tours The first time you open some pages, a short guided tour may highlight the main elements with tooltips. Follow the steps or close the tour. Tours are not shown on the login and workspace selection screens. ## Messages and confirmations After an action, a short message appears at the bottom of the screen (for example "Password has been updated."). Some background tasks, such as an export, show a notification in the corner of the screen when they finish. When you earn a Learn badge, a notification appears with a **View my badges** link. ## Common questions ### A module I use is missing from the menu. Either your company doesn't use this module, or your access level doesn't give you any page in it. For example **SWP** only appears from the Manager level. See [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access). ### Why don't I see the Team Dashboard tab? It's shown to Managers and above. If you manage people but see only **Assigned to me**, your access level is probably Employee: ask your admin. ### I hid a section by mistake. How do I get it back? Click the grid icon (**View/hide sections**) under the tabs and click the section name again. ### Why is my home page empty? Either you hid every section (use **View/hide sections** to show them again) or you have nothing assigned right now. ### Where do I change the banner or the pinned information? These are company settings, managed by admins in **Settings › General**. See [Company settings](https://www.openaleph.io/docs/administration/company-settings). --- # Profile and preferences Source: https://www.openaleph.io/docs/getting-started/profile-and-preferences Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Open your OpenAleph profile, change your photo, switch the interface language between English and French, and change your password. Your profile is your personal page in OpenAleph. It shows your information and your history across modules (interviews, skills reviews, trainings, goals). From it you manage your personal preferences: photo, language and password. The profile content itself (information fields, tabs, who can edit what) is described in [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile). ## Open your profile 1. Click your avatar at the top right of the screen. 2. Click **Profile**. Your profile opens in a **new browser tab**. It shows your photo, name, email and, below, a **Dashboard** with tabs: **Information**, **Interviews**, **Skills reviews**, **Trainings** and **Goals** (depending on the modules your company uses). If your company uses Learn, your Learn badges appear under your name. ## Change your profile photo 1. On your profile, click **Edit photo** (on your avatar). 2. In the **Edit photo** window, drag and drop an image, or click **Upload a file** and choose one. Supported formats: .jpg, .jpeg and .png, up to 10 MB. 3. The new photo is saved immediately and appears in the top bar. To remove your photo, open **Edit photo** and click **Remove current photo**. Your initials are shown instead. ## Change the interface language OpenAleph is available in **English** and **Français**. The language applies to the web app, the mobile app and the emails OpenAleph sends you. 1. On your profile, click **Settings** (top right of the profile header). 2. Under **OpenAleph Language**, open the **Language** list and choose **English** or **Français**. 3. The page reloads in the new language and "Language has been updated." is shown. > **Note:** the language of the interface is not the language of the content. Interview templates, trainings or surveys are shown in the language(s) their creator wrote them in. When a content is available in several languages, you can usually pick the language on the content itself. ## Change your password 1. On your profile, click **Settings**. 2. Under **Password**, click **Change password**. 3. Type your new password in **New password** and again in **Confirm new password**. It must contain at least 8 characters. 4. Click **Save**. "Password has been updated." is shown. If you forgot your current password, you don't need it: use **Forgot?** on the login screen instead. See [Log in to OpenAleph](https://www.openaleph.io/docs/getting-started/logging-in#forgot-your-password). > **Tip:** if you always log in with **Continue with Google** or **Continue with Microsoft**, you don't need an OpenAleph password at all. ## View the history of your profile On your own profile, the clock icon next to **Settings** (**History**) lists the changes made to your profile information: which field changed, when and by whom. See [Profile history](https://www.openaleph.io/docs/people/profile-history). ## Edit your profile information On the **Information** tab, select a section and click **Edit**. You can change most of your own information, but not your access level or your manager. If your company synchronises its data from an HR system, the **Edit** button is hidden. See [Edit profile information](https://www.openaleph.io/docs/people/employee-profile#edit-profile-information). ## Preferences on the mobile app The mobile app has its own **Profile** tab with the language, the appearance (light, dark or system theme), password change, biometric unlock (Face ID, Touch ID or fingerprint) and photo. See [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app#profile-and-settings). ## What admins can do Admins (and Scoped admins, for the members in their population) can open a member's profile and use **Edit photo** and **Settings** on it, for example to fix a photo or set a member's language. Only the member can change their own password (with **Change password** or **Forgot?** on the login screen). See [Edit, deactivate and restore members](https://www.openaleph.io/docs/people/edit-and-deactivate-users). ## Common questions ### I don't see the Settings button on a colleague's profile. That's expected. **Settings** (language and password) only appears on your own profile, and for admins and scoped admins on the profiles they manage. ### I changed the language, but some texts are still in the other language. Content written by your company (templates, trainings, survey questions, goal titles) stays in the language it was written in. Only the interface labels change. ### My photo doesn't upload. Check the format (.jpg, .jpeg or .png) and the size (10 MB maximum). Try a smaller image. ### Will my new password work on the mobile app? Yes. There is one password per account, used on the web and on the mobile app. ### Can I get emails in French but use the app in English? No. Emails use the same language as your interface. Changing your language changes both. --- # Notifications and emails Source: https://www.openaleph.io/docs/getting-started/notifications Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > The emails and notifications OpenAleph sends (account, campaigns, reminders, trainings, goals, time off), in which language, and how links in emails work. OpenAleph keeps you informed mainly by **email**, and on your phone by **push notifications** from the mobile app. In the web app, short on-screen messages confirm your actions and signal when background tasks are finished. This page gives an overview. Each module's documentation details its own emails. ## How you are notified | Channel | Where | What for | |---|---|---| | **Email** | Your work mailbox | Account emails (invitation, password), invitations to campaigns, reminders before deadlines, results, requests to approve, comments. | | **Push notification** | Your phone, if you installed the mobile app and allowed notifications | The same key events (for example a new interview to fill in, a reminder, a leave request update). Tapping one opens the related screen in the app. See [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app#push-notifications). | | **On-screen messages** | The web app, while you are using it | Confirmation messages after an action, notifications when an export or a document generation is ready, badge notifications in Learn. | > **Note:** the web app has no notification inbox. To see what you have to do, look at **Next up!** on the [home page](https://www.openaleph.io/docs/getting-started/home-and-navigation) and the "My..." pages of each module. ## Emails you may receive ### Your account | Email | When | What to do | |---|---|---| | **👋 Invitation to join [company] in OpenAleph** | An admin invites you | Click **Log in to OpenAleph** and log in with the email address shown in the message. | | **Your OpenAleph password** | You log in for the first time (or click **Send it again**) | Use the password in the email to log in. You can change it later from your profile. | | **Reset your password** | You clicked **Forgot?** on the login screen | Click **Reset password** and choose a new password. If you didn't request it, ignore the email. | | Invitation to an Academy space | An organisation invites you as an external learner | Follow the link to activate your access. See [Academy](https://www.openaleph.io/docs/academy). | | **New team member assigned to you: [name]** | You (a manager) were set as someone's manager, by an admin, an import or an HR system sync | Nothing: the person now appears in **People › My team**. See [My team](https://www.openaleph.io/docs/people/teams). | | Confirmation of your support request | You sent a message with **Help & Support** | Nothing: the OpenAleph team will reply by email. | ### Modules Depending on the modules your company uses and your role in each item, you may receive: | Module | Typical emails | |---|---| | [Interviews](https://www.openaleph.io/docs/interviews) | Invitation to fill in an interview (as interviewee or interviewer), reminders, invitation to a cross review, notice that the other party has submitted, interview completed, co-pilot added to a campaign. | | [Feedback](https://www.openaleph.io/docs/feedback) | Campaign launched, invitation to choose your reviewers, request to give feedback, reminders, notice when a reviewer has submitted (for the reviewee and the person in charge). | | [Surveys](https://www.openaleph.io/docs/surveys) | Invitation to answer a team survey, reminders, new comments. | | [Skills](https://www.openaleph.io/docs/skills) | Invitation to review, reminders and deadline reminders, co-pilot invitation, notice to the person responsible when a review is submitted. | | [Goals](https://www.openaleph.io/docs/goals) | New goal assigned to you, goal achieved, goal deleted. | | [OKR](https://www.openaleph.io/docs/okr) | You were assigned an objective or a key result, progress updates, objective or plan finished, archived or deleted. | | [Learn](https://www.openaleph.io/docs/learn) | Invitation to a training, reminders, training updated, new comment or reply on a module, face-to-face evaluation results, certificate issued, co-author or co-pilot added. | | [Work Time](https://www.openaleph.io/docs/work-time) | New absence request (for the approver), request approved or refused, absence imposed by a manager or admin, request cancelled, leave balance adjusted. | Emails are sent from OpenAleph with the note "Do not reply to this mail". Replying doesn't reach anyone: use the link in the email or contact your admin. ## Language of emails Emails are sent in **your** OpenAleph language (English or French), not the sender's. To change it, change your interface language on your profile. See [Profile and preferences](https://www.openaleph.io/docs/getting-started/profile-and-preferences#change-the-interface-language). ## Links in emails The buttons in OpenAleph emails take you directly to the right page (for example the interview to fill in): - **On a computer**, the link opens the page in the web app. If you are not logged in, you log in first and then land on the page. - **On a phone**, a page titled "OpenAleph" offers to open the mobile app, to download it from the App Store or Google Play, or to continue in the browser. If the app is installed, it opens on the matching screen. ## Can I turn emails off? There is no personal setting to unsubscribe from OpenAleph emails. They are tied to tasks you are involved in (for example an interview you must fill in). If you receive emails you think you shouldn't, contact the campaign's creator or your admin. On your phone, you can turn push notifications off in your phone's settings for the OpenAleph app. ## Common questions ### I didn't receive the invitation to a campaign. Check your spam folder. Then check the home page (**Next up!**) or the module's "My..." page: the task is there even if the email was missed. Emails are only sent when the campaign is launched, so a scheduled campaign won't notify you before its start date. ### Why did I get an email about someone else's interview? You are involved in it: for example you are the interviewer, a cross-reviewer, the manager, the person in charge or a co-pilot of the campaign. ### The link in the email opens a "Restricted Access" page. The item may have been deleted or closed, or you may be logged in with another account. Log out, click the link again and log in with the email address the message was sent to. See [Troubleshooting and help](https://www.openaleph.io/docs/getting-started/troubleshooting). ### My emails arrive in the wrong language. Emails follow the language set on your profile. Change it in **Profile › Settings › Language**. --- # Aleph AI assistant Source: https://www.openaleph.io/docs/getting-started/ai-assistant Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Where Aleph AI is available in OpenAleph (Ask AlephAI button, syntheses, campaign chat, Learn content, training chat, skills reviews), who can use it and its limits. Aleph AI is the AI assistant built into OpenAleph. It isn't a general chatbot available everywhere: it appears on specific pages where it helps with a precise task, such as summarising an interview, answering questions about a campaign, writing a Learn module or guiding a learner through a training. Aleph AI is in **Beta**: always review what it produces. ## The Ask AlephAI button The **Ask AlephAI** button sits in the top bar, next to your avatar. - On a page that supports AI, click it to open the **Aleph AI** panel on the right of the screen. Click it again (or the close icon of the panel) to close it. - On other pages the button is greyed out and shows "This page doesn’t support AI yet." - On some pages the button is only active once there is something to analyse (for example after an interview has been submitted, or once a campaign has been launched). Each panel shows the reminder "Aleph AI can make mistakes." ## Where Aleph AI is available | Where | What it does | Who can use it | |---|---|---| | **Interview answers** (a submitted one-to-one interview) | **AI-powered synthesis**: click **Generate synthesis** to get a summary of the interview answers. You can copy it (**Copy**) or regenerate it (**Regenerate**). | Managers and above involved in the interview: the interviewer, the campaign creator, co-pilots and admins. Only for submitted one-to-one interviews with answers. A manager or manager creator who is only the interviewee doesn't get it. | | **Interview campaign** page | A chat about the campaign: "Ask Aleph AI about this campaign!". Type a question about the answers collected in the campaign. Answers list their **Sources** (the interviews used). **Clear conversation** starts again. | Manager creators and above who manage the campaign. Available once the campaign is launched. | | **Feedback 360** campaign and results pages | **AI-powered synthesis** of the feedback received. | People allowed to see the results. See [Feedback](https://www.openaleph.io/docs/feedback). | | **Team Survey** campaign page | **AI-powered synthesis** of the survey results. | People who manage the campaign. See [Surveys](https://www.openaleph.io/docs/surveys). | | **Learn module editor** | Help writing content: "Boost your content with Aleph AI!". Ask for a text (for example "Write the intro of a module about..."), then **Copy** or **Insert** it in the module, and **Undo** if needed. | Manager creators and above editing a module. See [Learn](https://www.openaleph.io/docs/learn). | | **Learn training** page | "Let AI guide you through your training": click **Step in** to open a chat where you can ask anything about the training ("Ask me anything about this training..."). | Learners following the training. | | **Skills review** | "Review faster with Aleph AI": type or dictate (**Dictate your note**) a note about the person, then **Apply my note** to pre-fill the review answers. | Reviewers filling in a skills review. See [Skills](https://www.openaleph.io/docs/skills). | Other AI features are built into specific modules, for example translating templates or modules and generating audio summaries of Learn modules. They are described in the module documentation. > **Note:** some AI features may not be enabled on every page yet, or may depend on your company's modules. If you don't see an AI option described here, the page or your role may not support it. ## Good practices - **Check before you use.** Aleph AI summarises and suggests: it can misread an answer or miss a nuance. Read syntheses before sharing them, and edit generated content before publishing it. - **Stay within your rights.** Aleph AI only works on data you are already allowed to see on the page. It doesn't give access to other people's interviews or results. - **Be specific.** In chats, ask precise questions ("What are the most frequent training needs mentioned?") rather than broad ones. ## If something goes wrong If Aleph AI fails, the panel shows an error message asking you to try again later. Wait a moment and try again (for example with **Regenerate** or by sending your question again). If the problem persists, contact support. See [Troubleshooting and help](https://www.openaleph.io/docs/getting-started/troubleshooting#contact-support). ## Common questions ### The Ask AlephAI button is greyed out. The page you are on doesn't support AI, or there is nothing to analyse yet (an interview not submitted, a campaign not launched). Hover over the button to see the reason. ### Why can't I generate a synthesis of my own interview? The interview synthesis is meant for the interviewer and the people managing the campaign. If you are only the interviewee, it isn't offered to you. It also requires the interview to be submitted. ### Is Aleph AI available on the mobile app? The Aleph AI panels and chats described here are only in the web app. On the mobile app, you can listen to a Learn module's audio summary when one is available. ### Does Aleph AI change my data? No, not on its own. It shows suggestions and syntheses. Content is only added to a module when you click **Insert**, and skills review answers are only pre-filled when you click **Apply my note**. You can still review and change them before submitting. --- # Mobile app Source: https://www.openaleph.io/docs/getting-started/mobile-app Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Install the OpenAleph app on iOS or Android, log in, use the Home, Apps and Profile tabs, get push notifications and open email links in the app. The OpenAleph mobile app lets you do your everyday tasks from your phone: follow trainings, fill in interviews and reviews, and update your goals. Company administration and content creation (campaigns, templates, Learn content, settings) stay on the web app. ## Install the app The app is available for iPhone and iPad on the **App Store** and for Android on **Google Play**. Search for **OpenAleph**, or tap an OpenAleph email link on your phone: the page that opens offers buttons to download the app from the App Store or Google Play. ## Log in You use the same account and password as on the web. 1. Open the app. On the **Log in** screen, type your work email and tap **Continue**. 2. Type your password and tap **Sign in**. To correct your email, tap **Change** next to it. Or tap **Continue with Google** or **Continue with Microsoft** to sign in with your work Google or Microsoft account (same email address as your OpenAleph account). | Situation | What the app shows | |---|---| | First login (no password yet) | **Check your inbox**: an email with your password was sent. Tap **Send again** if needed. | | Unknown or deactivated email | **Email not found**: "No account was found for this email address." Tap **Back to sign in** and check the address. | | Wrong password | "Invalid email or password". | | Forgotten password | Tap **Forgot password?** (under "Need help?"), enter your email and tap **Send reset link**. Open the email on your phone and tap the button: the app opens on **Set a new password**. Choose a password (at least 8 characters) and tap **Set password**. | See [Log in to OpenAleph](https://www.openaleph.io/docs/getting-started/logging-in) for the details of first login and password emails, which are the same on web and mobile. ## The tabs The app has a tab bar at the bottom of the screen. ### Home The **Home** tab mirrors the web home page: - **Assigned to me**: **Next up!** (interviews and trainings to do), your **Goals** or **Key Results & Targets**, and your **Favorites** (Learn modules and playlists). - **Team Dashboard** (managers and above): **My Team**, **Current Actions** and **Team Targets**. Pull down to refresh. ### Apps The **Apps** tab lists the modules of your company that are available on mobile. Tap one to open it: | App | What you can do on mobile | |---|---| | **Interviews** | See **My interviews** and, for managers, **My team interviews**. Start, continue and submit your interviews and cross reviews, answer surveys (or decline them with **Decline survey**), view answers and the history of an interview, and manage the reviewers of a feedback when you are asked to. | | **Learn** | **My learning** (**To do** and **Completed**) and the **Catalog** (**Modules** and **Playlists**) with search, filters and favorites. Follow trainings and modules, take evaluations (quiz, self-assessment, face-to-face), read and post comments, listen to a module's audio summary, change the text size or the content language. | | **Goals** | **My Goals** and, for managers, **Team Goals**. Open a goal, update its current value with **Update current value**, add a comment and see its last events. | | **Skills** | Your skills reviews: start or continue a review, see answers and submit several ready reviews at once with **Submit all**. | Work Time, OKRs, Client survey and workforce planning (SWP) are not available on mobile: use the web app for them. The list only shows modules your company uses. > **Note:** if an action isn't available on mobile, do it from the web app. ### Profile and settings The **Profile** tab shows your photo and name, and: | Option | What it does | |---|---| | Your photo | Tap it to **Change photo** (from your phone's library) or **Remove photo**. | | **Profile details** | Your profile information, read-only (**General information** and your company's other sections). To change information, use the web app or ask your admin. | | **My library** | The Learn **Modules** and **Playlists** you marked as favorites. | | **Language** | Switch between English and French. The choice is saved to your account, so it also applies to the web app and your emails. | | **Appearance** | **Light**, **Dark** or **System** theme. | | **Change password** | Set a new password (at least 8 characters, confirmed twice), then tap **Save**. | | **Face ID**, **Touch ID**, **Fingerprint** or **Biometric unlock** | Shown if your phone supports it. When enabled, the app asks for your face or fingerprint (**Unlock OpenAleph**) when you open it. | | **Help & Support** | Send a message to the OpenAleph team. | | **Sign out** | Logs you out of the app after confirmation. | The app version is shown at the bottom of the tab. Give it to support if you report a problem. ## Push notifications The first time you log in, the app asks for permission to send notifications. If you allow it, you receive push notifications for key events, for example an interview or a review to fill in, a reminder, a training invitation, a new goal or a leave request update. Tapping a notification opens the matching screen in the app. To stop them, turn off notifications for OpenAleph in your phone's settings. You keep receiving the emails. > **Note:** depending on your app version, a **Notifications** tab may also list your recent notifications, with **Mark all read**. ## Links from emails When you tap a button in an OpenAleph email on your phone: - if the app is installed, it opens directly on the right screen (the interview, the training, the goal...); - otherwise a page offers to open the app, install it, or continue in the browser. If you are not logged in yet, log in first: the app then takes you to the requested screen. ## Common questions ### I don't see a module in the Apps tab. Either your company doesn't use it, or it isn't available on mobile (Work Time, OKRs, Client survey and SWP). Use the web app. ### I don't receive push notifications. Check that notifications are allowed for OpenAleph in your phone's settings and that you are logged in. Notifications are linked to the account you are logged in with: if you log out, you stop receiving them on that phone. ### Can I use the Academy on mobile? The mobile app is designed for your company's workspace. External learners follow their Academy trainings in a web browser. See [Academy](https://www.openaleph.io/docs/academy). ### Does my new password work on the app? Yes. There is one password per account: after changing it, log in with the new password on the web and on the app. ### Can I use Aleph AI on mobile? No, the Aleph AI panels are only in the web app. See [Aleph AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant). --- # Troubleshooting and help Source: https://www.openaleph.io/docs/getting-started/troubleshooting Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Fix common OpenAleph problems (can't log in, missing module, Restricted Access 403, page not found 404, wrong language), contact support and read the privacy policy. This page lists the most common problems and how to solve them, then explains how to contact support. If your question concerns a specific module, also check that module's documentation. ## Who to contact | Problem | Contact | |---|---| | Account, access level, missing module, wrong manager or profile data, deactivated account | Your company's OpenAleph admin (usually HR). Admins: see [Administration](https://www.openaleph.io/docs/administration) and [People](https://www.openaleph.io/docs/people). | | Content of a campaign, template or training (wrong participants, deadline, questions) | The creator of the campaign or content, or your admin. | | Bug, error message, something that doesn't work as described | The OpenAleph team, with **Help & Support**. | ## Contact support 1. In the left-hand menu, click the question mark icon at the bottom (**Help & Support**). On the mobile app: **Profile › Help & Support**. 2. Describe your problem in **Your issue\***: what you were doing, on which page, what you expected and what happened. Add the exact error message if there is one. 3. Click **Send**. "Your form has been sent. Thank you!" confirms it. The OpenAleph team receives your message with your name and email and replies by email. You also receive a confirmation email. ## Login problems | Symptom | Cause and solution | |---|---| | "Oops, it seems this email is not registered 🧐" | No active account uses this email. Check the spelling and use your work address. If it's correct, your account may not exist yet or may be deactivated: contact your admin. | | "Email or password incorrect. Please try again." | Wrong password. Use **Forgot?** to set a new one. If you just logged in for the first time, use the most recent **Your OpenAleph password** email. | | "Email not found. Please check and try again." after Google or Microsoft sign-in | Your Google or Microsoft account uses an email that doesn't match any active OpenAleph account. Sign in with the right account, or use your email and password. | | "Your account is not active or is not associated with a company." | Your account was deactivated (for example after a departure) or isn't attached to your company. Contact your admin. | | No password or reset email | Check spam and junk folders, wait a minute and click **Send it again**. Ask your admin to check your email address on your profile, and your IT team to allow OpenAleph emails. | See [Log in to OpenAleph](https://www.openaleph.io/docs/getting-started/logging-in) for the full login flow. ## I don't see a module or a menu entry 1. **Check your company uses the module.** Modules are enabled per company. If a module isn't in the **Apps** section of the menu, your company probably doesn't use it. 2. **Check your access level.** Some pages require a higher level: for example **Team Interviews** needs Manager, **Campaigns** and **Templates** need Manager creator, **Settings** and **Members** need Scoped admin or Admin. See [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access) and, for admins, [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences). 3. **Check the right workspace.** If you have several spaces, make sure you are in your company (avatar › **Switch workspace**). 4. **On mobile**, some modules are web-only. See [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app). Then ask your admin if you think you should have access. ## "Restricted Access" (error 403) The **Restricted Access** page says: "You cannot access this page at the moment. This may be due to your access level or the status of the content. If you believe this is a mistake, please contact an Admin in your company." Common causes: - your access level doesn't allow this page (for example an Employee opening a campaign management page), - your company doesn't use the module the page belongs to, - you aren't involved in the item (someone else's interview, a campaign you don't manage), - the item is not available in its current state (draft, deleted, archived, not yet started), - you are logged in with another account than the one the link was sent to. Click **Back to homepage** to return to the home page, or **Logout** to log in with another account. ## "The page you are looking for does not exist" (error 404) The address is wrong or the item no longer exists (for example a deleted campaign or training). Check the link, then click **HOME** to go back to the home page. If the link came from an email, the item may have been deleted since. ## An error occurred (error 500) A "500 internal error please contact support" page, or a message such as "An error occurred. Please try again.", means something failed on OpenAleph's side. Reload the page and try again. If it happens again, contact support with **Help & Support**, describing what you were doing. ## Wrong language - **The interface is in the wrong language**: change it in your profile (**Profile › Settings › Language**). See [Profile and preferences](https://www.openaleph.io/docs/getting-started/profile-and-preferences#change-the-interface-language). - **Emails are in the wrong language**: emails follow the same setting as the interface. - **A template, training or survey is in the wrong language**: content is shown in the language(s) its creator wrote it in. Ask the creator whether a translation exists. ## Other common issues | Symptom | Solution | |---|---| | The page looks broken or doesn't load | Reload the page. Use an up-to-date version of Chrome, Edge, Firefox or Safari. Clear the browser cache if the problem persists. | | The **Ask AlephAI** button is greyed out | The page doesn't support AI yet, or there's nothing to analyse. See [Aleph AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant). | | Wrong manager, job title or department on my profile | This is HR data: ask your admin to correct it. See [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile). | | Dates or times seem shifted | OpenAleph uses your browser's time zone, recorded when you log in. Check your computer's time zone, then log out and log in again. | | A certificate verification link shows "Certificate not found" | The link is incomplete or the certificate is no longer valid. Ask the person or organisation who shared it. See [Certificates and badges](https://www.openaleph.io/docs/learn/certificates-and-badges). | ## Privacy policy The OpenAleph privacy policy is available without logging in (for example from the mobile app's store listing). It explains which personal information is collected and how it is used. To request the deletion of your data, write to support@byseven.co. For questions about how **your company** uses your HR data in OpenAleph, contact your company's HR or data protection officer. --- # People (Core HR) Source: https://www.openaleph.io/docs/people Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > People is the Core HR module of OpenAleph - member profiles, organization chart, teams, the members directory, imports, invitations and external users. **People** is the Core HR foundation of OpenAleph. It holds one profile per member of your company (identity, access level, manager and every HR attribute your company tracks), draws the reporting lines between people, and feeds every other module: interview campaigns, trainings, skills reviews, goals, surveys and work time all rely on who is in the company and who reports to whom. You find it in the left menu, under the **Company** heading, as **People**. Depending on your access level, it contains up to four pages: **Organization Chart**, **My team**, **Members** and **External users**. Your own profile is always one click away from your avatar (top right), menu **Profile**. ## Key concepts | Term | Meaning | |---|---| | **Member** | A person with an OpenAleph account in your company. Each member has a profile, an access level and, usually, a manager. | | **Profile** | The member's page: photo, identity, all their HR attributes and a dashboard of their interviews, skills reviews, trainings and goals. | | **Access level** | The member's role in OpenAleph: **Employee**, **Manager**, **Manager creator**, **Scoped admin**, **Admin** or **Super admin**. It decides what they can see and do. See [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access) and, for admins, [Access levels](https://www.openaleph.io/docs/administration/access-levels). | | **Manager** | The person a member reports to. Only members with the Manager access level or above can be chosen as a manager. | | **Direct team / Extended team** | A manager's direct reports (N-1), and everyone below them in the hierarchy (N-1, N-2, N-3...). | | **Company employee UID** | Your company's own unique identifier for a member (payroll or HRIS number, for instance). It is required and is used to match people during imports. | | **People attributes** | The fields of the profile, grouped in sections (**General**, **Personal information**, **Employment information** and any custom section). Admins configure them in Settings, see [People attributes](https://www.openaleph.io/docs/administration/people-attributes). | | **Invitation status** | Where the member stands with their account: **Not invited**, **Invited**, **Active** (has logged in at least once) or **Inactive** (deactivated). See [Members directory](https://www.openaleph.io/docs/people/directory#member-statuses). | | **Deactivation** | Removing a member's access without deleting their data. Members are never deleted; they can be restored at any time. | | **External user** | A person outside your company (partner, client, freelancer) invited to follow trainings in an external workspace. They have no Core HR profile. | ## Who can do what | Action | Employee | Manager | Manager creator | Scoped admin | Admin / Super admin | |---|---|---|---|---|---| | Browse the Organization Chart | Yes | Yes | Yes | Yes | Yes | | Open and edit their own profile | Yes | Yes | Yes | Yes | Yes | | Open a team member's profile (read only) | No | Their direct and extended team | Their direct and extended team | Members in their scope | Everyone | | Edit another member's profile | No | No | No | Members in their scope (not access level, not manager) | Everyone | | See **My team** | No | Yes | Yes | Yes | Yes | | See the **Members** directory | No | No | No | Yes (their scope) | Yes | | Create members, change access levels, deactivate and restore members, import a file | No | No | No | No | Yes | | Manage **External users** | No | No | Yes | Yes | Yes | > **Note:** If your company's member data is synchronised automatically from its HR information system (HRIS), members are created, updated and deactivated by that synchronisation. In that case the add, import, edit and deactivate actions are hidden in OpenAleph and changes must be made in your HRIS. See [Integrations](https://www.openaleph.io/docs/administration/integrations). ## Pages in this section - [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile): what a profile contains, its tabs, and who can see and edit what. - [Organization Chart](https://www.openaleph.io/docs/people/org-chart): browse the company hierarchy, search a colleague, read their profile details. - [My team](https://www.openaleph.io/docs/people/teams): managers follow their direct and extended team. - [Members directory](https://www.openaleph.io/docs/people/directory): the admin list of all members, filters, bulk actions and export. - [Add and invite members](https://www.openaleph.io/docs/people/add-and-invite-users): create a member one by one and send the invitation email. - [Import members from a file](https://www.openaleph.io/docs/people/import-users): create or update many members at once with the Excel template. - [Edit, deactivate and restore members](https://www.openaleph.io/docs/people/edit-and-deactivate-users): change a member's information, access level or manager, deactivate a departure, restore a member. - [Profile history](https://www.openaleph.io/docs/people/profile-history): see every change made to a member's information, by whom and from where. - [External users](https://www.openaleph.io/docs/people/external-users): invite people outside your company to follow your trainings. ## Typical workflow 1. **An admin sets up the profile structure**: which attributes exist, which sections, which organisation units (departments, sites...). See [People attributes](https://www.openaleph.io/docs/administration/people-attributes). 2. **The admin brings members in**: one by one with **Add member**, all at once with **Import members**, or automatically through an HRIS integration. 3. **Reporting lines are set**: each member gets a manager. Managers automatically see their team in **My team** and on the **Organization Chart**, and receive an email each time a new member is assigned to them. 4. **Members are invited**: the admin sends the invitation email (at creation, at import or later from the Members list). The member logs in for the first time (see [Log in to OpenAleph](https://www.openaleph.io/docs/getting-started/logging-in)) and their status becomes **Active**. 5. **Everyone keeps profiles up to date**: members complete their own information, admins maintain HR data. Every change is recorded in the [profile history](https://www.openaleph.io/docs/people/profile-history). 6. **Other modules use the data**: campaigns and trainings target people by manager, department, job title or any attribute; managers follow their team's interviews, trainings and goals from the profile dashboard. 7. **When someone leaves**, the admin deactivates them with a departure date. Their history is kept and they can be restored later. ## Mobile app In the OpenAleph mobile app, the **Profile** tab lets every member read their **Profile details** (all their sections, read only), change or remove their photo, change the app language and their password, and log out. The Members directory, the Organization Chart, My team and external users are available on the web app only. --- # Your profile and member profiles Source: https://www.openaleph.io/docs/people/employee-profile Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > What a member profile contains in OpenAleph (information sections, interviews, skills reviews, trainings, goals) and who can view or edit it. Every member of your company has a profile page. It gathers their identity, their HR information (the people attributes your company tracks) and a dashboard of everything they take part in across OpenAleph: interviews, skills reviews, trainings and goals. ## Open a profile - **Your own profile**: click your avatar at the top right of the screen, then **Profile**. - **A team member's profile** (managers): go to **Company › People › My team** and click **View profile** on a card, or click a row of the **Extended Team** tab. - **Any member's profile** (admins): go to **Company › People › Members** and click the member's row. The profile opens in a new browser tab. - **From the Organization Chart**: click a person's card, then the external-link icon at the top of the **Profile details** panel. The icon only appears if you are allowed to open that profile. > **Permissions:** you can open your own profile, the profiles of your direct and extended team if you are a manager, the profiles of the members in your scope if you are a scoped admin, and every profile if you are an admin. If you try to open any other profile, OpenAleph shows an access-denied page. To simply look up a colleague's job, department, email or phone number, use the [Organization Chart](https://www.openaleph.io/docs/people/org-chart), which every member can browse. ## The profile header At the top of the profile you see the member's photo, name and email. A deactivated member is shown with a greyed-out background. Depending on your rights, the header also shows: | Element | What it does | Who sees it | |---|---|---| | **Edit photo** | Upload a new profile photo (drag and drop or **Upload a file**; .jpg, .png or .jpeg, 10 MB maximum) or **Remove current photo**. | The member, scoped admins (their scope), admins | | **History** (clock icon) | Opens the list of every change made to the member's information. See [Profile history](https://www.openaleph.io/docs/people/profile-history). | The member, scoped admins (their scope), admins | | **Settings** | Change the **OpenAleph Language** (English or Français) and the **Password**. | The member; scoped admins (their scope) and admins can change a member's language | | **Badges** | The member's Learn badges: completed trainings, acquired modules, liked modules and reactions, each with four levels. | Everyone who can open the profile, if your company uses Learn | ### Change your language or password 1. Open your profile and click **Settings**. 2. Under **OpenAleph Language**, pick **English** or **Français**. The page reloads in the new language. Emails OpenAleph sends you also use this language. 3. Under **Password**, click **Change password**, type your new password twice and confirm. > **Note:** a password can only be changed by the account owner. A member who forgot their password can use **Forgot?** on the login page (see [Log in to OpenAleph](https://www.openaleph.io/docs/getting-started/logging-in#forgot-your-password)). ## The Dashboard tabs Below the header, the **Dashboard** has five tabs. ### Information The **User information** block lists the sections of the profile on the left and the fields of the selected section on the right. Sections are defined by your company. The usual ones are: | Section | Typical fields | |---|---| | **General** | **Company employee UID**, **First name**, **Last name**, **Email**, **Access level**, **Birthday**, **Gender**, **Manager** | | **Personal information** | **Personal email**, **Personal phone**, **Personal address**, **Nationality**, LinkedIn URL, **Native language**, **Spoken languages** | | **Employment information** | **Hire date**, **End date**, **Job title**, **Work location**, **Contract type**, **HR reference**, **Level**, **Professional phone number**, plus one field per organisation unit (department, business unit, site...) | | Custom sections | Any section and field your admin created in [People attributes](https://www.openaleph.io/docs/administration/people-attributes) | Empty fields are shown as **Not set**. Some fields have extra details: - **Job title**: if the job title has a description, a **See full job description** link opens it. - **Skills** (under the job title): the skills expected for this job title, from the skills framework. Click **+ n** to see them all and **Read skill details** to open their descriptions. - **Access level**: for a scoped admin, a link such as "(12 members administrated)" opens the list of members in their scope. Only admins and the scoped admin themselves see it. See [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins). ### Interviews The interviews in which the member is the **interviewee**, with the **Campaign**, the **Person in charge** and the **Completion** status (**Not started**, **In progress**, **Submitted**, **Disabled**). Click a row to open the interview. ### Skills reviews The member's skills reviews, with the **Review cycle**, the **Person in charge**, the **Start date** and the **Completion** (reviews completed out of the total). When the member has at least one review, two counters sit on top: **Reviews in progress** and **Total reviews**. Click a row to open the review. ### Trainings The training sessions the member is enrolled in: **Training session**, **Training**, attendance mode (online or on site), **Deadline**, **Completion** and **Cost per participant** (the member's share of the session cost). Click a row to open the training. A standalone session without a training shows **No training** and its session status instead of a module count. ### Goals The member's goals (targets) with their **Deadline** and **Completion**. Click a row to open the goal. Each tab has its own search bar. The content of each tab also follows the rules of its module: for example, a manager sees the interviews of their team member but the answers they can read depend on the campaign settings. ## Edit profile information 1. Open the profile and stay on the **Information** tab. 2. Select the section to update in the left column. 3. Click **Edit** (top right of the section). The **Profile details** window opens with the fields of that section. 4. Change the values. In **Employment information**, the job title comes with a preview of its **Job description** and **Job skills**. 5. Click **Save**. The message "Settings have been updated." confirms the change. If you close the window with unsaved changes, OpenAleph asks for confirmation: **Quit anyway** discards them, **Cancel** brings you back. ### Who can edit what | Who | What they can change | |---|---| | **The member themselves** | Their first name, last name, email, birthday, gender, photo, language and password, and the fields of the other sections of their own profile. They cannot change their own access level or manager. | | **Manager** | Nothing from the profile page: a manager reads their team members' profiles but does not edit them. | | **Scoped admin** | Everything for the members in their scope, except the **Access level** (not shown) and the **Manager** (greyed out). | | **Admin / Super admin** | Everything, including the **Access level** (and a scoped admin's scope) and the **Manager**. The Super admin level is managed by OpenAleph. | > **Note:** if your company synchronises member data from its HRIS, the **Edit** button is hidden: the data is maintained in the HRIS and updated automatically. Every saved change is recorded in the [profile history](https://www.openaleph.io/docs/people/profile-history). ## Mobile app In the mobile app, open the **Profile** tab: - **Profile details** shows the **General information** section and every other section of your profile, read only. - Tap your photo to **Change photo** or **Remove photo**. - You can also change the app **Language**, the theme and notifications, **Change password** and log out. Editing profile fields is done on the web app. ## Common questions ### I can't open a colleague's profile, I get an access-denied page. That is expected: employees can only open their own profile, and managers only their team's. Use the [Organization Chart](https://www.openaleph.io/docs/people/org-chart) to see a colleague's job title, department, email and phone number. ### Why is the Edit button missing? Either you are looking at someone else's profile without admin rights, or your company's data is synchronised from its HRIS (in that case nobody edits profiles in OpenAleph). ### I can't change my manager or my access level. Only admins can. Ask your HR team or your OpenAleph admin. ### The Manager field is greyed out and there is no Access level in the edit window. You are a scoped admin: these two fields can only be changed by an admin. See [Access levels](https://www.openaleph.io/docs/administration/access-levels). ### A field I need doesn't exist on the profile. Profile fields are configured by admins in **Settings › People attributes**. See [People attributes](https://www.openaleph.io/docs/administration/people-attributes). ### My photo upload fails. Use a .jpg, .jpeg or .png image under 10 MB. --- # Organization Chart Source: https://www.openaleph.io/docs/people/org-chart Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Browse your company's hierarchy in OpenAleph, search a colleague by name, focus on their team and read their contact and job details. The **Organization Chart** shows your company's hierarchy as an interactive tree built from the reporting lines (each member's **Manager**). Every member can browse it, whatever their access level: it is the company directory of OpenAleph. Go to **Company › People › Organization Chart**. ## How the chart is built - The top of the tree is your company. - The first level shows the members who have no manager but manage at least one person (typically the executive team), sorted by the size of their organisation. - Under each manager you see their direct reports. Each card shows the person's photo, name and email (or job title) and, for managers, the number of team members and the total number of employees below them. The company card at the top shows the total number of employees. - Members who have neither a manager nor any report are grouped in a separate card, so nobody is missing from the chart. - Only active members appear. Deactivated members and [external users](https://www.openaleph.io/docs/people/external-users) are never shown. > **Tip:** the chart is only as accurate as the managers set on profiles. If someone is in the wrong place, ask your admin to fix their **Manager** (see [Edit, deactivate and restore members](https://www.openaleph.io/docs/people/edit-and-deactivate-users)). ## Navigate the chart | Action | How | |---|---| | Move around | Click and drag the chart. | | Zoom | Use the mouse wheel, or the **Zoom in** and **Zoom out** buttons. | | Go back to the starting view | Click **Recenter**. | | Open or close a team | Click the expand/collapse badge under a manager's card. The first level is open by default. | | See the rest of a large team | When a team has many members, a **See more** or **All team members** button opens the full list in a side panel. | ## Find a colleague 1. Type a name in **Search by name** at the top of the page. 2. Pick the person in the list. 3. The chart moves to that person and highlights them. A **Focus on: name** chip appears; click its cross to stop focusing. The focused person also stays in the page address, so you can share the link with a colleague. ## Profile details panel Click a person's card to open the **Profile details** panel on the right. It shows: - their photo, name and job title; - **Department**, **Work location** and **Hire date**; - **Email address** (click it to write an email, or use the copy icon) and **Phone number**; - their **Manager** and their **Peers** (the other people reporting to the same manager), when they have a manager. Click a manager or a peer in the panel to move the chart to them. If you are allowed to open that person's full profile (your own, your team's, your scope's or anyone if you are an admin), an external-link icon at the top of the panel opens their profile in a new tab. Otherwise the icon is hidden. ## All team members panel For a manager, the **All team members** panel lists the manager and all their **Team members**, each with their job title (and "Manager" if they manage people themselves). Click a person to focus the chart on them. ## Common questions ### Why can I see a colleague in the chart but not open their profile? The chart is a directory everyone can read. The full profile (HR data, interviews, trainings, goals) is restricted to the person, their managers and admins. See [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile). ### A colleague is missing from the chart. They may be deactivated, or they may have no manager and no report (look at the separate card for people outside the hierarchy). External users never appear. ### Department or phone number shows "Empty". The field is not filled in on the person's profile. The member or an admin can complete it. --- # My team Source: https://www.openaleph.io/docs/people/teams Roles: Manager, Manager creator, Scoped admin, Admin, Super admin > How managers follow their direct and extended team in OpenAleph, navigate sub-teams and open their team members' profiles. **My team** is the managers' page of the People module. It lists the people who report to you, directly or indirectly, with a quick view of their activity, and gives you access to their profiles. Go to **Company › People › My team**. The page is available to every member with the Manager access level or above. It is based on reporting lines: you see the people whose **Manager** is you (and their own teams), not people you administrate. > **Tip:** managers also find a **My team** block on the home page, with a shortcut to this page. ## Direct Team The **Direct Team** tab shows your direct reports (N-1) as cards. Each card shows: - the person's photo, name and email; - the number of interview **Campaigns**, **Trainings** and **Targets** (goals) they are involved in; - **View profile**, to open their profile; - **View team (n)**, only if that person manages people themselves. ## Extended Team The **Extended Team** tab lists everyone below you in the hierarchy (N-1, N-2, N-3...) in a table with the columns **Member**, **Manager**, **Campaigns**, **Trainings** and **Targets**. - Use the search bar to find someone by name. - Use the filters to narrow the list by **Manager** or **Hire date**. - Click a row to open the person's profile. ## Navigate sub-teams 1. On the **Direct Team** tab, click **View team (n)** on the card of one of your managers. 2. The page now shows that manager's team. A breadcrumb at the top shows where you are (for example: you / the manager). The breadcrumb can also start with your own manager's name. 3. Click a name in the breadcrumb (or the back button on mobile) to go back up. You can only go down your own hierarchy: trying to open the team of someone outside it shows an access-denied page. ## What you can see on a team member's profile From **View profile**, you open your team member's profile in read-only mode: - the **Information** tab with all their sections; - their **Interviews**, **Skills reviews**, **Trainings** and **Goals** tabs. You cannot edit their information, photo, access level or manager. Ask an admin for changes. See [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile). ## Emails you receive as a manager When someone is assigned to you as their manager (by an admin, by an import or by the HRIS synchronisation), you receive an email "New team member assigned to you" with their name and email. ## Common questions ### I don't see My team in the menu. The page is only shown to members with the Manager access level or above. If you manage people, ask your admin to check your access level. ### Someone in my team is missing. Their **Manager** field is probably not set to you. Ask your admin to update it. Deactivated members leave your team: their manager link is removed when they are deactivated. ### The counters on a card are all zero. The person is not part of any interview campaign, training or goal yet. ### Can I see the team of a colleague manager at my level? No. You only see your own hierarchy. The [Organization Chart](https://www.openaleph.io/docs/people/org-chart) shows the whole company. --- # Members directory Source: https://www.openaleph.io/docs/people/directory Roles: Scoped admin, Admin, Super admin > The Members page lists every OpenAleph account of your company, with filters, bulk actions (access levels, attributes, invitations, deactivation) and the Excel export. The **Members** page is the admin view of the People module: the list of every OpenAleph account in your company, with its status, access level, manager and main HR attributes. From here admins create, import, edit, invite, deactivate and export members. Go to **Company › People › Members**. ## Before you start > **Permissions:** the Members page is available to **Admins**, **Super admins** and **Scoped admins**. A scoped admin only sees the members of their scope and has a reduced set of actions (see the table below). Employees, managers and manager creators don't see this page; they can use the [Organization Chart](https://www.openaleph.io/docs/people/org-chart). ## The members list Each row is one member. The columns are: | Column | Content | |---|---| | **Member** | Photo, full name and email. Sortable by last name. | | **Status** | Invitation status: **Not invited**, **Invited**, **Active** or **Inactive** (see below). | | **Access Level** | **Employee**, **Manager**, **Manager - Creator**, **Scoped admin**, **Admin** or **Super admin**. | | **Manager** | The member's manager, with photo and email. | | **Hire date** | From the Employment information section. | | **Last seen** | The last time the member used OpenAleph. | | **Job title**, **Contract type**, **Work location** | From the Employment information section. | | One column per organisation unit | For example Department or Business unit, as configured in your company's people structure. | | Pencil icon | Opens the member's **Profile details** window to edit them (for scoped admins, without the **Access level** part and with **Manager** read only). | Click a row to open the member's profile in a new browser tab. ### Member statuses | Status | Meaning | |---|---| | **Not invited** | The account exists but no invitation email has been sent yet. | | **Invited** | The invitation email has been sent; the member hasn't logged in yet. | | **Active** | The member has logged in at least once. | | **Inactive** | The member has been deactivated and can no longer log in. Deactivated members are listed separately, see [Edit, deactivate and restore members](https://www.openaleph.io/docs/people/edit-and-deactivate-users). | ## Search and filter - Type in **Search** to find members by name or email. - Click the filter button to filter by **Access level**, **Gender**, **Manager**, **Status**, and by any people attribute your admin has marked as "Show in filters" (job title, work location, contract type, department, level...). Filters combine: for example, all **Not invited** members of one department. ## Header actions | Button | What it does | Who | |---|---|---| | **Add member** | Opens the **Create user** window. See [Add and invite members](https://www.openaleph.io/docs/people/add-and-invite-users). | Admin, Super admin | | **Import members** | Opens the **Import users** window to create or update members from an Excel file. See [Import members from a file](https://www.openaleph.io/docs/people/import-users). | Admin, Super admin | | More options menu (three dots) › **Export all members** | Downloads an Excel file of the members you manage (for a scoped admin, the members of their scope). | Admin, Super admin, Scoped admin | | More options menu › **View deactivated members** | Opens the list of deactivated members, where you can restore them. | Admin, Super admin | On a phone, **Add member** and the import button are floating buttons at the bottom right of the screen. ## Bulk actions 1. Tick the checkbox of one or several members. You can also use the header checkbox to select every member matching your current search and filters, not only the visible page. 2. The number of selected members appears, with the available actions: | Action | What it does | Who | |---|---|---| | **Manage access levels** | Gives the same access level to every selected member (and, for **Scoped admin**, the same scope). | Admin, Super admin | | **Manage attributes** | Opens **Update member attribute**: choose an attribute in **Select attribute** (any people attribute except language and country fields; admins can also choose the **Manager**), then **Choose a new value** and **Save**. | Admin, Super admin, Scoped admin | | **Send / Resend invitation email** | Sends the invitation email to the selected members, or sends it again to those already invited. Confirm with **Send email**. | Admin, Super admin, Scoped admin | | **Deactivate selected members** | Opens **Deactivate members**, with an optional departure date. See [Edit, deactivate and restore members](https://www.openaleph.io/docs/people/edit-and-deactivate-users). | Admin, Super admin | When a bulk update only partly succeeds (for example because one member cannot receive the new value), OpenAleph tells you how many members were updated and how many were not. ## Export all members **Export all members** downloads an Excel file with one row per member you manage (active and inactive; for a scoped admin, the members of their scope), with these columns: `company_uid`, `firstname`, `lastname`, `email`, `status`, `manager_company_uid`, `manager_email`, `access_level`, `birth_date`, `hire_date`, `gender`, followed by the **Job title**, **Contract type**, **Work location** and one column per organisation unit. > **Tip:** the export uses the same identifiers as the import file (`company_uid`, `manager_company_uid`), which makes it a good starting point to prepare a bulk update. The import itself uses its own template, see [Import members from a file](https://www.openaleph.io/docs/people/import-users). ## When your members are synchronised from your HRIS If your company's member data comes from an HRIS integration, the Members page becomes read-only: - **Add member**, **Import members**, the pencil icon, **Manage access levels**, **Manage attributes** and **Deactivate selected members** are hidden; - **Export all members** becomes the main button; - **Send / Resend invitation email** stays available, so you can still invite people. Changes are made in your HRIS and applied at the next synchronisation. See [Integrations](https://www.openaleph.io/docs/administration/integrations). ## Common questions ### I don't see the Members page. It is reserved for admins and scoped admins. Ask your OpenAleph admin if you need it. ### I'm a scoped admin and I don't see everyone. That is expected: you only see the members of your scope. Your scope is defined by an admin in your access level settings (see [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins)). The link next to your access level on your profile ("(n members administrated)") lists them. ### I'm a scoped admin and I can't add or import members. Creating members and importing files are reserved for admins and super admins. Ask an admin to do it. ### A member stays "Invited" for a long time. They haven't logged in yet. Check the email address, then select them and use **Send / Resend invitation email**. Also ask them to check their spam folder. ### How do I delete a member? Members are never deleted in OpenAleph, only deactivated. Their history (interviews, trainings, reviews) is kept and they can be restored. --- # Add and invite members Source: https://www.openaleph.io/docs/people/add-and-invite-users Roles: Admin, Super admin > Create a member account in OpenAleph, choose their manager and access level, and send the invitation email so they can log in. Admins can create member accounts one by one from the Members page, then invite them by email. To create many members at once, use [Import members from a file](https://www.openaleph.io/docs/people/import-users) instead. ## Before you start > **Permissions:** creating members is reserved for **Admins** and **Super admins**. Scoped admins, managers and employees cannot create accounts. - The **Add member** button is hidden if your company's members are synchronised from an HRIS: create the person in your HRIS instead (see [Integrations](https://www.openaleph.io/docs/administration/integrations)). - To make someone a manager of the new member, that person must already have the **Manager** access level or above. ## Create a member 1. Go to **Company › People › Members**. 2. Click **Add member**. The **Create user** window opens. 3. Under **General information**, fill in: | Field | Required | Notes | |---|---|---| | **First name** | Yes | | | **Last name** | Yes | | | **Email** | Yes | Must be a valid address, unique in OpenAleph. This is the login of the member. | | **Company employee UID** | Yes | Your own identifier for this person (payroll or HRIS number). Must be unique. It is used to match the member in imports. | | **Manager** | No | Search among members with the Manager access level or above. | | **Birth date** | No | Cannot be in the future. | | **Gender** | No | **Female**, **Male** or **Prefer not to say**. | | **Language** | No | **English** or **French**: the language of the app and of the emails for this member. | 4. Under **Access level**, choose the member's role: **Employee** (default), **Manager**, **Manager creator**, **Scoped admin** or **Admin**. A short text explains what the chosen level gives access to (for example "Access limited to own profile" or "Access to all members"). If you choose **Scoped admin**, define their scope in the **Scope** tab and check the result in **Preview members**. See [Access levels](https://www.openaleph.io/docs/administration/access-levels) and [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins). > **Note:** the **Super admin** level is managed by OpenAleph and can't be assigned from the app. 5. Click one of the two buttons: - **Create**: the account is created with the status **Not invited**. No email is sent. - **Create and send invitation**: the account is created and the invitation email is sent right away. The status becomes **Invited**. After creation, the new member appears in the list, and a message reminds you: "Remember to assign this member to an absence policy.", with a shortcut to **Absence types** (relevant if your company uses the Work Time module, see [Absence types](https://www.openaleph.io/docs/work-time/absence-types)). The other attributes of the profile (job title, hire date, department, personal information...) are filled in afterwards, from the member's profile: open it, go to the **Information** tab, select the section and click **Edit**. See [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile). > **Note:** if you enter the email of a previously deactivated member, OpenAleph reactivates that existing account with the new information instead of creating a duplicate. Their past history is kept. ### Error messages | Message | Cause | |---|---| | "This email address is already used." | An active account already uses this email. Search for it in the list. | | "Email is not valid" (under the field) or "The email is not valid" | The email format is incorrect. | | "First name is required" / "Last name is required" / "Email is required" / "Company employee UID is required" | A required field is empty. | ## What happens when a manager is set When you set or change a member's manager, the manager receives an email "New team member assigned to you: name", with the new member's name and email (no email is sent when you set yourself as the manager). The member immediately appears in the manager's **My team** page and under them on the **Organization Chart**. ## Invite members The invitation email is titled "👋 Invitation to join (your company) in OpenAleph". It welcomes the member, tells them to do their first log in with their email address ("A password will be automatically generated. You can change it later.") and contains a **Log in to OpenAleph** button. It is sent in the member's language. You can send it: - at creation, with **Create and send invitation**; - at import, by ticking **Send invitation emails to all new users**; - at any time from the Members list: select one or several members, click **Send / Resend invitation email**, then confirm with **Send email** in the **Send the invitation email ?** window. Members who were already invited receive the email again. "Invitation emails sent successfully." confirms it. Scoped admins can do this for the members of their scope. > **Tip:** you can invite everyone who hasn't been invited yet in one go: filter the list on **Status** › **Not invited**, select all, then send. ### What the member does next 1. They click **Log in to OpenAleph** in the email, enter their email address and click **Continue with email**. 2. On their first login, OpenAleph generates a password and sends it in a second email, "Your OpenAleph password". 3. They log in with it and can change it from their profile (**Settings** › **Change password**, at least 8 characters). See [Log in to OpenAleph](https://www.openaleph.io/docs/getting-started/logging-in#log-in-for-the-first-time). Once they have logged in, their status becomes **Active**. ## Common questions ### I don't see the Add member button. You are not an admin, or your company's members are synchronised from an HRIS. ### The Manager list doesn't show the person I want. Only members with the Manager access level or above can be managers. Change that person's access level first (see [Edit, deactivate and restore members](https://www.openaleph.io/docs/people/edit-and-deactivate-users)). ### The member says they never received the invitation. Check the email address on their profile, ask them to look in their spam folder, then resend it from the Members list with **Send / Resend invitation email**. ### Can I create a member without an email address? No. The email is the member's login and is required. ### Can a scoped admin create members? No. Only admins and super admins can create members. Scoped admins don't have the **Add member** button. --- # Import members from a file Source: https://www.openaleph.io/docs/people/import-users Roles: Admin, Super admin > Create, update or deactivate many OpenAleph members at once with the Excel import template, its columns, accepted values and error messages. The import lets admins create, update and deactivate many members at once from an Excel (.xlsx) file, including their manager and all their people attributes (job title, hire date, department, work location...). It is the fastest way to set up OpenAleph or to apply a batch of HR changes. ## Before you start > **Permissions:** importing is reserved for **Admins** and **Super admins**. - Only the **.xlsx** format is accepted (no .csv, no .xls). - If your company's members are synchronised from an HRIS, the import is not available: your HRIS is the source of truth (see [Integrations](https://www.openaleph.io/docs/administration/integrations)). - Configure your people attributes first (sections, fields, options, organisation units): the template is generated from them. See [People attributes](https://www.openaleph.io/docs/administration/people-attributes). ## Step 1: download the template 1. Go to **Company › People › Members**. 2. Click **Import members**. The **Import users** window opens. 3. Under "You don't have a file ?", click **Download template**. The template is built for your company and always reflects your current configuration. It contains three sheets: | Sheet | Content | |---|---| | **Users** | The sheet to fill in: one row per member. The first row (hidden) holds the technical column names used by the import; the second row shows readable labels. Fill in from the third row. | | **Help** | One row per column, with its technical name, label, type, whether it is required, the expected format, the accepted values and an example. | | **Lists** | Every accepted value for select, organisation unit, country and language fields, with its label and its technical name. | > **Important:** don't rename, reorder or delete the hidden first row: the import reads the technical column names from it. ## Step 2: fill in the file ### Member columns | Column | Required | Format and accepted values | Example | |---|---|---|---| | `company_uid` | Yes | Your unique identifier for the member. Put `#N/A` to deactivate the member (see below). | EMP-0001 | | `firstname` | Yes | Text | Jane | | `lastname` | Yes | Text | Doe | | `email` | Yes | A valid, unique email address | jane.doe@example.com | | `status` | Yes | `active` or `inactive` | active | | `manager_company_uid` | Column required, value optional | The `company_uid` of the member's manager. The manager can be an existing member or another row of the same file. | EMP-0002 | | `access_level` | Yes | `employee`, `manager`, `manager_creator` or `admin` | employee | | `birth_date` | No | Date, YYYY-MM-DD, not in the future | 1992-04-12 | | `gender` | No | `male`, `female` or `prefer_not_to_say` (Male, Female, M, F and their French equivalents are also understood) | female | ### People attribute columns After these columns, the template has one column per active people attribute of your company (Hire date, Job title, Work location, Contract type, Level, Department, Personal email...). The **Help** sheet gives the exact format of each one: | Field type | Expected value | |---|---| | Text, email, URL, number | The value as is | | Date | YYYY-MM-DD | | Toggle | `true` or `false` | | Select | The option label as shown in OpenAleph, or its technical name (OPTION_...) listed in **Lists** | | Multi-select | Several values in quotes, separated by commas, for example "French","English" | | Organisation unit (department, site...) | The unit name, or its technical name (NODE_...) | | Job title | The job title label, or its technical name (JOB_...) | | Person (for example HR reference) | The `company_uid` of that person | | Country / language | The country or language code listed in **Lists** (for example fr, en) | | Phone number | {"code":"+33","value":"0612345678"} | | File | Not supported by the import: leave empty or delete the column | > **Important:** an empty cell in an attribute column **clears** the existing value for that member. If you don't want to change an attribute, delete its whole column from the file. Columns you delete are simply ignored. ### How rows are processed | Your row | What the import does | |---|---| | `company_uid` not found in OpenAleph | Creates a new member. | | `company_uid` matches an existing member | Updates that member with the values of the row. The `company_uid` itself is not changed. | | `company_uid` is `#N/A` | Finds the member by `email` and **deactivates** them (same effect as a manual deactivation). | | Empty row | Ignored. | - The manager is assigned after all rows are processed, so a manager can appear anywhere in the file. - If the person given as a manager has the Employee access level, the import automatically raises them to **Manager**. - If `manager_company_uid` is empty, the member's current manager is kept. ## Step 3: upload and check the file 1. In the **Import users** window, drag and drop your file or click **Upload a file**. 2. OpenAleph inspects the file ("Inspecting file..."). Nothing is changed at this stage. 3. Two outcomes: - **Your file contains errors** ("Please correct the errors below and reload the file."): each error is listed with its title, its line number ("On line 3") and a hint, for example **User access level is incorrect**, "please choose among this list: employee, manager, manager_creator and admin". Fix them in Excel, then click **Upload another file**. Line numbers are the Excel row numbers (your first member is on line 3). - **File ready for import** / "No errors detected.": the **Modifications** block summarises what will happen, for **Users** (created, modified, removed), for **Metadata values** (the attribute values assigned or cleared, and errors) and for the **Template** (errors). ### Frequent errors | Error | How to fix it | |---|---| | Missing headers | One of the member columns is missing. Download a fresh template. | | Unknown metadata field | A column doesn't match any active attribute (renamed, deleted or typed by hand). Use a fresh template. | | Duplicate header / duplicate metadata field | The same column appears twice. | | Missing company_uid | Every row needs a `company_uid` (or `#N/A` to deactivate). | | User UID (duplicate found) / User Email (duplicate found) | Two rows share the same `company_uid` or email. Keep one. | | Email conflict | The email already belongs to a member with a different `company_uid`. Use the existing `company_uid`. | | User email is not valid / User is missing email, firstname or lastname | Fill in or correct the cell. | | User access level is incorrect | Use `employee`, `manager`, `manager_creator` or `admin`. | | User status is invalid | Use `active` or `inactive`. | | The company_uid passed as manager_company_uid does not refer to any user | The manager's `company_uid` exists neither in OpenAleph nor in the file. | | User cannot be his own manager | `manager_company_uid` equals the member's own `company_uid`. | | Birth date is invalid or in the future / Gender must be Male, Female, or Prefer not to say | Correct the value. | | Option ... not found / Ambiguous option label | The value doesn't match an option (or matches several): use the technical name from the **Lists** sheet. | | Only .xlsx format is accepted | Save the file as an Excel workbook (.xlsx). | ## Step 4: import 1. Tick the **Send invitation emails to all new users** checkbox if you want the newly created members to receive their invitation right away. Leave it unticked to invite them later from the Members list. (**Cancel** closes the window without importing.) 2. Click **Import file and apply changes**. 3. A progress indicator shows the users, metadata values and template being imported. When it reaches 100% ("Import completed"), click **See details** to see the lists **Created**, **Updated**, **Deleted**, **Metadata errors**, **Template errors** and **Import errors**, or **Finish** to close and refresh the list. If a single row fails during the import (for example an unexpected value), only that row is skipped and reported with its line number; the other rows are imported. > **Note:** if you close the window during the check or before importing, OpenAleph asks for confirmation ("If you quit, you will have to restart the import again."). **Quit import** cancels without changing anything. ## After the import - Every change is recorded in each member's [profile history](https://www.openaleph.io/docs/people/profile-history) with the source **Import** and your name. - New managers receive the "New team member assigned to you" email for each member assigned to them. - Members created without invitation have the status **Not invited**. Invite them from the Members list (see [Add and invite members](https://www.openaleph.io/docs/people/add-and-invite-users)). ## Common questions ### Can I use the file from Export all members to import? The export uses the same identifiers (`company_uid`, `manager_company_uid`), but its columns differ from the template (for example `manager_email`, `hire_date`). The safest way is to download the template and copy your data into it. ### I only want to update one attribute for everyone. Keep the member columns and only the attribute column you want to change, delete the others. Or use the bulk action **Manage attributes** on the Members page. ### Can I give the Scoped admin or Super admin level with the import? The import doesn't accept the Super admin level, which is managed by OpenAleph. A scoped admin needs a scope, which can only be defined in the app. Import these members with another level (for example `employee`), then change their access level from their profile or with **Manage access levels**. ### Why was a member deactivated by my import? Their row had `#N/A` in `company_uid`. Restore them from **View deactivated members** (see [Edit, deactivate and restore members](https://www.openaleph.io/docs/people/edit-and-deactivate-users)). ### An attribute was emptied for everyone after my import. The column was in the file with empty cells. Re-import with the correct values, and delete columns you don't want to change next time. --- # Edit, deactivate and restore members Source: https://www.openaleph.io/docs/people/edit-and-deactivate-users Roles: Scoped admin, Admin, Super admin > Change a member's information, access level or manager in OpenAleph, deactivate members who leave with a departure date, and restore them. This page explains how admins maintain member accounts over time: correct their information, change their role or manager, handle departures and bring people back. ## Before you start > **Permissions:** **Admins** and **Super admins** can do everything described here. **Scoped admins** can edit the members of their scope, except their access level and manager, and cannot deactivate or restore members. Members can edit their own information from their profile (see [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile)). If your company's members are synchronised from an HRIS, all these actions are made in the HRIS, not in OpenAleph (see [Integrations](https://www.openaleph.io/docs/administration/integrations)). ## Edit a member You have two entry points. ### From the Members list (general information and access level) 1. Go to **Company › People › Members**. 2. Click the pencil icon at the end of the member's row. The **Profile details** window opens. 3. Under **General information**, change **First name**, **Last name**, **Email**, **Company employee UID**, **Manager**, **Birth date**, **Gender** or **Language**. 4. Under **Access level**, change the member's role if needed (admins only: for a scoped admin, the window has no **Access level** part and the **Manager** field is greyed out). 5. Click **Save** (it becomes available as soon as something changed). The message "Settings have been updated." confirms it. ### From the profile (all sections) 1. Open the member's profile (click their row in the Members list). 2. On the **Information** tab, select a section (**General**, **Personal information**, **Employment information** or a custom section). 3. Click **Edit**, change the fields, then **Save**. Use this second way for everything that is not in the general information: job title, hire date, end date, department and other organisation units, work location, contract type, level, personal details and custom attributes. > **Tip:** to change the same attribute for many people at once (for example a new manager for a whole team, or a new work location), select them in the Members list and use **Manage attributes**. See [Members directory](https://www.openaleph.io/docs/people/directory). ## Change the access level The access level decides what the member can see and do in OpenAleph. Only admins can change it. 1. Open the **Profile details** window (pencil icon in the Members list, or **Edit** on the **General** section of the profile). 2. In **Access level**, pick the new level. A short text describes it (for example "Access limited to own profile", "Access limited to own profile and direct and extended team (N-X)", "Access to all members"). 3. For **Scoped admin**, define the members they administrate in the **Scope** tab: **Include** rules (by attribute or manager, or **Include everyone**) and **Exclude** rules, added with **Add scope**. Check the resulting list in **Preview members**. See [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins). 4. Click **Save**. To change the level of many members at once, select them in the Members list and click **Manage access levels**. Rules to know: - A member who still manages people cannot be set to **Employee**. Reassign their team first. - The **Super admin** level is managed by OpenAleph and can't be given from the app. - When a scoped admin gets another level, their scope is deleted. If they become scoped admin again later, the scope must be defined again. Details on each level and on scopes are in [Access levels](https://www.openaleph.io/docs/administration/access-levels). ## Change the manager 1. Open the **Profile details** window and choose the new person in **Manager** (only members with the Manager level or above are listed; the member themselves is excluded). To remove the manager, clear the field. 2. Click **Save**. The new manager receives an email "New team member assigned to you". The member moves to the new manager's **My team** and to their place in the **Organization Chart**. The change is logged in the [profile history](https://www.openaleph.io/docs/people/profile-history). ## Deactivate members Deactivate a member when they leave the company or should no longer access OpenAleph. Members are never deleted: deactivation keeps all their data. 1. Go to **Company › People › Members**. 2. Tick the members to deactivate. 3. Click **Deactivate selected members**. The **Deactivate members** window opens and shows the **Selected members**, with a reminder that they will lose access to OpenAleph but that their information is kept and they can be reactivated later. 4. Optionally, under **Add departure date**, pick their **Departure date**. 5. Click **Deactivate**. The message "Users deactivated successfully." confirms it. What happens: | Effect | Details | |---|---| | Access removed | The member is logged out of all their sessions (web and mobile) and can no longer log in. Their status becomes **Inactive**. | | Departure date | The date you chose is saved in the **End date** field of their Employment information. If you left it empty and no end date was recorded, today's date is used. | | Reporting lines | Their own manager link is removed, and the people who reported to them no longer have a manager. OpenAleph remembers both links for a later restore. Reassign their team if needed. | | Visibility | They disappear from the active members list, **My team** and the **Organization Chart**, and can't be picked for new campaigns or trainings. | | Data kept | Their profile, interviews, reviews, trainings and history are kept. | | Email reserved | Their email address cannot be given to another member. | > **Note:** a member can also be deactivated by an import row with `#N/A` in `company_uid` (see [Import members from a file](https://www.openaleph.io/docs/people/import-users)), or by your HRIS synchronisation. ## Restore a deactivated member 1. On the Members page, open the more options menu (three dots) and click **View deactivated members**. 2. The **Deactivated members** window ("These members can no longer access their OpenAleph accounts. Their email addresses cannot be assigned to other members.") lists them with the **Deactivated on** date and the **Departure date**. Use the search bar if needed. 3. Click the **Restore member** icon on the member's row. The message "User has been reactivated successfully." confirms it. What happens: - The member is active again and can log in with their existing account. - Their former manager is restored, if that person is still active and still a manager. - The people who reported to them come back under them, unless they have been given another manager in the meantime. - Their end date is cleared. Deactivation and restoration are both recorded in the member's [profile history](https://www.openaleph.io/docs/people/profile-history) (status, end date and manager changes). > **Tip:** creating a new member with the email of a deactivated member also reactivates the existing account instead of creating a duplicate. ## Common questions ### Can I permanently delete a member? No. OpenAleph only deactivates members, so that their history (interviews, reviews, trainings) stays consistent. ### I don't see Deactivate selected members or View deactivated members. These actions are reserved for admins and super admins, and hidden when your members come from an HRIS synchronisation. ### I can't set a manager back to Employee. The member still has direct reports. Give their team another manager first (select the team, **Manage attributes** › **Manager**), then change the access level. ### The team of a deactivated manager has no manager any more. That is expected. Select those members in the Members list and use **Manage attributes** to assign their new manager. ### A deactivated member needs to access OpenAleph for a few more days. Restore them, then deactivate them again later with the right departure date. --- # Profile history Source: https://www.openaleph.io/docs/people/profile-history Roles: Employee, Scoped admin, Admin, Super admin > See every change made to a member's information in OpenAleph - which field, old and new value, who changed it, from where and when. Every profile keeps a history of the changes made to the member's information. It answers questions such as "when did this person change manager?", "who updated this job title?" or "did the last import change this hire date?". ## Before you start > **Permissions:** the history of a profile is available to the member themselves, to scoped admins for the members of their scope, and to admins and super admins for everyone. Managers don't see their team members' history. ## Open the history 1. Open the profile: your own from your avatar › **Profile**, or a member's from **Company › People › Members**. 2. Click the **History** icon (a clock with an arrow) next to the **Settings** button in the profile header. The **History** window opens with the most recent changes first. Click **Close** to leave it. ## What the history shows | Column | Content | |---|---| | **Field** | The information that changed: **First name**, **Last name**, **Email**, **Access level**, **Birthday**, **Manager**, **Status**, or any people attribute (Job title, Hire date, End date, Department, Work location...). | | **Change** | The old value, an arrow, and the new value. A dash (—) means the field was empty before, or has been emptied. | | **Changed by** | The person who made the change, with their photo. **Automatic sync** means no person was involved: the change came from your HRIS synchronisation. | | **Source** | **Manual** (someone edited it in OpenAleph), **Import** (an Excel import, the author is the admin who ran it) or **Automatic sync** (HRIS synchronisation). | | **Date** | Date and time of the change. | Use the **Search** bar to find a change by field name or by value (for example a former manager's name or an old job title). ## Good to know - Values are recorded as they were displayed at the time of the change. If an option, a job title or a department is renamed later, the history still shows the old name. - Only real changes are recorded: saving a profile without modifying a field, or a synchronisation that pushes the same value again, adds nothing. - Changes made through bulk actions (**Manage attributes**, **Manage access levels**), through deactivation (status and end date) and through restoration are recorded like any other change. - The history cannot be edited or deleted. When a profile has no change yet, the window shows "No changes yet" and "Every change to this member's information will show up here." ## Common questions ### I don't see the History icon. You are not allowed to see this profile's history: only the member, their scoped admin and admins can. ### "Automatic sync" appears as the author of a change. The change was made by your company's HRIS synchronisation, not by a person. ### Why does an import show my name? Changes made by an import are attributed to the admin who launched it, with the source **Import**. ### A change I made doesn't appear. Check that you clicked **Save** and that the value really changed. Refresh the page and open the history again. --- # External users Source: https://www.openaleph.io/docs/people/external-users Roles: Manager creator, Scoped admin, Admin, Super admin > External users are people outside your company invited to follow your trainings in OpenAleph Academy. How they differ from members and how to manage them. **External users** are people outside your company (partners, clients, distributors, freelancers...) whom you invite to follow your trainings in an external workspace, the [OpenAleph Academy](https://www.openaleph.io/docs/academy). They are managed from the People module, but they are **not members**: they have no Core HR profile. Go to **Company › People › External users**. ## Before you start > **Permissions:** the External users page is available to **Manager creators**, **Scoped admins**, **Admins** and **Super admins**. It is hidden for managers and employees. - Your company needs at least one external workspace. Workspaces are set up by the OpenAleph team: if the **External access** list is empty when you invite someone, contact your OpenAleph account manager. - To assign trainings, they must exist in Learn with at least one training session. ## Members vs external users | | Members | External users | |---|---|---| | Who | Your employees | People outside your company | | Created from | **Members** page, import or HRIS | **External users** page | | Core HR profile and people attributes | Yes | No | | Appear in Members, Organization Chart, My team, Skills | Yes | Never | | What they access | The OpenAleph suite, according to their access level | Only their Academy workspace and what their scope permits | | Removal | Deactivation | Deactivation | ## The External users page - A reminder that external users "have their own dedicated portal and are fully independent from your CoreHR data". - Three counters: **Total external users** (**Across all scopes**), **Active learners** (**Last 30 days**) and **Pending invitations** (**Awaiting first login**). - A table with **User**, **Organisation** (the external workspace), **Scope**, **Status**, **Training sessions** and **Last seen**, with a **Search** bar and filters on **Scope** and **Status**. | Status | Meaning | |---|---| | **Pending** | Invited, the account hasn't been activated yet. | | **Active** | The person has activated their account. | | **Inactive** | Access deactivated. | ## Invite an external user 1. Click **Add new user** (on a phone: **Add external user**). 2. **Identity**: fill in **First name**, **Last name**, **Email** and choose the **External access** (workspace). Click **Next**. 3. **Access scope**: choose **Learner**. 4. **Training assignment** (optional): select sessions in **Assign to training sessions**. 5. Click **Send invitation**. The message "Invitation sent to (email)" confirms it. The person receives an email "You've been invited to (workspace)" with an **Activate my account** button to set their password, then signs in with their email. > **Note:** if you invite the email of one of your own employees, their existing company account is reused: no invitation email is sent and they are active right away. ## Manage external users From the three-dot menu of a row, or from the user's page (click the row): | Action | What it does | |---|---| | **Edit** | Change first name, last name, scope, photo, and add training sessions (existing enrollments are kept). The email and the workspace can't be changed. | | **Resend invitation** / **Resend invite** | Sends the invitation email again. Only for people outside your company. | | **Deactivate** / **Reactivate** | Removes or gives back access to the workspace. Nothing is deleted. | Select several rows to **Send / Resend invitation email** or **Deactivate selected external users** in one go. The external user's page has three tabs: **Overview** (full name, email, organisation, invitation date, last activity, access scopes), **Trainings** (training, mode, deadline, completion) and **Certifications** (issued and expiry dates, status, download of the certificate and copy of its verification link). For the full procedure, see [Invite and manage external learners](https://www.openaleph.io/docs/academy/manage-external-learners). ## Common questions ### Why doesn't my external user appear in Members or on the Organization Chart? External users are fully separate from your workforce data by design. ### The External users menu is missing. You need the Manager creator access level or above. ### Can I delete an external user? No, you can only deactivate them. Their training history is kept. ### The External access list is empty. Your company has no external workspace yet. Contact your OpenAleph account manager. --- # Interviews & 1:1 Source: https://www.openaleph.io/docs/interviews Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Overview of the Interview module - one-to-one interview campaigns, templates, roles, statuses and the end-to-end workflow in OpenAleph. The **Interview** module is where your company runs its one-to-one interviews: annual reviews, professional development interviews, probation-period reviews, check-ins and any other structured conversation between an employee and a person in charge. HR (or a Manager creator) builds a **template** of questions, launches a **campaign** for a group of employees, and each employee and their interviewer fill in their part online until the interview is submitted and locked. In the side menu, the module appears as **Interview**, with up to four entries depending on your access level: **My Interviews**, **Team Interviews**, **Campaigns** and **Templates**. > **Note:** The Interview module is enabled per company. If you don't see **Interview** in the side menu, your company may not have the module enabled; ask your admin (see [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences)). 360° feedback and employee surveys are separate modules, documented in [Feedback 360](https://www.openaleph.io/docs/feedback) and [Surveys](https://www.openaleph.io/docs/surveys). ## Key concepts | Term | What it means | |---|---| | **Template** | The questionnaire used for the interview: chapters, questions, who can see and who must answer each question. Templates are reusable across campaigns. | | **Template type** | Who answers the template: **Interviewee (IE)**, **Interviewer (IR)**, **Both**, or **Cross Review** (both, then a final joint version). | | **Campaign** | A set of interviews launched at the same time, with a title, a period (start date and deadline), participants, a person in charge and one or several templates. All campaigns are of the **One to one** type. | | **Participant / Interviewee** | The employee being interviewed. Participants are chosen when the campaign is created. | | **Person in charge / Interviewer** | The person who conducts the interview: either each participant's direct manager, or one specific person for the whole campaign. | | **Interview set** | Everything that belongs to one participant in a campaign: the interviewee's part (**IE**), the interviewer's part (**IR**) and, if the template is a Cross Review, the cross review (**CR**). | | **Cross review (CR)** | A final step, opened once both the interviewee and the interviewer have submitted their parts. The interviewer fills it in (usually during a meeting with the employee) to produce the agreed, final version. | | **Submit / Lock** | Submitting an interview locks its answers. Only an admin can unlock it. | | **Co-pilot** | A Manager creator added to a campaign who gets the same rights as its creator on that campaign. | ## Interview statuses | Status | Meaning | |---|---| | **Not started** | The interview is available but nobody has opened it yet. | | **In progress** | The respondent has opened the interview; answers are saved automatically. | | **Submitted** | The respondent submitted it. Answers are locked. | | **Not available yet** | Only for a cross review: it opens once both the interviewee and the interviewer have submitted. | In **My Interviews**, an interview moves to the **Done** tab as soon as you have submitted your own part. In **Team Interviews**, a campaign moves to **Done** when none of your interviews still has a part to fill in; inside a campaign, an interviewee moves to **Done** only when every part of their interview set has been submitted, including the cross review. ## Who does what | Role | What they can do in the Interview module | |---|---| | **Employee** | See their interviews in **My Interviews**, answer and submit their part, see the final cross review once submitted, download a PDF. | | **Manager** | Everything an employee can do, plus **Team Interviews**: conduct the interviews they are in charge of, see the interviewee's answers once submitted, fill in cross reviews, schedule the cross-review meeting, send invitations and reminders, hand an interview over to another person in charge, generate an AI synthesis of a submitted interview. | | **Manager creator** | Everything a manager can do, plus create and manage their own templates and campaigns (and campaigns where they are co-pilot), export campaign data and use Aleph AI on their campaigns. | | **Scoped admin** | Manage campaigns created by (or co-piloted by) people in their scope, and lock or unlock interviews of people in their scope. | | **Admin / Super admin** | Manage all templates and campaigns of the company, force-submit or unlock any interview, see every submitted interview. | A detailed breakdown is in [Roles and permissions](https://www.openaleph.io/docs/interviews/permissions). For access levels across all modules, see [Roles and access](https://www.openaleph.io/docs/getting-started/roles-and-access) and [Access levels](https://www.openaleph.io/docs/administration/access-levels). ## Typical workflow 1. **Build a template.** An HR admin or Manager creator goes to **Interview › Templates**, clicks **New template**, adds chapters and questions, and chooses the template type (for example **Cross Review**). See [Create and edit templates](https://www.openaleph.io/docs/interviews/templates). 2. **Translate it (optional).** For multilingual teams, add languages to the template, manually or with AI. See [Translate a template](https://www.openaleph.io/docs/interviews/translate-a-template). 3. **Create the campaign.** In **Interview › Campaigns**, click **New campaign** and follow the wizard: title and period, participants, person in charge, template(s), summary, then **Launch campaign**. With the **Manager** option, each participant is interviewed by the manager set in their profile, so check managers first (see [Employee profile](https://www.openaleph.io/docs/people/employee-profile) and [Org chart](https://www.openaleph.io/docs/people/org-chart)). See [Create a campaign](https://www.openaleph.io/docs/interviews/create-a-campaign). 4. **Participants are invited.** If you chose to send invitations, interviewees and interviewers receive an email, an in-app notification and a mobile push notification. See [Notifications and emails](https://www.openaleph.io/docs/interviews/notifications). 5. **Employees answer.** Each interviewee opens **Interview › My Interviews**, answers their part and clicks **Submit**. See [Answer your interview](https://www.openaleph.io/docs/interviews/answer-an-interview). 6. **Managers answer.** Each interviewer opens **Interview › Team Interviews**, fills in their own part and reads the employee's answers once submitted. See [Conduct your team's interviews](https://www.openaleph.io/docs/interviews/manager-view). 7. **Cross review.** For Cross Review templates, the interviewer schedules a meeting, fills in the cross review (pre-filled with the previous answers) and submits the final version. See [Cross review, submission and locking](https://www.openaleph.io/docs/interviews/cross-review-and-submission). 8. **Follow up.** The campaign owner tracks completion, sends reminders, adds or removes participants and exports the results. See [Manage a campaign](https://www.openaleph.io/docs/interviews/manage-a-campaign), [Track campaign progress](https://www.openaleph.io/docs/interviews/track-campaign-progress) and [Exports and PDF](https://www.openaleph.io/docs/interviews/exports-and-pdf). 9. **Use AI.** Generate an AI synthesis of a submitted interview, or ask Aleph AI questions about all the answers of a campaign. See [AI features](https://www.openaleph.io/docs/interviews/ai-features). ## Pages in this section - [Create and edit templates](https://www.openaleph.io/docs/interviews/templates): build the questionnaire, question types, visibility and required settings. - [Translate a template](https://www.openaleph.io/docs/interviews/translate-a-template): add languages, translate with AI, import and export translation files. - [Create a campaign](https://www.openaleph.io/docs/interviews/create-a-campaign): the campaign wizard step by step, drafts and scheduled launches. - [Manage a campaign](https://www.openaleph.io/docs/interviews/manage-a-campaign): campaign list, participants, person in charge, deadline, co-pilots, relaunch, deletion. - [Track campaign progress](https://www.openaleph.io/docs/interviews/track-campaign-progress): overview charts, completion rates and statuses. - [Answer your interview](https://www.openaleph.io/docs/interviews/answer-an-interview): the employee's view, from **My Interviews** to submission. - [Conduct your team's interviews](https://www.openaleph.io/docs/interviews/manager-view): the interviewer's view in **Team Interviews**. - [Cross review, submission and locking](https://www.openaleph.io/docs/interviews/cross-review-and-submission): cross review, meeting scheduling, locking and unlocking. - [AI features](https://www.openaleph.io/docs/interviews/ai-features): AI synthesis of an interview, Aleph AI chat on a campaign, AI translation. - [Exports and PDF](https://www.openaleph.io/docs/interviews/exports-and-pdf): Excel exports of progress and answers, interview PDFs. - [Notifications and emails](https://www.openaleph.io/docs/interviews/notifications): every email and notification the module sends, and when. - [Roles and permissions](https://www.openaleph.io/docs/interviews/permissions): who can see and do what. ## On mobile The OpenAleph mobile app gives access to **My interviews** and **My team interviews** from the **Apps** tab: you can open an interview, answer it, submit it, view submitted answers, check the history and download the PDF once submitted. Creating templates and campaigns, and managing campaigns, are only available in the web app. See [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app). --- # Create and edit interview templates Source: https://www.openaleph.io/docs/interviews/templates Roles: Manager creator, Scoped admin, Admin, Super admin > Build interview templates in OpenAleph - template types, chapters, question types, visibility and required settings, tags, duplication and deletion. A template is the questionnaire used in an interview campaign. It defines the chapters and questions, who answers the template (interviewee, interviewer, both, or both plus a cross review), and for each question who can see it and who must answer it. Templates are managed in **Interview › Templates**. ## Before you start > **Permissions:** You need the **Manager creator** access level or above to open **Templates**. Every Manager creator can see all the company's templates, but can only edit, tag or delete the templates they created. Admins and Super admins can edit every template. ## The templates list Go to **Interview › Templates**. The table lists every interview template of your company with these columns: | Column | Content | |---|---| | **Template title** | The template name. | | **Type** | Who answers it: **Interviewee (IE)**, **Interviewer (IR)**, **Both** or **Cross review**. | | **Last update** | Date of the last change. | | **Tags** | Tags used to organise templates. | Use the search bar to find a template by title, and the filter button to filter by **Last update**, **Type**, **Creator** or **Tags**. Click a row to open the template. If you can edit it, the editor opens; otherwise it opens in read-only mode (see below). The **⋯** menu at the end of each row offers: - **Edit template tags** (only on templates you can edit): pick existing tags or create new ones. - **Duplicate**: creates a copy named "*title* - Duplicate", with all questions, options and translations, and opens it in the editor. You become the owner of the copy. - **Delete** (only on templates you can edit): moves the template to the deleted items. ## Create a template 1. Go to **Interview › Templates** and click **New template**. 2. A new template called **New template** is created immediately and opens in the editor, with the type **Interviewee (IE)** preselected. Everything you change is saved automatically: the indicator at the top shows **Saving...** then **Saved**. 3. In the first card (**Template**), fill in: - **Template type**: choose who answers the template (see the table below). - **Template name**: the title participants will see. - **Description**: an introduction shown at the top of the interview (for example the purpose of the interview and how to prepare). - **Video (Youtube)**: paste a YouTube link to embed a video at the top of the interview. 4. Click the tag icon at the top right of the template card to add tags. 5. Click **Add** (under the template card, or under any question) and choose the block type to insert at that position. 6. Fill in each block and set its visibility and required options. 7. Click the eye icon in the top bar to preview the template as participants will see it (**Template preview**). 8. Click the back arrow to return to the list. There is no "save" button: the template is already saved. ### Template types | Type | Who answers | What happens in a campaign | |---|---|---| | **Interviewee (IE)** | Only the interviewee. | One interview per participant, filled in by the employee. The interviewer can view the answers once submitted. | | **Interviewer (IR)** | Only the interviewer. | One interview per participant, filled in by the person in charge. | | **Both** | The interviewee and the interviewer, each in their own part. | Two interviews per participant. The interviewer can view the interviewee's answers once submitted; the interviewee does not see the interviewer's part. | | **Cross Review** | Both, then a final cross review. | Three interviews per participant: interviewee part, interviewer part, and a cross review that opens once both are submitted. The interviewee can read the cross review once it is submitted. See [Cross review, submission and locking](https://www.openaleph.io/docs/interviews/cross-review-and-submission). | You can change the template type at any time in the template card. Campaigns already launched are not affected (see "Editing a template that is already used" below). ## Block types Click **Add** to insert one of these blocks: | Block | Use it for | Settings | |---|---|---| | **Chapter** | A section title that groups the following questions. Chapters appear in the **Summary** navigation panel of the interview. | **Chapter name**, **Description**. | | **Paragraph** | A block of explanatory text (instructions, context). Not answerable. | **Description** only. | | **Open question** | A free-text answer. | **Question**, description, visibility and required switches. | | **Rating** | A score from 1 to the maximum you choose, displayed as clickable icons. | **Question**, description, **Max rating** (1 to 5, or 7 to 10), **Allow comments**, visibility and required switches. | | **Multi-choice** | One answer to pick from a list of options. | **Question**, description, **Answer options** (click **Add answer option** to add one, remove options you don't need), **Allow comments**, visibility and required switches. | **Allow comments** adds a **Comment** field under the rating or the options, so respondents can justify their answer. The default **Max rating** is 5. Give every multi-choice question at least one answer option before using the template in a campaign. ### Visibility and required settings Each question (open, rating, multi-choice) has four switches: | Switch | Effect | |---|---| | **Visible for interviewer** | The question appears in the interviewer's part. | | **Required for interviewer** | The interviewer must answer it before submitting. | | **Visible for interviewee** | The question appears in the interviewee's part. | | **Required for interviewee** | The interviewee must answer it before submitting. | By default a new question is visible to both and required for nobody. Use these switches to ask a question only to the manager (for example a performance rating) or only to the employee (for example "What are your training wishes?"). Required questions are marked with an asterisk (*) in the interview, and the **Submit** button refuses to submit until they are answered. In the cross review, every question is shown. ### Reorder, duplicate and delete blocks Each block has icons at the top: - Up and down arrows: move the block one position up or down. - Copy icon: duplicate the block right below it (the copy's title ends with "(copy)"). - Trash icon: delete the block. The list icon in the top bar opens the **Summary** side panel with all blocks; click one to jump to it. The top bar also shows the translate icon (see [Translate a template](https://www.openaleph.io/docs/interviews/translate-a-template)) and the save indicator. ## Preview a template Click the eye icon in the editor top bar (or open a read-only template) to see the **Template preview**: the template exactly as a participant will see it, with its description, chapters and questions. If the template has translations, you can switch the preview language. ## Read-only templates When you open a template you cannot edit (created by someone else, and you are not an admin), it opens with the **Read-only template** label. You can browse and preview it, and click **Duplicate template** to create your own editable copy. ## Delete and restore a template 1. In the templates list, open the **⋯** menu of the template and click **Delete**. 2. Confirm in the **Template will be deleted** dialog. The dialog reminds you that "Deleted templates are stored for 30 days. After this period, they will be permanently deleted." To find them, click the **⋯** button next to **New template** and choose **View deleted templates**. The **Deleted templates** window lists them with their **Deleted on** date and a search bar. On each row you can: - Click the row to view the template's content. - Restore the template (restore icon): it goes back to the list ("Template has been restored successfully."). - Delete it permanently (trash icon), then confirm **Delete** in the "This is a permanent action." dialog. ## Editing a template that is already used When a campaign is launched, OpenAleph makes a snapshot (a "version") of each template it uses. Interviews of that campaign keep using that snapshot, so later edits to the template do not change interviews already launched. The campaign's **Participants & answers** tab shows the template version date under each template name. Your edits apply to campaigns launched afterwards, including scheduled campaigns that have not started yet. ## Common questions ### I don't see Templates in the menu. The **Templates** entry is only shown to Manager creators, Scoped admins, Admins and Super admins. If you have one of those levels and still don't see it, your company may not have the Interview module enabled. ### I can open a template but not edit it. You can only edit templates you created, unless you are an Admin. Use **Duplicate template** to get an editable copy. ### Where is the True/False question? New True/False questions can no longer be added; use a **Multi-choice** question with two options instead. Existing True/False questions keep working in older templates. ### Can I add goals, skills or trainings inside a template? No. Interview templates contain chapters, paragraphs, open, rating and multi-choice questions. Goals, skills and trainings are managed in their own modules. ### I changed a template but a running campaign still shows the old questions. That is expected: a launched campaign keeps the version of the template it was launched with. To use the new version, create a new campaign or relaunch the campaign (see [Manage a campaign](https://www.openaleph.io/docs/interviews/manage-a-campaign)). --- # Translate an interview template Source: https://www.openaleph.io/docs/interviews/translate-a-template Roles: Manager creator, Admin, Super admin > Add languages to an interview template, translate it with AI or with an Excel file, and let participants answer and download PDFs in their language. An interview template can be offered in several languages. The template creator adds languages in the **Template translation** window, then translates each language with AI or by filling in an Excel file. Participants can then switch the interview to one of these languages, and choose the language of the PDF they download. The interface language (menus, buttons, emails) is separate: each member chooses it in their profile. See [Translating content](https://www.openaleph.io/docs/administration/translations) and [Profile and preferences](https://www.openaleph.io/docs/getting-started/profile-and-preferences). ## Before you start > **Permissions:** You must be able to edit the template: its creator, or an Admin / Super admin. The translate button is not available on a deleted template. ## Open the translation manager 1. Go to **Interview › Templates** and open the template. 2. In the editor top bar, click the translate icon (the first icon on the right). 3. The **Template translation** window opens. It lists: - **Source language**: the language the template was written in, with the **Source** tag. - One row per added language, with its status and actions in the **Status & Actions** column. The link **How to translate my template?** › **Click here** opens a step-by-step guide. ## Add a language 1. Click **Add Language**. 2. Pick a language in the list (**English**, **Deutsch**, **French**, **Italian**, **Spanish**, **Swedish**). Languages already added are greyed out. 3. The language is added with the status **Translation missing**, and four action icons appear on its row: **Translate with AI**, **Download translation**, **Upload translation** and **Delete language**. ## Translation statuses | Status | Meaning | |---|---| | **Translation missing** | The language was added but not translated yet, or the template was changed after it was translated (for example a question was added or edited). | | **Translating with AI...** | An AI translation is running. | | **Uploading...** | An Excel translation file is being imported. | | **Error** | The import or the translation failed. Try again. | | **Translated** | All texts are translated. | ## Translate with AI 1. On the language row, click the sparkles icon (**Translate with AI**). 2. The status changes to **Translating with AI...** and all the buttons are disabled while it runs. 3. When it is done (usually a few seconds for a short template), the status becomes **Translated**. > **Tip:** AI translation is a starting point. Download the translation file afterwards to check the wording, especially for HR vocabulary specific to your company. ## Translate with an Excel file 1. On the language row, click the download icon (**Download translation**). You get an .xlsx file named after the template and the language code, listing every text of the template (title, description, chapters, questions, descriptions, answer options) with its source text. 2. Fill in the translation column in the file. Do not change the identifiers. 3. Back in the window, click the upload icon (**Upload translation**) on the same language row and select your file. 4. The status shows **Uploading...**, then **Translated** once the import succeeds, or an error if the file could not be read. ## Delete a language Click the trash icon (**Delete language**) on the row. The language is removed from the template; participants can no longer choose it. ## What participants see - When the template used by the campaign has at least one language with the **Translated** status, a translate icon (**Translate interview**) appears in the top bar of the interview page. Clicking it opens a window listing the available languages ("These are all the languages available for this interview. The following translation(s) were managed by the template creator."). The participant picks a language and clicks **Apply**; questions and options are displayed in that language. - When downloading a PDF of the interview, the same language choice is offered. - The template preview also lets you switch between languages. Answers are stored as typed: translating the interview changes the questions' language, not the answers already given. ## Common questions ### The translate icon is missing in the editor. It is hidden when the template is deleted, and only people who can edit the template can open the editor. Restore the template or ask its creator. ### A language went back to "Translation missing". You edited the template after translating it (for example you added a question). Download the file and complete the new texts, or run the AI translation again. ### Do launched campaigns get my new translations? A launched campaign uses the snapshot of the template taken at launch, including the translations available at that time. New translations apply to campaigns launched afterwards. ### Which languages can participants choose in a launched campaign? Participants can only switch to a language that is **Translated** in the template version used by their campaign. Before launching a campaign, open the **Template translation** window, check that every language you need shows **Translated**, and translate again if needed. --- # Create an interview campaign Source: https://www.openaleph.io/docs/interviews/create-a-campaign Roles: Manager creator, Scoped admin, Admin, Super admin > Step-by-step guide to the OpenAleph campaign wizard - title and period, participants, person in charge, templates, summary, launch now or schedule. A campaign sends the same interview to a group of employees over a given period, for example "Annual reviews 2026" or "Probation reviews - Q3". You create it with a five-step wizard: **Basic settings**, **Participants**, **Person in charge**, **Template(s)** and **Summary**. Campaigns are always of the **One to one** type: each participant has their own interview with a person in charge. ## Before you start > **Permissions:** You need the **Manager creator** access level or above. The **Campaigns** entry is not shown to employees and managers. - At least one template must exist in **Interview › Templates**. See [Create and edit templates](https://www.openaleph.io/docs/interviews/templates). - Check that your participants' direct managers are correct in their profiles if you want managers to conduct the interviews (see [Employee profile](https://www.openaleph.io/docs/people/employee-profile) and [Edit and deactivate users](https://www.openaleph.io/docs/people/edit-and-deactivate-users)). ## Start the wizard 1. Go to **Interview › Campaigns** and click **New campaign**. 2. If you already have a campaign draft in progress, the **Create campaign from draft?** dialog opens: - **Yes, resume draft** reopens the draft at the step where you left it. - **No** deletes the draft and starts a new campaign from scratch. 3. The **Create a campaign** wizard opens. On large screens, a timeline on the left shows the five steps. Use **Next** and **Previous** to move between steps. Your draft is saved at every step, and **Yes, resume draft** reopens it at the last step you reached. If you close the wizard (close button at the top right), the **Campaign draft saved** dialog confirms that the draft is kept for 30 days; click **OK**. To resume it, click **New campaign** again and choose **Yes, resume draft**. You can only have one draft at a time. ## Step 1: Basic settings 1. **Campaign title\***: the name participants will see in their interview list and emails. 2. **Campaign period\***: click the field and select the first day and the last day of the campaign in the calendar, then click **OK**. The first day is the start date (the launch date), the last day is the deadline. Dates in the past cannot be selected. 3. Click **Next**. If a field is missing, the message "Please fill all required fields (*)." appears and the field is highlighted. ## Step 2: Participants The text reminds you that "Selected participants are set as **interviewees.**" 1. Use the table to select the employees who will be interviewed. It shows **Member** (name and email), **Job title**, **Manager**, your company's custom profile fields, **Hire date** and **Gender**. 2. Use the search bar and the filters (**Access level**, **Manager**, **Gender**, **Hire date**, **Job title** and your custom profile fields) to narrow the list. The number of selected people ("*n* items selected") is shown above the table. 3. Tick participants one by one, or use the header checkbox to select all the people matching your search and filters. 4. Click **Next**. At least one participant is required ("Please select at least one participant."). ## Step 3: Person in charge "The person in charge takes the role **of interviewer**." Choose how interviewers are assigned: | Option | What it does | Field to fill | |---|---|---| | **Manager** | "Participant's direct manager is in charge of the interview." Each participant is interviewed by the manager set in their profile. | **Default person in charge\***: "Participants without a direct manager are assigned a default person in charge." | | **Specific person** | "One person is in charge of all the campaign's interviews." | **Person in charge\***: the person who conducts every interview (for example an HR business partner). | Click **Next**. You can still change the person in charge of individual participants after launch. ## Step 4: Template(s) Choose between: - **Single template**: "Select a single template for all participants." - **Multiple templates**: "Assign different templates based on participants' category." Useful when managers and non-managers, or different countries, need different questionnaires. Then: 1. In **Assign a default template**, select the **Template\***. Click the eye icon (**Preview**) to check its content. With **Single template**, everyone gets this template. With **Multiple templates**, it is used for every participant you don't assign to a specific template. 2. With **Multiple templates** only, in **Assign specific templates to participants**: 1. Click **Assign a template**. 2. In the **Assign template to participants** window, **Step 1**: **Choose a template**. **Step 2**: **Select participants** among the campaign's participants (people already assigned to another template are excluded; when everyone is assigned, the message "All participants have been assigned a template" is shown). 3. Click **Save**. 4. Repeat for other templates. Each row of the table shows the **Template** and its **Participants**. Use the row menu to **Edit** or **Delete** an assignment, or click the row to see the assigned participants. 3. Click **Next**. > **Tip:** Need a new template? Click the **templates page** link at the top of the step ("Go to the templates page to create templates."). The dialog "Your campaign is saved as draft." confirms your draft is kept; click **Go to templates**, create the template, then come back with **New campaign** › **Yes, resume draft**. ## Step 5: Summary The **Campaign summary** shows the **Campaign type** (One to one), **Campaign title**, **Campaign period**, number of **Participants**, **Person in charge** and **Template** (or **Template(s) used** with multiple templates). Click **Previous** to fix anything. ## Launch the campaign 1. Click **Launch campaign**. 2. The **Send invitation emails?** dialog opens: - If the start date is today: "Do you wish to send invitations by email for this campaign? They will be sent now." - If the start date is in the future: "Do you wish to send invitations by email for this campaign? They will be sent on *date*." 3. Click **Yes, send emails** or **No**. What happens next depends on the start date: | Start date | Result | |---|---| | **Today** | The campaign is launched immediately and appears in the **Current** tab. Interviews are created for every participant. If you chose **Yes, send emails**, each interviewee receives an invitation to their interview and each interviewer receives one notice that they are interviewer in the campaign, whatever the number of people they interview (email, in-app notification and mobile push). | | **In the future** | The campaign is **Scheduled** and appears in the **Upcoming** tab. Nothing is visible to participants yet. If you chose **Yes, send emails**, participants immediately receive a "You will take part in *campaign*" email, and the interview invitations are sent automatically on the start date. | In both cases, you (the campaign creator) receive a confirmation email "🚀 Your campaign *name* has been launched!" once the campaign actually starts, with a summary of the settings (title, period, number of participants, person in charge option, default person in charge and templates) and a **View campaign** link. If you chose **No**, you can send invitations later from the campaign page. See [Manage a campaign](https://www.openaleph.io/docs/interviews/manage-a-campaign). ## What participants get Depending on the template type, each participant's interview set contains: - **Interviewee (IE)** template: one interview for the employee. - **Interviewer (IR)** template: one interview for the person in charge. - **Both**: one interview for each. - **Cross Review**: one for each, plus a cross review that opens when both are submitted. Employees find their interview in **Interview › My Interviews**, interviewers in **Interview › Team Interviews**. ## Common questions ### I don't see the Campaigns menu or the New campaign button. You need the Manager creator access level or above. Ask your admin. ### My draft disappeared. Drafts are kept for 30 days. Also, clicking **No** in the **Create campaign from draft?** dialog, or using **Relaunch campaign** on another campaign, replaces your current draft. ### Can I make a campaign recurring? Not from the wizard. To run the same campaign again, use **Relaunch campaign** on an existing campaign: it opens a new draft with the same participants, person in charge settings, templates and title; you only have to set a new period (and adjust the title). See [Manage a campaign](https://www.openaleph.io/docs/interviews/manage-a-campaign). ### A participant has no manager. Who will interview them? With the **Manager** option, participants without a direct manager are assigned to the **Default person in charge**. ### Can I change the start date after scheduling? Yes, from the **Upcoming** tab with **Edit period**, or start it right away with **Launch now** on the campaign page. See [Manage a campaign](https://www.openaleph.io/docs/interviews/manage-a-campaign). --- # Manage an interview campaign Source: https://www.openaleph.io/docs/interviews/manage-a-campaign Roles: Manager creator, Scoped admin, Admin, Super admin > Manage OpenAleph interview campaigns after launch - participants, person in charge, invitations and reminders, deadline, co-pilots, tags, relaunch, deletion. Once a campaign is launched or scheduled, you manage it from **Interview › Campaigns** and from the campaign page: you can add or remove participants, change who conducts the interviews, send invitations and reminders, change the deadline, add co-pilots, relaunch or delete the campaign. ## Before you start > **Permissions:** Manager creators see and manage the campaigns they created and the campaigns where they are co-pilot. Scoped admins see the campaigns created or co-piloted by people in their scope. Admins and Super admins see all campaigns of the company. ## The campaigns list Go to **Interview › Campaigns**. The page has two tabs: - **Current**: launched campaigns. Columns: **Campaign title** (with the type **One to One** below it), **Participants**, **Completion** (percentage of submitted interviews: red at 0%, orange in progress, green at 100%), **Start date**, **Deadline**, **Tags**. - **Upcoming**: scheduled campaigns that have not started yet, with the **Scheduled** status. On **Current**, use the search bar (campaign title, creator or participant name) and the filters (**Start date**, **Participants total**, **Campaign type**, **Completion**, **Creator**, **Tags**). Tick campaigns and click the export icon (**Export to .xlsx**) to export them. See [Exports and PDF](https://www.openaleph.io/docs/interviews/exports-and-pdf). Click a row to open the campaign page. ### Row actions on the Current tab Open the **⋯** menu at the end of the row: | Action | What it does | |---|---| | **Edit deadline** | Pick a new deadline in the calendar and click **OK**. | | **Relaunch campaign** | Opens a new campaign draft based on this campaign (see below). | | **Edit campaign tags** | Add or remove tags on the campaign. | | **Send email to participants** | Sends an invitation to all participants ("An email will be sent to all participants with a link to their interview."). Hidden when the campaign is 100% complete. | | **Delete campaign** | Moves the campaign to the deleted campaigns (kept 30 days). Hidden when the campaign is 100% complete; use the campaign page instead. | Co-pilots are managed from the campaign page (**Co-pilot** icon), see below. ### Row actions on the Upcoming tab | Action | What it does | |---|---| | **Edit period** | Select a new start date and deadline. If you pick today as the start date, the dialog **Launch your campaign now ?** asks you to confirm with **Launch now**. | | **Delete campaign** | Deletes the scheduled campaign after confirmation (**Campaign will be deleted** › "This is a permanent action." › **Delete**). A deleted scheduled campaign does not go to the deleted campaigns and cannot be restored. | > **Note:** Recurring campaigns created in the past show **Manage recurrence** and **Delete campaign and stop recurrence** instead. Deleting such a campaign also deletes all its future recurrences. New campaigns can no longer be made recurring; use **Relaunch campaign** instead. ## The campaign page The header shows the campaign type, the title, a status tag (**Current**, **Scheduled** or **Deleted**) and the period. The icons at the top right are: - Sparkles icon (**Aleph AI**): opens the Aleph AI panel on the right to ask questions about the campaign's answers. See [AI features](https://www.openaleph.io/docs/interviews/ai-features). - Group icon (**Co-pilot**): opens **Manage co-pilots**. Available to the campaign creator and to Admins. - Export icon (**Export to .xlsx**): export progress or answers. - **More**: **Edit deadline** and **Delete campaign**. A launched campaign has two tabs: **Overview** (charts, see [Track campaign progress](https://www.openaleph.io/docs/interviews/track-campaign-progress)) and **Participants & answers**. ## Participants & answers The table lists one row per participant: | Column | Content | |---|---| | **Participant** | The interviewee. | | **Template** | The template used, with its **Version:** date (the date of the template snapshot taken at launch). | | **Person in charge** | The interviewer. | | **Answers** | One tag per part of the interview set: **IE** (interviewee), **IR** (interviewer), **CR** (cross review), coloured by status (not started, in progress, submitted). | Search by name and filter by **Template**, **Completion** or **Person in charge**. Click a row to open the **Interview set** window: it shows the status of the **Interviewee**, **Interviewer** and **Cross Review** parts, with a **View answers** button for each part you are allowed to read (as an Admin or co-pilot, answers are readable once submitted). ### Toolbar actions Above the table (apply to the selected rows, or to everyone if nothing is selected): - **Add participant** (user icon): see below. - **Send notifications** (bell icon) › **Send invitation email** or **Send reminder email**. The confirmation explains that the email goes to the selected participants and their persons in charge, with a link to their interview. Only people whose part is not submitted yet are emailed. - **Change person in charge**: pick a new person with **Search by name\*** and click **Apply**. - **Delete** (appears when rows are selected): removes the selected participants from the campaign. ### Row actions The **⋯** menu of a row offers: | Action | What it does | |---|---| | **See participant profile** | Opens the employee's profile on their interviews tab, in a new tab (see [Employee profile](https://www.openaleph.io/docs/people/employee-profile)). | | **Set another person in charge** | Hands the interview over to another person (**Search by name\***, then **Apply**). | | **Send invitation email** / **Send reminder email** | Emails this participant and their person in charge (only for parts not yet submitted). | | **Schedule a meeting** | Sets the date and time of the cross review. Shown when the set has a cross review not yet submitted. See [Cross review, submission and locking](https://www.openaleph.io/docs/interviews/cross-review-and-submission). | | **Unlock Interviewee review (IE)** / **Unlock Interviewer review (IR)** / **Unlock Cross Review (CR)** | Reopens a submitted part immediately. Admins only. | | **Submit Interviewee review (IE)** / **Submit Interviewer review (IR)** / **Submit Cross Review (CR)** | Force-submits and locks a part, even if required questions are empty ("Review has been locked."). Admins only. | | **Remove from campaign** | Removes the participant ("User will be removed from campaign"). | > **Note:** Unlocking and force-submitting are reserved to Admins, and to Scoped admins for people in their scope. Other campaign creators and co-pilots should ask an admin. ## Add a participant after launch 1. On **Participants & answers**, click the **Add participant** icon (person with a plus sign) above the table. 2. The **Add participant** window opens ("Choose the new participant, a person in charge of their interview and a template to assign them in order to launch their interview."). Fill in **Participant\*** (people already in the campaign are not proposed) and **Person in charge\*** (managers and above). If the campaign uses multiple templates, also choose the **Template**; otherwise the default template is used. 3. Click **Add**. The participant's interview set is created right away, and both the participant and the person in charge are notified (email, in-app notification and mobile push). ## Change the person in charge Use **Set another person in charge** on a row, or **Change person in charge** for several rows at once. The new person in charge takes over the interviewer part (including answers already entered by the previous interviewer) and the cross review, and receives the "You are Interviewer in the campaign" notification. The previous person in charge no longer sees the interview in **Team Interviews**. > **Note:** Managers can also hand over an interview they are in charge of, from **Team Interviews**. See [Conduct your team's interviews](https://www.openaleph.io/docs/interviews/manager-view). ## Remove participants Use **Remove from campaign** on a row, or select rows and click **Delete**, then confirm with **Remove**. > **Important:** Removing a participant from a launched campaign deletes their whole interview set, including all answers already given. This cannot be undone. ## Scheduled campaigns A campaign whose start date is in the future has a simpler page: - A banner says "This campaign has not started yet. Participants will be notified when it launches on *date*." Click **Launch now** and confirm (**Launch this campaign now?**) to start it immediately instead of on the planned date; participants are notified. - There is no **Overview** tab and no export, since no interview exists yet. The participant table shows **Participant**, **Template** and **Person in charge** (the person who will be assigned at launch). - **Add participant** only asks for the participant (and the template with multiple templates); the person in charge is resolved at launch. If invitations were requested when scheduling, the newcomer receives the "You will take part in" email. - Row menu: **See participant profile**, **Set another person in charge**, **Remove from campaign** ("This person will not be part of this campaign when it starts."). A scheduled campaign must keep at least one participant. ## Co-pilots A co-pilot is a Manager creator who helps you run the campaign with the same rights as you on it (see and manage participants, send reminders, export, use Aleph AI). 1. Click the **Co-pilot** icon at the top right of the campaign page. 2. In **Manage co-pilots** ("No co-pilots added" until you add one), type a name in **Search for co-pilots** and pick the person. They are added immediately and receive the email "You're now Co-pilot in the campaign *name*". 3. Click **Remove** next to a co-pilot to remove them. ## Relaunch a campaign **Relaunch campaign** (Current tab row menu) creates a new draft that copies the campaign's title, participants, person in charge settings and template assignments, using the latest version of each template. The period is left empty. The wizard opens so you can adjust everything before launching. Relaunching replaces any campaign draft you had in progress. ## Delete and restore a campaign 1. Use **Delete campaign** in the row menu or in **More** on the campaign page, and confirm. 2. The campaign disappears from the list. Participants opening one of its interviews see "This interview belongs to a deleted campaign. No actions are allowed." 3. Deleted campaigns are stored for 30 days. To restore one, click **⋯** next to **New campaign**, choose **View deleted campaigns** ("Deleted campaigns are stored here for 30 days. After this period, they will be permanently deleted."), and use the restore icon on its row. You can also open it, or **Delete permanently** (irreversible). ## Is there a "close campaign" action? No. A campaign stays in the **Current** tab after its deadline. The deadline is shown to participants and in emails, but it does not lock interviews: people can still answer after it. Each interview is locked when its respondent submits it. To close outstanding interviews, an Admin can force-submit them with the **Submit ...** row actions, or you can remove the participants concerned. ## Common questions ### Why can't I unlock an interview? Unlocking and force-submitting are reserved to Admins (and Scoped admins for people in their scope). Ask your admin. ### I sent a reminder but a participant didn't receive it. Reminders are only sent for parts that are not submitted yet. Also check the person's email address in their profile and their spam folder. ### The Delete campaign option is missing in the list. It is hidden on campaigns that are 100% complete. Open the campaign and use **More** › **Delete campaign**. ### Can I change the template of a running campaign? No. The template version is fixed at launch. You can add a participant with another template (multiple templates campaigns), or relaunch the campaign. --- # Track the progress of an interview campaign Source: https://www.openaleph.io/docs/interviews/track-campaign-progress Roles: Manager creator, Scoped admin, Admin, Super admin > Read the Overview tab of an OpenAleph interview campaign - completion rate, interview sets completion, per-step progress and comparison by categories. The **Overview** tab of a campaign gives you a real-time view of how far participants and interviewers are, so you know who to remind before the deadline. ## Before you start > **Permissions:** Available to the campaign creator, its co-pilots, Scoped admins (for campaigns in their scope) and Admins. The Overview tab only exists for launched campaigns; a scheduled campaign has no interviews yet. ## Open the overview 1. Go to **Interview › Campaigns** and click the campaign in the **Current** tab. 2. The campaign opens on the **Overview** tab. ## Progress report The **Progress report** block shows four figures: | Figure | Meaning | |---|---| | **Completion rate** | Percentage of interviews submitted, out of all the interviews of the campaign (each IE, IR and CR part counts, including cross reviews that are not available yet). This is the same percentage as the **Completion** column of the campaigns list. | | **Participants** | Number of interviewees in the campaign. | | **Interviews in progress** | Number of interview sets where at least one part has been started or submitted, but not all. | | **Interviews submitted** | Number of interview sets where every part is submitted. | ## Interview sets completion - All "Quick view of your campaign completion": a chart splitting interview sets between **Submitted**, **In progress** and **Not started**. A set is **Submitted** when all its parts are submitted, **Not started** when none of them has been opened. ## Interview sets completion - Individual "Completion of each steps of the interview": a bar chart with one group per step (**Interviewee**, **Interviewer**, **Cross**), showing how many parts are **Not started**, **In progress**, **Submitted** or, for cross reviews, **Not available yet** (waiting for both sides to submit). Use it to see whether the bottleneck is on the employees' side, the managers' side or the cross reviews. ## Interview completion - Category "Compare completion by categories": choose a **Field** (**Job title** by default, or one of your company's profile fields, such as department, site or country) to compare the completion of each value of that field. Useful to spot teams or sites that are late. Profile fields are set up by your admins, see [People attributes](https://www.openaleph.io/docs/administration/people-attributes). ## Follow up individual participants Switch to **Participants & answers** to see, for each participant, the status of their **IE**, **IR** and **CR** parts: 1. Filter by **Completion** to list the late interviews, or by **Person in charge** to see a manager's pending interviews. 2. Select the rows and use **Send notifications** › **Send reminder email**, or send a reminder from a row menu. 3. Click a row to open the **Interview set** and **View answers** of submitted parts. See [Manage a campaign](https://www.openaleph.io/docs/interviews/manage-a-campaign) for all actions. ## Status reference | Status | Colour | Meaning | |---|---|---| | **Not started** | Red | Nobody opened this part yet. | | **In progress** | Orange | The respondent opened it; answers are saved as they type. | | **Submitted** | Green | Submitted and locked. | | **Not available yet** | Neutral (info) | Cross review waiting for both the interviewee and the interviewer to submit. | An interview is moved from **In progress** to **Submitted** only by its respondent clicking **Submit**, or by an Admin force-submitting it. ## Common questions ### The completion rate doesn't match the number of participants who finished. The **Completion rate** counts every part (IE, IR, CR) separately, while **Interviews submitted** counts complete interview sets. A campaign where all employees submitted but no manager did is around 50% complete for a Both template. ### Why does a cross review stay "Not available yet"? Both the interviewee and the interviewer must submit their parts first. Check which one is missing in **Participants & answers**. ### Can I get these figures in Excel? Yes, with the **Progress** export. See [Exports and PDF](https://www.openaleph.io/docs/interviews/exports-and-pdf). --- # Answer your interview Source: https://www.openaleph.io/docs/interviews/answer-an-interview Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > How employees find, fill in and submit their interview in OpenAleph (My Interviews), what they can see, and how to read the final cross review. When you are a participant (interviewee) in an interview campaign, you prepare your interview online: you answer your part of the questionnaire, then submit it so your interviewer can read it before or during your meeting. This page explains the employee's side. Every access level, including managers and admins, uses it for their own interviews. ## Find your interviews Go to **Interview › My Interviews** ("Here is the list of all your interviews."). You can also click the link in the invitation email or the notification. The page has three tabs: | Tab | Content | |---|---| | **To do** | Interviews where your own part is not submitted yet. | | **Done** | Interviews where you have submitted your part. The interviewer's part or the cross review may still be in progress: the card shows the status of each part. | | **All** | All your interviews. | Use the search bar to find a campaign by name, and the filters (**Deadline**, **Campaign type**) to narrow the list. Each card shows the campaign title, the campaign type and the kind of interview (for example "One to one : Cross Review" or "One to one : Interviewee only"), the deadline ("Deadline: *date*") and one block per part of the interview, each with its status (**Not started**, **In progress**, **Submitted**, **Not available yet**): - **Interviewee**: your part, with its status. - **Interviewer** (or **Person in charge**): the person conducting the interview, and the status of their part. - **Cross Review**: the final joint version, if the template has one. It shows **Not available yet** until both you and your interviewer have submitted. The buttons on the card change with the progress: | Button | When | |---|---| | **Start interview** | Your part is not started. | | **Continue interview** | Your part is in progress. | | **View my answers** | You submitted your part. | | **View cross review** | The cross review is submitted. | ## Fill in your interview 1. Click **Start interview** or **Continue interview**. 2. The interview page shows the deadline ("Deadline: *date*", or **No deadline**), the **Interviewee** and **Interviewer**, and the campaign title, followed by the introduction text and video of the template, if any. 3. Answer the questions. They are grouped by chapter. Depending on the question: - Open question: type your answer in the text field. - Rating: click the icon matching your score. - Multi-choice: select one option. - If a **Comment** field is shown under the question, you can add a comment to explain your answer. 4. Your answers are saved automatically as you type: the tag at the top shows **Saving...** then **Saved**. You can leave (back arrow at the top left) and come back later; click **Continue interview** to resume. 5. Questions marked with an asterisk (*) are required. Opening your interview for the first time changes its status from **Not started** to **In progress**. ### Tools in the top bar | Icon | Use | |---|---| | Translate icon (**Translate interview**) | Shown when the template is available in other languages. Pick a language and click **Apply** to display the questions in that language. | | History icon (**Last events**) | Shows each status change of the interview (for example **Not started** › **In progress**, **In progress** › **Submitted**), who made it and when, including unlocks by an admin. | | List icon (**Summary**) | Opens the list of chapters and questions; click one to jump to it. | | Download icon (**Download pdf**) | Downloads a PDF of the interview (**PDF only Q&A**). See [Exports and PDF](https://www.openaleph.io/docs/interviews/exports-and-pdf). | ## Submit your interview 1. When you have answered every required question, click **Submit** (top right on a computer, at the bottom of the screen on a phone). 2. If a required question is empty, the page scrolls to it and shows "Please answer all required questions (*)". Answer it and click **Submit** again. 3. The dialog **Answers of this interview will be locked** explains: "Submitting this interview will lock your answers. Ask an admin to unlock them if needed." Click **Submit** (or **Cancel** to go back). 4. The message "Your interview has been submitted, your answers are locked." confirms it and you are taken back to **My Interviews**, where the interview is now in the **Done** tab. If your interviewer has not submitted their part yet, they receive an email and a notification that you submitted. After submission your answers are read-only. The card shows **View my answers**. > **Important:** Submitting is final for you. If you made a mistake, ask an HR admin to unlock your interview; your answers are kept and you can edit them again. ## What you can and cannot see - You see only the questions set as visible for the interviewee in the template. - You cannot open your interviewer's own part (IR). The interviewer can read your answers once you have submitted. - If the template includes a cross review, you can read it once your interviewer has submitted it: click **View cross review**. It is the final version of the interview, agreed during your meeting. For each question, it shows your answer, your interviewer's answer and the final cross review answer. - If the template is **Interviewer (IR)** only, there is nothing for you to fill in; your manager completes the interview. ## The cross review meeting For Cross Review templates, once both you and your interviewer have submitted, your interviewer can schedule the cross review meeting. You then receive an email invitation ("📆 You're invited to the Cross Review on *date* in the campaign *name*") with the date, the time and an **Add to Google Agenda** link. When the cross review is submitted, you receive "*campaign* : Interview completed with *your name*". See [Cross review, submission and locking](https://www.openaleph.io/docs/interviews/cross-review-and-submission). ## On mobile In the OpenAleph mobile app (see [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app)), open the **Apps** tab › **Interviews** › **My interviews**. You can search your interviews, filter them, open one, fill it in and submit it (the app warns you if a required question is missing). Once submitted, you can read your answers, view the history and download the PDF. Push notifications open the related interview directly. ## Common questions ### I don't see my interview. Check the **All** tab and your search filters. If the campaign is scheduled for a future date, the interview appears only on the start date. If the campaign was deleted, ask HR. ### I submitted by mistake. Can I change my answers? Only an Admin can unlock a submitted interview. Contact your HR team. ### The interview disappeared from my To do tab. You submitted your part, so it moved to **Done**. Open **Done** or **All** to find it; the cross review, if any, appears there once your interviewer submits it. ### I see "This interview belongs to a deleted campaign. No actions are allowed." The campaign was deleted by HR. Click **Go to My Interviews** and contact HR if you think it's a mistake. ### Can I see what my manager wrote? Not their private part. You see the final cross review once it is submitted, if your campaign uses one. ### Is there a deadline after which I can't answer? The deadline is a target date shown on your interview and in reminders. The interview is not locked automatically when it passes, but please submit on time. --- # Conduct your team's interviews Source: https://www.openaleph.io/docs/interviews/manager-view Roles: Manager, Manager creator, Scoped admin, Admin, Super admin > How managers and persons in charge use Team Interviews in OpenAleph to fill in their part, read employees' answers, send reminders and hand interviews over. When you are the person in charge (interviewer) of interviews in a campaign, you find them in **Interview › Team Interviews**. From there you fill in your own part, read your employees' answers once they have submitted, run the cross review, and send invitations or reminders to your team. ## Before you start > **Permissions:** **Team Interviews** is shown to Managers and above. You see only the campaigns where you are the person in charge of at least one interview. Being a Manager is not enough on its own: you must have been assigned as person in charge, either because you are the participant's direct manager or because you were chosen as the specific person for the campaign. ## Team Interviews Go to **Interview › Team Interviews** ("Here are all the interviews you are in charge of."). You can also use the link in the "You are Interviewer in the campaign" email. The page has three tabs, **To do**, **Done** and **All**, a search bar and filters (**Deadline**, **Participant total**, **Campaign type**). Each card is a campaign and shows: - The campaign title, the type and kind of interview (for example "One to one : Cross review", or **Interviewee only**, **Interviewer only**, **Both**) and the deadline. - **Interviewees**: avatars and the number of people you interview in this campaign. Click the card (or its arrow) to open the campaign's list of interviews. ## Your interviews in a campaign The campaign page shows the campaign title, type and period, then one card per interviewee, in the tabs **To do**, **Done** and **All**, with a search bar. Each card shows the parts of the interview set: **Interviewee** (the employee and the status of their part), **Interviewer** (you and the status of your part) and, for Cross Review templates, a third block with both avatars and **Cross review** (**Not available yet** until both parts are submitted). An interviewee moves to the **Done** tab once every part of their set is submitted. The buttons at the bottom of the card depend on the progress: | Button | When it appears | |---|---| | **Start interview** / **Continue interview** | Your interviewer part is not started / in progress. | | **View answers** | The employee submitted their part and you have not submitted yours yet. | | **View my answers** | You submitted your part. | | **Start cross review** / **Continue cross review** | Both parts are submitted and the cross review is open. | | **View cross review** | The cross review is submitted (the only button left on the card). | The **⋯** menu of the card offers: | Action | What it does | |---|---| | **See participant profile** | Opens the employee's profile in a new tab. | | **Send invitation email** | Sends the invitation again to this participant ("An email will be sent to the participant with a link to this interview."). | | **Send reminder email** | Sends a reminder to complete the interview. | | **Set another person in charge** | Hands the interview over to another manager (**Search by name\***, then **Apply**). The new person receives your answers and the notification; the interview leaves your list. | | **Schedule a meeting** | Sets the date and time of the cross review meeting. Appears only on Cross Review templates, once both parts are submitted and the cross review is open. | ## Fill in your part 1. Click **Start interview** or **Continue interview**. 2. The page shows the deadline, the **Interviewee** and **Interviewer** names and the campaign title. 3. Answer the questions visible for the interviewer. When the employee has already submitted, their answers are displayed next to each question in a bubble with their name, so you can prepare your own answers and the discussion. 4. Answers are saved automatically (**Saving...** / **Saved**). 5. Click **Submit**, then confirm in **Answers of this interview will be locked**. Required questions (*) must be answered first. The same top-bar tools as for employees are available: **Translate interview**, **Last events**, **Summary** and **Download pdf**. See [Answer your interview](https://www.openaleph.io/docs/interviews/answer-an-interview). ## Read your employee's answers - You can read the interviewee's part only once they have submitted it. Until then, the card shows its status (**Not started** or **In progress**). - When the employee submits before you, you receive the email and notification "*Name* submitted their Interview", with a link to their answers. - Use **View answers** on the card, or read their answers directly while filling in your own part. ## Run the cross review For Cross Review templates, once you and the employee have both submitted, the cross review opens (**Start cross review** appears on the card). If the employee is the last one to submit, you also receive "Your Interview with *name* is ready for the Cross review". 1. Use **Schedule a meeting** to set the date, start time and end time, then **Save** ("Meeting has been scheduled."). The employee and the campaign creator receive an invitation email. 2. During or after the meeting, click **Start cross review**. It is pre-filled with the previous answers, which you adjust to reflect what you agreed. 3. Click **Submit** and confirm. You and the employee receive "*campaign* : Interview completed with *name*", and the employee can read the final version with **View cross review**. Details in [Cross review, submission and locking](https://www.openaleph.io/docs/interviews/cross-review-and-submission). ## AI synthesis Once an interview is submitted, you can generate an AI synthesis of the whole interview set from the **Ask AlephAI** button at the top of the page. See [AI features](https://www.openaleph.io/docs/interviews/ai-features) and, for the assistant in general, [Aleph AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant). ## On the home page and on mobile Pending interviews you are in charge of also appear among your team actions on the home page (see [Home page and navigation](https://www.openaleph.io/docs/getting-started/home-and-navigation)). In the mobile app, open **Apps** › **Interviews** › **My team interviews** to see your campaigns, open an interview, fill in and submit your part. ## Common questions ### Team Interviews is empty although my team has interviews. You only see interviews where you are the person in charge. The campaign may use a specific person in charge, or the interview may have been handed over. Ask the campaign owner. ### I can't open my employee's answers. They are visible only after the employee submits. Send a reminder with **Send reminder email**. ### I submitted my part too early. Ask an Admin to unlock it. Unlocking your part also closes the cross review again until you resubmit. ### Can I change the questions? No. The questions come from the template chosen by the campaign creator. --- # Cross review, submission and locking Source: https://www.openaleph.io/docs/interviews/cross-review-and-submission Roles: Employee, Manager, Scoped admin, Admin, Super admin > How the cross review works in OpenAleph interviews, how to schedule the meeting, what submitting and locking do, and how admins unlock or force-submit. Submitting an interview locks its answers. For templates of the **Cross Review** type, a third step, the cross review, produces the final agreed version once both sides have submitted. This page explains the full life cycle and what admins can do to correct it. ## Life cycle of an interview set For a Cross Review template, each participant has three parts: 1. **Interviewee (IE)**: filled in by the employee. 2. **Interviewer (IR)**: filled in by the person in charge. 3. **Cross review (CR)**: filled in by the person in charge, usually during a meeting with the employee. Its status is **Not available yet** until both IE and IR are submitted. When the second of IE and IR is submitted, the cross review becomes **Not started** and **Start cross review** appears on the interviewer's card. If the employee is the one who submits last, the person in charge is also notified: "Your Interview with *name* is ready for the Cross review". For **Both** templates the set stops after IE and IR; for **Interviewee (IE)** or **Interviewer (IR)** templates there is a single part. ## Schedule the cross review meeting 1. The person in charge opens **Interview › Team Interviews**, then the campaign. The campaign owner can do the same from the campaign's **Participants & answers** tab. 2. In the **⋯** menu of the interviewee, click **Schedule a meeting**. 3. In **Date and time**, fill in **Select a date\***, **Start time\*** and **End time\***. The date cannot be before today, and the end time cannot be before the start time. 4. Click **Save** ("Meeting has been scheduled."). The employee and the campaign creator receive the invitation "📆 You're invited to the Cross Review on *date* in the campaign *name*", with the date, time and names, and an **Add to Google Agenda** link. The person in charge does not receive this email. You can reschedule the meeting the same way; a new invitation is sent. ## Fill in the cross review 1. Open the interview and click **Start cross review**. 2. The cross review shows every question of the template. Above each answer field, the employee's and the interviewer's answers are displayed in bubbles with their names. 3. The cross review is pre-filled: each answer and comment is copied from the interviewer's answer (or from the employee's if the interviewer left it empty). Change them to reflect what you agreed together. 4. Click **Submit** and confirm. Required questions are not enforced for the cross review. Once the cross review is submitted: - The interview set is complete. The interviewer and the employee receive "*campaign* : Interview completed with *name*". - The employee can read the final version with **View cross review** in **My Interviews**. - The interview moves to the **Done** tab for both. ## What submitting does - The answers of that part are locked: nobody can modify them, including the respondent. - The status becomes **Submitted** and the event is recorded in **Last events** (who submitted, and when). - Notifications are sent (see [Notifications and emails](https://www.openaleph.io/docs/interviews/notifications)). - A submitted interview becomes readable by the people allowed to see it: the interviewer for the employee's part, the employee for the cross review, the employee's managers higher up in the hierarchy, co-pilots and admins. - Submitted answers become available to AI features (synthesis, Aleph AI campaign chat). ## Unlock an interview (admins) If a respondent submitted by mistake, an admin can reopen their part: 1. Go to **Interview › Campaigns**, open the campaign, then **Participants & answers**. 2. In the participant's **⋯** menu, choose **Unlock Interviewee review (IE)**, **Unlock Interviewer review (IR)** or **Unlock Cross Review (CR)**. The part is unlocked immediately. It goes back to **In progress**, with its answers kept, and the respondent can edit and resubmit it. Unlocking is recorded in **Last events**. > **Note:** The IE and IR unlock options are disabled once the cross review is submitted; unlock the cross review first. Unlocking IE or IR makes the cross review **Not available yet** again until both parts are resubmitted. ## Force-submit an interview (admins) Admins can close a part on behalf of its respondent (for example an employee who left the company): 1. In the participant's **⋯** menu, choose **Submit Interviewee review (IE)**, **Submit Interviewer review (IR)** or **Submit Cross Review (CR)**. 2. The part is submitted and locked immediately ("Review has been locked."), even if required questions are not answered. **Submit Cross Review (CR)** is only offered once both IE and IR are submitted. > **Permissions:** Unlocking and force-submitting are reserved to Admins and Super admins, and to Scoped admins for employees in their scope (see [Scoped admins](https://www.openaleph.io/docs/administration/scoped-admins)). Other campaign creators and co-pilots should ask an admin. ## Signatures Interviews do not have an electronic signature step. Submission is the formal validation: it locks the answers and records who submitted and when in the history. If you need a signed document, download the PDF of the completed interview (see [Exports and PDF](https://www.openaleph.io/docs/interviews/exports-and-pdf)). ## Common questions ### The cross review stays "Not available yet". One of the two parts is not submitted. Check the **Answers** tags (IE / IR) in the campaign, and send a reminder. ### "Schedule a meeting" is missing. It appears only for Cross Review templates, once the cross review exists and is not submitted yet. ### Can the employee fill in the cross review? No, the cross review is filled in by the person in charge. The employee reads it once submitted, with, for each question, their own answer, the interviewer's answer and the final answer. ### The interviewer didn't receive "ready for the Cross review". This email is only sent when the employee submits after the interviewer. When the interviewer submits last, the cross review simply opens on their card. --- # AI features in interviews Source: https://www.openaleph.io/docs/interviews/ai-features Roles: Manager, Manager creator, Scoped admin, Admin, Super admin > Use AI in OpenAleph interviews - AI synthesis of a submitted interview, Aleph AI chat over a campaign's answers, and AI translation of templates. The Interview module offers three AI features: an **AI-powered synthesis** of a submitted interview, the **Aleph AI** chat that answers questions about all the answers of a campaign, and **Translate with AI** for templates. AI content is generated from answers already submitted; always review it before using it. > **Note:** AI features are in beta ("Aleph AI Beta is still in beta, please review answers"). If you don't see them, they may not be available for your company; ask your admin. For Aleph AI in the other modules, see [Aleph AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant). ## AI synthesis of an interview The synthesis summarises an interview set: it reads the interviewee's, interviewer's and cross review answers and produces a structured summary with four parts: - **Summary Introduction**: a short overview of the interview. - **Sentiment**: a sentiment score (for example "4 (Positive)") with an explanation. - **Themes**: the main themes, each with its recurrence, a summary, a quote from the answers and a tone of voice score. - **Recommendation Actions**: suggested actions, each with an explanation and a priority (High, Medium...). Section titles follow your interface language; the generated text stays in the language it was generated in. ### Who can use it - Managers and above, on an interview that is **submitted** and has at least one answer. - Not on your own interview: a manager who is the interviewee cannot generate the synthesis of their own interview (unless they are also its interviewer, or its creator or co-pilot for Manager creators). - Admins can use it on any submitted interview they can open. ### Generate the synthesis 1. Open the submitted interview (from **Team Interviews**, or **View answers** in a campaign). 2. Click **Ask AlephAI** (sparkles button) in the top bar of the app. It is disabled when you are not allowed to generate a synthesis for this interview. 3. The **Aleph AI** panel opens on the right with **AI-powered synthesis** ("Let AI do the heavy lifting, you do the thinking."). Click **Generate synthesis**. The text appears after a few seconds. 4. Use the icons under the text to copy the synthesis, or to regenerate it (for example after an answer was changed). The synthesis is saved with the interview: the next time you open the panel, it is displayed directly. Once a synthesis exists, **Download pdf** › **PDF with synthesis** exports the interview with its synthesis. ## Aleph AI on a campaign Aleph AI answers questions in natural language about all the submitted answers of a campaign, for example "What are the recurring concerns about management?" or "Which training needs come up most often?". ### Who can use it Campaign creators, co-pilots, Scoped admins (campaigns in their scope) and Admins, that is Manager creators and above with access to the campaign. It is available only on launched campaigns. ### Ask a question 1. Open the campaign in **Interview › Campaigns**. 2. Click the sparkles icon (**Aleph AI**) at the top right of the campaign page, or **Ask AlephAI** in the top bar. 3. The panel says "Ask Aleph AI about this campaign!" and "I read the interview answers you are allowed to see and summarize what they say." Type your question in **Ask Aleph AI about this campaign...** and send it (arrow button or Enter). 4. The answer is displayed with its **Sources**: chips naming the people whose interviews it is based on. Click a source to open that interview. 5. Continue the conversation with follow-up questions. Click **Clear conversation** to start again. What to know: - Aleph AI reads only **submitted** interviews. Drafts in progress are not included; an unlocked interview leaves the results until it is resubmitted. - It only uses the answers of the campaign you are on. - Answers are attributed to named people: a 1:1 interview is not anonymous. - Your conversation is personal: other users of the campaign don't see it. ## Translate a template with AI In the template editor, the **Template translation** window has a **Translate with AI** button on each language. See [Translate a template](https://www.openaleph.io/docs/interviews/translate-a-template). ## Common questions ### The Ask AlephAI button is greyed out on an interview. The interview is not submitted yet, it has no answers, or you are not allowed to generate a synthesis for it (for example your own interview). ### Aleph AI says it doesn't find anything. Check that interviews of the campaign are submitted, and rephrase with the words used in the questions. ### Is my data used to train AI models? Ask your admin for your company's AI and data-processing terms. See also [Data and privacy](https://www.openaleph.io/docs/administration/data-and-privacy). --- # Exports and PDF for interviews Source: https://www.openaleph.io/docs/interviews/exports-and-pdf Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Export interview campaign progress and answers to Excel, and download interview PDFs (with or without AI synthesis) in OpenAleph. You can export campaign data to Excel (.xlsx) to analyse completion and answers, and download any interview you can read as a PDF. ## Excel exports > **Permissions:** Exports are available to people who can open the campaign: its creator, co-pilots, Scoped admins for campaigns in their scope, and Admins. ### Export one campaign 1. Open the campaign in **Interview › Campaigns**. 2. Optional: in **Participants & answers**, select the participants to export. Without a selection, everyone is exported. 3. Click the export icon (**Export to .xlsx**) at the top right. 4. In **Export data**, choose the **Export type**: - **Progress**: "Monitor campaign completion". - **Answers**: "Focus on responses and insights". 5. Check **File format** (**XLSX**) and **Data** (**All interview sets** or **Selected interview sets (*n*)**), then click **Export** (or **Cancel**). 6. The message "Your export will automatically be downloaded in a few seconds." appears; you can close it. The file downloads when ready. The export icon is not available on scheduled campaigns (no interviews yet). ### Export several campaigns 1. In **Interview › Campaigns**, **Current** tab, tick the campaigns (or apply filters without ticking to export all matching campaigns). 2. Click **Export to .xlsx** and proceed as above (**All campaigns** or **Selected campaigns (*n*)**). ### Content of the Progress export - A campaigns sheet with, for each campaign: title, type, dates, participants total, campaign completion (%), completion of interviewees (IE), interviewers (IR) and cross reviews (CR), and the number of parts per status (not started, in progress, submitted, not available yet). - A row per participant with the participant, person in charge, hire date, the status of each part (IE, IR, CR), their submission dates and the link to the interview. ### Content of the Answers export - A summary of the campaign (title, type, template, dates, creator and co-pilots, participants total, completion, total answers). - One sheet per template, with one row per participant and, for each question, one column per respondent role (IE, IR, CR) according to the question's visibility, plus a comment column when comments are allowed. Column titles give the question number, type, role and text, with "(required)" for required questions. > **Tip:** Only submitted parts are counted as answers. Send reminders before exporting final results. ## Interview PDF > **Permissions:** You can download the PDF of any interview you can open: your own interview, interviews you are in charge of, and submitted interviews you can read as manager, co-pilot or admin. 1. Open the interview. 2. Click the download icon (**Download pdf**) in the top bar. A menu titled **Download pdf** opens. 3. Choose: - **PDF only Q&A**: the questions and answers. - **PDF with synthesis**: the same with the AI synthesis. Available only once a synthesis has been generated (see [AI features](https://www.openaleph.io/docs/interviews/ai-features)). 4. If the template has translations, pick the PDF language and click **Apply**. 5. The PDF is generated and downloaded after a few seconds. On the mobile app, a PDF icon appears on an interview once it is submitted (see [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app)). For exports of other modules, see [Exports and reports](https://www.openaleph.io/docs/administration/exports-and-reports). ## Common questions ### The export didn't download. Generation runs in the background; wait a few seconds and check your browser's downloads. Large campaigns take longer. If nothing arrives, try again. ### Why are some answers empty in the Answers export? The part was not submitted yet, or the question was not visible to that role. ### PDF with synthesis is greyed out. Generate the AI synthesis first from **Ask AlephAI**. --- # Interview notifications and emails Source: https://www.openaleph.io/docs/interviews/notifications Roles: Employee, Manager, Manager creator, Admin > Every email, in-app and push notification sent by the OpenAleph Interview module, who receives it and what triggers it. The Interview module notifies people at each key step of a campaign. Most notifications are sent three ways: by email, in the in-app notification centre, and as a push notification on the mobile app (tapping it opens the related interview or list). Emails are sent in the recipient's interface language (set in their profile). For the notification centre and push settings in general, see [Notifications](https://www.openaleph.io/docs/getting-started/notifications). ## Notifications list | Email subject (EN) | Who receives it | Trigger | Link opens | |---|---|---|---| | "🚀 Your campaign *name* has been launched!" | Campaign creator | The campaign starts (immediately, or on the scheduled date). Email with a summary of the settings. | The campaign page | | "You will take part in *name*" | Each participant | A campaign is scheduled for a future date with **Yes, send emails** (also when a participant is added to a scheduled campaign). | No link: the interview doesn't exist yet | | "You're invited to an Interview in *name*" | Each interviewee | Launch with invitations, **Send invitation email**, or when added to a running campaign. | Their interview | | "You are Interviewer in the campaign *name*" | Each person in charge (one email per campaign, whatever the number of interviewees) | Launch with invitations, **Send invitation email**, when a participant is added, or when they become person in charge of an interview. | **Team Interviews** | | "⌛ Reminder : complete the Interview in *name*" | Interviewee whose part isn't submitted | **Send reminder email**. | Their interview | | "⌛ Reminder : complete the Interviews in *name*" | Person in charge with a part not submitted | **Send reminder email**. | **Team Interviews** | | "*name* submitted their Interview" | Person in charge | **Both** and **Cross Review** templates: the interviewee submits while the interviewer's part is not submitted yet. | The interviewee's answers | | "Your Interview with *name* is ready for the Cross review" | Person in charge | **Cross Review** templates: the interviewee submits after the interviewer, so the cross review opens. | The interview | | "📆 You're invited to the Cross Review on *date* in the campaign *name*" | Interviewee and campaign creator (not the person in charge) | A cross review meeting is scheduled with **Schedule a meeting**. | Add to Google Agenda | | "*campaign* : Interview completed with *name*" | Person in charge, and the interviewee for Cross Review templates | The interview set is complete: the cross review is submitted (Cross Review), the interviewee submits after the interviewer (Both), or the interviewee submits (Interviewee (IE)). | The interview | | "You're now Co-pilot in the campaign *name*" | New co-pilot (email only) | Added as co-pilot. | The campaign page | The campaign launched and co-pilot emails are sent by email only; the others also appear in the notification centre and on mobile. ## Invitations and reminders are manual Apart from the launch invitations, OpenAleph does not send automatic reminders before the deadline. Send them yourself: - For the whole campaign or a selection: campaign page › **Participants & answers** › **Send notifications** › **Send invitation email** or **Send reminder email**. The email goes to the selected participants and their persons in charge, only for parts not submitted yet. - For one participant: the row **⋯** menu in the campaign, or the card menu in **Team Interviews**. - For everyone from the list: **Interview › Campaigns** › row **⋯** › **Send email to participants** (invitation). ## Common questions ### A participant says they received nothing at launch. You may have answered **No** in **Send invitation emails?**. Send the invitation from the campaign page. Also check their email address and spam folder. ### Why did the interviewer not get "ready for the Cross review"? It is sent only on Cross Review templates, when the interviewee submits after the interviewer. If the interviewer submits last, no email is sent: the cross review simply opens on their card in **Team Interviews**. ### Can people unsubscribe from interview emails? Interview emails are operational and tied to actions in the campaign. Push notifications can be managed in the phone's settings. --- # Interview roles and permissions Source: https://www.openaleph.io/docs/interviews/permissions Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Who can see and do what in the OpenAleph Interview module - menus, templates, campaigns, answers visibility, locking and AI, by access level. What you can do in the Interview module depends on your access level (set by your admin in your profile, see [Access levels](https://www.openaleph.io/docs/administration/access-levels)) and on your role in each campaign (participant, person in charge, creator, co-pilot). For an overview of access levels across all modules, see [Roles and access](https://www.openaleph.io/docs/getting-started/roles-and-access). ## Menu entries | Menu | Employee | Manager | Manager creator | Scoped admin | Admin / Super admin | |---|---|---|---|---|---| | **My Interviews** | Yes | Yes | Yes | Yes | Yes | | **Team Interviews** | No | Yes | Yes | Yes | Yes | | **Campaigns** | No | No | Yes | Yes | Yes | | **Templates** | No | No | Yes | Yes | Yes | The whole module is visible only if your company has the Interview module enabled. ## Templates | Action | Who | |---|---| | See all company templates, preview, duplicate | Manager creator and above | | Create a template | Manager creator and above | | Edit, tag, translate, delete, restore | The template's creator, or an Admin / Super admin | ## Campaigns | Action | Who | |---|---| | Create a campaign | Manager creator and above | | See and manage a campaign | Its creator and co-pilots; Scoped admins for campaigns created or co-piloted by people in their scope; Admins for all campaigns | | Add or remove co-pilots | The campaign creator, or an Admin | | Be added as co-pilot | Manager creators | | Export, Aleph AI chat | People who can manage the campaign | | Unlock or force-submit an interview part | Admins and Super admins; Scoped admins for employees in their scope | Campaign creators and co-pilots who are not admins ask an admin to unlock or force-submit. Scoped admins are described in [Scoped admins](https://www.openaleph.io/docs/administration/scoped-admins). ## Who can read which part of an interview | Part | Can read it | |---|---| | Interviewee part (IE) | The interviewee at all times; the person in charge once submitted; the employee's managers higher in the hierarchy, co-pilots and admins once submitted | | Interviewer part (IR) | The person in charge at all times; managers higher in the hierarchy, co-pilots and admins once submitted. The interviewee cannot open it, but see the note on the cross review below. | | Cross review (CR) | The person in charge at all times (it is shown to them even before it opens); the interviewee, managers higher in the hierarchy, co-pilots and admins once submitted | Within each part, questions only appear to the roles they are visible for in the template. > **Important:** The submitted cross review shows, for each question, the interviewee's answer, the interviewer's answer and the final cross review answer. So with a **Cross Review** template, the interviewee reads the interviewer's answers once the cross review is submitted. Use an **Interviewer (IR)** or **Both** template if the interviewer's assessment must stay private. ## Answering and submitting - Only the respondent of a part can answer and submit it: the interviewee for IE, the person in charge for IR and CR. - A cross review can be answered only once it is open (both IE and IR submitted). - A submitted part can no longer be modified by anyone until an admin unlocks it. ## AI synthesis Managers and above can generate the synthesis of a submitted interview they can read, except their own interview as interviewee. See [AI features](https://www.openaleph.io/docs/interviews/ai-features). ## Common questions ### I'm a manager but I can't create campaigns. Creating campaigns requires the **Manager creator** access level. Ask an admin to change your access level. ### As an admin, why can't I read an interview in progress? Admins, co-pilots and upper managers can read a part only once it is submitted, to respect the respondent's draft. --- # Feedback 360 Source: https://www.openaleph.io/docs/feedback Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Feedback 360 lets your company collect feedback about an employee from colleagues, their manager, their team and themselves, through campaigns built on templates. Feedback 360 is the OpenAleph module for collecting feedback about a person from the people who work with them: peers, their manager, their direct reports and, if you want, the person themselves (self-review). HR or a manager creator launches a **campaign**, chooses who is reviewed, and each reviewed person gets a set of **reviewers** who answer a questionnaire about them. The answers are then gathered on one page per reviewed person, with a PDF export and an AI-generated synthesis. In the app, the module appears in the left navigation menu as **Feedback**. Employees and managers see a single entry, **Dashboard**; manager creators, scoped admins and admins also see **Campaigns** and **Templates**. > **Note:** Feedback 360 is enabled per company. If you don't see **Feedback** in the navigation menu, your company may not have the module enabled; ask your admin (see [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences)). One-to-one interviews and surveys are separate modules, documented in [Interviews & 1:1](https://www.openaleph.io/docs/interviews) and [Surveys](https://www.openaleph.io/docs/surveys). ## Key concepts | Term | Meaning | |---|---| | **Campaign** | A Feedback 360 exercise with a title, a period (start date and **Deadline**), a list of participants and one or more templates. | | **Participant / reviewee** | A person the campaign collects feedback about. In the app, participants selected in a campaign are "set as reviewees". | | **Reviewer** | A person asked to give feedback about a reviewee. Each reviewer fills in their own form (a "review") for each reviewee they were assigned to. | | **Self-review** | The reviewee's own review of themselves, created automatically when the campaign option **Participants have to self-evaluate** is on. | | **Person in charge** | The person who follows one reviewee's feedback: chooses and manages their reviewers, sends reminders and reads all the answers. By default it is the reviewee's direct manager, or one specific person for the whole campaign. | | **Template** | A reusable questionnaire (chapters, paragraphs, open questions, ratings, multi-choice questions) stored in **Feedback › Templates**. | | **Co-pilot** | A person added to a campaign to help its creator follow and manage it. | | **Campaign owner** | The person who created the campaign. | ## Who does what | Role | What they can do in Feedback 360 | |---|---| | **Employee** | Sees **Feedback › Dashboard**: answers the reviews they were asked to write, answers their self-review, chooses their own reviewers if the campaign allows it, reads the feedback about them if the campaign allows it, and follows the reviewees they are person in charge of. | | **Manager** | Same as an employee. In addition, can read the submitted feedback about the people who report to them (directly or further down the reporting line). A manager can be a person in charge and a co-pilot (read-only on the campaign). | | **Manager creator** | Everything above, plus **Feedback › Campaigns** and **Feedback › Templates**: creates templates and campaigns, and fully manages the campaigns they own or co-pilot. | | **Scoped admin** | Like a manager creator, and also sees and manages campaigns created by people in their population, and the feedback about people in their population. | | **Admin / Super admin** | Sees and manages every Feedback 360 campaign and template of the company, and can read all submitted feedback. | Detailed rules about who reads which answers are in [Anonymity and privacy](https://www.openaleph.io/docs/feedback/anonymity-and-privacy). For access levels across all modules, see [Roles and access](https://www.openaleph.io/docs/getting-started/roles-and-access) and [Access levels](https://www.openaleph.io/docs/administration/access-levels). Managers and reporting lines come from each member's profile (see [Employee profile](https://www.openaleph.io/docs/people/employee-profile) and [Org chart](https://www.openaleph.io/docs/people/org-chart)). ## Typical workflow 1. **Prepare a template.** A manager creator or admin creates a questionnaire in **Feedback › Templates** (or duplicates an existing one). See [Templates](https://www.openaleph.io/docs/feedback/templates). 2. **Create the campaign.** In **Feedback › Campaigns**, click **New campaign** and follow the five-step wizard: **Basic settings**, **Participants**, **Person in charge**, **Template(s)**, **Summary**. See [Create a campaign](https://www.openaleph.io/docs/feedback/create-a-campaign). 3. **Launch.** Click **Launch campaign** and choose whether to send invitation emails. A campaign whose start date is in the future is scheduled and starts automatically on that date. 4. **Choose reviewers.** Reviewers are picked automatically (option **Assign reviewers randomly**), by the person in charge, or by the reviewee themselves if the campaign allows it. See [Choose reviewers](https://www.openaleph.io/docs/feedback/choose-reviewers). 5. **Answer.** Each reviewer opens **Feedback › Dashboard › I am a reviewer**, answers the form about each reviewee and clicks **Submit**. See [Answer a feedback](https://www.openaleph.io/docs/feedback/answer-a-feedback). 6. **Follow up.** The campaign owner and co-pilots track completion on the campaign page and send reminders; persons in charge do the same from their dashboard. See [Manage a campaign](https://www.openaleph.io/docs/feedback/manage-a-campaign). 7. **Read the results.** The person in charge, the reviewee's managers and admins (and the reviewee, if allowed) read all the answers on the reviewee's page, download a PDF and generate an AI synthesis. See [Results and reports](https://www.openaleph.io/docs/feedback/results-and-reports). ## Where things are | You want to... | Go to | |---|---| | Answer a feedback you were asked to give | **Feedback › Dashboard**, tab **As participant**, switch **I am a reviewer** | | Answer your self-review, or see feedback about you | **Feedback › Dashboard**, tab **As participant**, switch **I am reviewed** | | Choose reviewers for people you are in charge of | **Feedback › Dashboard**, tab **As person in charge** | | Create or edit a questionnaire | **Feedback › Templates** | | Create, follow or delete a campaign | **Feedback › Campaigns** | | See a feedback to do from the home page | The **Next up!** section of the home page lists the reviews you still have to write in running campaigns (see [Home page and navigation](https://www.openaleph.io/docs/getting-started/home-and-navigation)) | ## Web and mobile Feedback 360 is used in the OpenAleph web app. All pages adapt to small screens, so reviewers can answer from a phone browser: the **Submit** button then stays at the bottom of the screen. Creating templates and campaigns is easier on a computer. For what the mobile app offers, see [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app). ## Pages in this section - [The Feedback dashboard](https://www.openaleph.io/docs/feedback/dashboard): your reviews to write, the feedback about you, and the reviewees you are in charge of. - [Templates](https://www.openaleph.io/docs/feedback/templates): build questionnaires, question types, rating scales, translations. - [Create a campaign](https://www.openaleph.io/docs/feedback/create-a-campaign): the five-step wizard, every option, launching and scheduling. - [Choose reviewers](https://www.openaleph.io/docs/feedback/choose-reviewers): automatic assignment, reviewers chosen by the person in charge or by the reviewee. - [Answer a feedback](https://www.openaleph.io/docs/feedback/answer-a-feedback): fill in and submit a review or a self-review. - [Results and reports](https://www.openaleph.io/docs/feedback/results-and-reports): the reviewee's feedback page, PDF downloads and AI synthesis. - [Manage a campaign](https://www.openaleph.io/docs/feedback/manage-a-campaign): track progress, add or remove participants, reminders, deadlines, co-pilots, exports, deletion. - [Anonymity and privacy](https://www.openaleph.io/docs/feedback/anonymity-and-privacy): who can see which answers, and when. - [Notifications and emails](https://www.openaleph.io/docs/feedback/notifications): every email and notification the module sends. --- # The Feedback dashboard Source: https://www.openaleph.io/docs/feedback/dashboard Roles: Employee, Manager, Manager creator, Scoped admin, Admin > Find the feedback you have to give, your self-review, the feedback about you and the reviewees you are in charge of in Feedback › Dashboard. **Feedback › Dashboard** is the personal page of the Feedback 360 module. Everyone with access to the module sees it, whatever their role. It gathers everything you personally have to do or can read in running campaigns. The page title is **Feedback**, with the subtitle **Share feedback, receive insights**. ## How the page is organised The dashboard has two tabs: | Tab | What it shows | |---|---| | **As participant** | Your own involvement in campaigns, split by a switch into **I am reviewed** and **I am a reviewer**. | | **As person in charge** | The campaigns in which you follow one or more reviewees as their person in charge, split into **Current**, **Completed** and **Upcoming**. | Only campaigns that are launched and not deleted appear. Each list has a **Search** field that searches by campaign title. ## As participant › I am reviewed One card per campaign in which feedback is collected about you. Each card shows: - the campaign title and its **Deadline**; - a **Self-review** tag if you have to review yourself (with a clock icon while it is pending and a check icon once submitted); - a **Read-only** tag if your only right is to read the answers of your reviewers; - when reviewers are assigned: the pile of their avatars, their number (for example "2 reviewers") and a status tag such as "1/3 submitted". The self-review is not counted in this tag. What happens when you click the card: | Situation | Result | |---|---| | Your self-review is not submitted yet | The self-review form opens so you can answer it. See [Answer a feedback](https://www.openaleph.io/docs/feedback/answer-a-feedback). | | You have no reviewers yet and you may choose them | The reviewer picker opens. See [Choose reviewers](https://www.openaleph.io/docs/feedback/choose-reviewers). | | You have reviewers and you may read their answers (or you wrote a self-review) | Your feedback page opens. See [Results and reports](https://www.openaleph.io/docs/feedback/results-and-reports). | | You have no reviewers and cannot choose them | Nothing: the card shows a disabled **Awaiting reviewer(s)** button. Your person in charge will choose your reviewers. | If the campaign lets you choose your reviewers, the card shows an **Add reviewers** button (no reviewers yet) or a "+" at the end of the avatar pile. Click it to add or remove reviewers. You can filter this list with the filter button by **Status** (not started, in progress, submitted) and **Deadline**. The reviewer window opened from **Add reviewers** or the "+" is titled with the number of reviewers ("No reviewers", "2 reviewers"...). Search a colleague in **Who do you want as reviewer ?**; each added person appears with their status ("Reviewer added successfully."), and the minus button removes someone who hasn't submitted yet. Your self-review is not listed there. > **Note:** Whether you can choose your reviewers, whether you must self-evaluate and whether you can read your reviewers' answers are campaign settings decided by whoever created the campaign. You can't change them. ## As participant › I am a reviewer One card per campaign in which you were asked to give feedback about colleagues. Each card shows the campaign title, its **Deadline**, the number of people to review (for example "3 reviewees") and a status tag (for example "1/2 submitted"). When there is nothing to do, the tab says "Feedback you owe your teammates will show up here." 1. Click the card. A window titled with the campaign name opens, headed **Give your feedback to:**. 2. It lists each person you have to review with their job title and the status of your review (**Not started**, **In progress** or **Submitted**). 3. Click a person to open the form about them. > **Tip:** Your own self-review is not in this list; it is on the **I am reviewed** side. ## As person in charge This tab lists one card per campaign in which you are the person in charge of at least one reviewee, in three sub-tabs: | Sub-tab | Campaigns shown | |---|---| | **Current** | Running campaigns where at least one of your reviewees is still waiting for feedback. | | **Completed** | Campaigns where every review of your reviewees is submitted. | | **Upcoming** | Campaigns whose start date has not arrived yet. | The card shows the campaign title, **Deadline**, the number of reviewees (for example "2 reviewees") and a completion tag (for example "0/2 completed"). Click it to open a window with the list of your reviewees, a **Search by name** field and the **Campaign settings** block (**Start date**, **Deadline**, and **Reviewee permissions**: **View reviews**, **Choose reviewers**, **Self-review**). For each reviewee you see their name and a tag with how many reviewers have submitted (for example "1/2 submitted", self-review not included). Click the arrow at the end of the row to unfold the list of their reviewers, each with their status (**Not started**, **In progress**, **Submitted**), an **Add reviewer** button and a minus button to remove a reviewer. Available actions: | Action | Where | What it does | |---|---|---| | **Add reviewers** / **Add reviewer** | Button on the reviewee row | Opens the reviewer picker to add people. Each added reviewer is notified. | | Remove a reviewer | The minus button next to a reviewer, then **Yes, remove** in **Remove this reviewer?** | Takes the reviewer off. Only possible while they have not submitted. | | **View reviews** | Button, shown once at least one reviewer has submitted | Opens the reviewee's feedback page with all submitted answers. Before that, the button reads **Waiting answer**. | | **See participant profile** | The "..." menu of the row | Opens the reviewee's profile in a new tab (see [Employee profile](https://www.openaleph.io/docs/people/employee-profile)). | | **Send reminder to all reviewers** | The "..." menu, then **Send** | Emails every reviewer of this reviewee who hasn't submitted yet. | | **Set another person in charge** | The "..." menu | Hands this reviewee over to someone else. In the window, fill **Who should chase this feedback?** and click **Save**. You then no longer see this reviewee in your tab. | ## Home page The **Next up!** section of the OpenAleph home page also lists the Feedback 360 reviews you still have to write (up to ten), for running campaigns whose deadline has not passed. Clicking one opens the form directly. ## Common questions ### I received an email but the dashboard is empty. Check the other tab or switch: requests to give feedback are under **As participant › I am a reviewer**, feedback about you under **I am reviewed**, and reviewees you follow under **As person in charge**. Also clear the **Search** field and any filters. ### My card says "Awaiting reviewer(s)" and I can't click it. The campaign does not let reviewees choose their reviewers, and your person in charge has not picked them yet. You don't need to do anything; you'll be able to follow progress once reviewers are assigned. ### Why can't I open the feedback about me? The campaign keeps reviewers' answers visible only to the person in charge (the option **Participants can view reviewers answers** is off). You can still open the page if you wrote a self-review, but you will only see your own answers. See [Anonymity and privacy](https://www.openaleph.io/docs/feedback/anonymity-and-privacy). ### A campaign has disappeared from my dashboard. It may have been deleted by its owner or an admin. Deleted campaigns no longer appear anywhere on the dashboard, and their forms can no longer be answered. --- # Feedback templates Source: https://www.openaleph.io/docs/feedback/templates Roles: Manager creator, Scoped admin, Admin > Create and edit Feedback 360 questionnaires in Feedback › Templates: chapters, paragraphs, open questions, ratings, multi-choice, required questions, tags and translations. A template is the questionnaire reviewers answer in a Feedback 360 campaign. Templates live in the company library at **Feedback › Templates** and can be reused in as many campaigns as you want. When a campaign is launched, the template is copied into the campaign, so editing a template later never changes a campaign that is already running. ## Before you start - You need the **Manager creator**, **Scoped admin**, **Admin** or **Super admin** role. **Feedback › Templates** is not shown to employees and managers. - **Manager creators** only see the templates they created in the library. **Scoped admins**, **Admins** and **Super admins** see every template of the company. - Only the template's creator and admins can edit, tag, translate or delete a template; anyone else who opens it sees it as **Read-only template** and can use **Duplicate template**. ## The template library Go to **Feedback › Templates**. The page (subtitle **Create and manage feedback templates, to be used in campaigns.**) lists templates in a table: | Column | Content | |---|---| | **Title** | Template name. Click the row to open it. | | **Last update** | Date of the last change. | | **Questions** | Number of blocks in the template. | | **Tags** | Tags attached to the template. | Use the search field to find a template by title, and the filter button to filter by **Last update**, **Creator**, **Questions** (number) or **Tags**. The "..." menu at the end of each row offers **Edit template tags** (creator and admins), **Duplicate** and **Delete** (creator and admins). ## Create a template 1. Go to **Feedback › Templates** and click **New template**. 2. A template called "New template" is created and opens in the editor. Changes are saved automatically: the tag at the top shows **Saving...**, then **Saved** (or **Not saved** if the connection failed). 3. In the header block (**Template**), fill in the **Template name**, an optional **Description** and an optional **Video (Youtube)** link (shown as an embedded video at the top of the questionnaire). Click the tag icon of the block to add tags. 4. Click **Add** (under the header or under any block) and choose the type of block to insert at that position. 5. Fill in each block (see the types below) and set its switches. > **Tip:** To start from an existing questionnaire, use **Duplicate** in the "..." menu of the library, or **Duplicate template** when you open a template you can't edit. The copy is yours, named "Copy of ..." (in your interface language) and opens straight away in the editor. ## Block types | Block (menu label) | Used for | Settings | |---|---|---| | **Chapter** | A section title that groups the next questions. Chapters appear in the **Chapters** side panel reviewers use to navigate. | **Chapter name**, **Description**. | | **Paragraph** | Explanatory text for reviewers. Not answered. | **Description** only. | | **Open question** | A free-text answer. | **Question**, description, **Required**. | | **Rating** | A score on a scale, shown as clickable star icons. | **Question**, description, **Max rating** (from 2 to 10, default 5), **Allow comments**, **Required**. | | **Multi-choice** | One answer to pick from a list of options. | **Question**, description, **Answer options** (**Add answer option** to add more), **Allow comments**, **Required**. | Older templates can also contain **True/False** questions (two options, with editable labels). They still work and can be edited, but new ones can no longer be added. **Required**: the reviewer can't submit their review until they have answered this question. Required questions show an asterisk (*) in the form. **Allow comments**: adds a free comment field under the answer, so the reviewer can explain their rating or choice. Chapters and paragraphs are layout only: they are never answered and don't count in completion or exports. ### Reorder, duplicate or delete a block Each block has icons to move it up, move it down, duplicate it (the copy is placed just below, with its options) and delete it. ## Tools in the editor top bar | Icon | Action | |---|---| | Save tag | **Saving...**, **Saved** or **Not saved**. | | Translate icon | Opens **Template translation** (creator and admins only). | | List icon | Opens the **Summary** panel with the template's blocks, to jump to one. | | Eye icon | Opens a preview of the questionnaire as reviewers will see it, with a **Chapters** panel. | ## Translate a template If your company works in several languages, you can offer the questionnaire in more than one language. Reviewers then get a **Translate interview** button on their form to switch language. 1. Open the template and click the translate icon in the top bar. The **Template translation** window opens. 2. Check the **Source language** row (tagged **Source**). The link **How to translate my template?** › **Click here** opens a guide. 3. Click **Add Language** and choose a language. 4. For each language, use the actions: - **Translate with AI**: OpenAleph translates every title, question and option automatically. The status shows **Translating with AI...**, and you are notified when it is done. - **Download translation**: downloads a spreadsheet with the texts to translate. - **Upload translation**: imports the filled-in spreadsheet. - **Delete language**: removes this translation. Each language shows a status tag (**Translation missing**, **Translating with AI...**, **Uploading...**, **Translated**). The workflow is the same as for interview templates, see [Translate an interview template](https://www.openaleph.io/docs/interviews/translate-a-template) and [Translating content](https://www.openaleph.io/docs/administration/translations). > **Note:** A campaign uses the translations that exist at the time it is launched. ## Tags Tags help you sort a large library. Click the tag icon in the template header, or **Edit template tags** in the library, then search for a tag or type a new name and create it with **New tag**. The same tags are used for campaigns. ## Delete and restore a template 1. In the library, open the "..." menu of the template and click **Delete**, then confirm in **Template will be deleted**. 2. The template moves to the bin ("Template has been deleted successfully."). To see it, click the "..." button next to **New template** and choose **View deleted templates**. The **Deleted templates** window lists them with their **Deleted on** date. 3. From there you can restore it or delete it permanently (icons on its row). The confirmation message says deleted templates are stored for 30 days before being permanently deleted. Consequences: - A deleted template can't be selected in new campaigns. - A campaign still in draft or scheduled that uses a deleted template can't be launched until you restore the template or pick another one. - A template can't be permanently deleted while a draft or scheduled campaign still uses it. - Campaigns already launched keep their own copy of the questionnaire and are not affected. ## Common questions ### I can't edit a template: everything is greyed out. The tag at the top says **Read-only template**: you are not its creator and not an admin. Click **Duplicate template** to get your own editable copy. ### I changed a template, but a running campaign still shows the old questions. That's expected. A campaign copies the template at launch (the participant table shows the template version date). Changes only apply to campaigns launched afterwards. ### I don't see "Templates" in the Feedback menu. Only manager creators, scoped admins and admins see it. Ask your admin if you need to build questionnaires. ### As a manager creator, I don't see my colleagues' templates in the library. That's expected: the library shows manager creators only the templates they created. ### Can I add a True/False question? Not any more. Use a **Multi-choice** question with two options instead. --- # Create a Feedback 360 campaign Source: https://www.openaleph.io/docs/feedback/create-a-campaign Roles: Manager creator, Scoped admin, Admin > Step-by-step guide to the Feedback 360 campaign wizard: title and period, participants and their options, person in charge, templates, summary and launch. A Feedback 360 campaign is created with a five-step wizard in **Feedback › Campaigns**. Your answers are saved as a draft at every step, so you can stop and resume later. This page describes every step and option, then what happens at launch. ## Before you start - You need the **Manager creator**, **Scoped admin**, **Admin** or **Super admin** role. - At least one template must exist in **Feedback › Templates** (see [Templates](https://www.openaleph.io/docs/feedback/templates)). - Decide in advance: who is reviewed, who chooses the reviewers, whether reviewees must self-evaluate and whether they may read their reviewers' answers. These choices can't be changed once the campaign is launched. ## Start the wizard 1. Go to **Feedback › Campaigns**. 2. Click **New campaign**. 3. If you already have an unfinished draft, the window **Create campaign from draft?** asks what to do: - **Yes, resume draft** reopens the draft at the step where you left it; - **No** deletes that draft and starts from scratch. You can only have one draft at a time, and a step is saved in the draft when you click **Next** (people ticked on the **Participants** step are kept only once you have moved on). The wizard is titled **Create a campaign**; a timeline on the left (on large screens) shows the steps. Use **Next** and **Previous** to move between steps. Closing the wizard shows **Campaign draft saved**: the draft is kept and you resume it with **New campaign**. ## Step 1: Basic settings | Field | Details | |---|---| | **Campaign title*** | The name reviewers and reviewees will see on their dashboard and in emails. | | **Campaign period*** | Pick a start date and an end date in the calendar, then click **OK**. The end date is the campaign **Deadline**. Dates in the past can't be selected. | Both fields are required: without them, **Next** shows "Please fill all required fields (*)." > **Tip:** If the start date is today, the campaign starts as soon as you launch it. If it is later, the campaign is scheduled and starts automatically on that date. ## Step 2: Participants Select the people who will **be reviewed** (the reviewees). The text reminds you: "Selected participants are set as reviewees. They will receive feedback from their reviewers." 1. Use the search field and the filters (**Access level**, **Manager**, **Gender**, **Hire date**, **Job title** and your company's profile fields, such as **Work location** or **Contract type**) to find people. The table shows **Member** (name and email), **Job title**, **Manager** and the profile fields. 2. Tick the people to include, or select everyone matching your search. The number selected is shown above the table ("*n* items selected"). 3. At least one participant is required. Then set the **Participants settings**: | Switch | When on | When off (default) | |---|---|---| | **Participants can choose their reviewers** | Each reviewee can add and remove their own reviewers, and receives an email inviting them to do so. | "If this option is disabled, only the person in charge can manage reviewers." (Campaign managers and admins can too.) | | **Participants can view reviewers answers** | Each reviewee can read the answers of every reviewer who submitted, with the reviewer's name. They are also emailed each time a reviewer submits. | "If this option is disabled, only the person in charge can view reviewers answers." (Plus the reviewee's managers, the campaign managers and admins.) | | **Participants have to self-evaluate** | "If this option is enabled, the reviewers list includes the participant too": a self-review is created for each reviewee, who answers the same questionnaire about themselves. | No self-review. | | **Assign reviewers randomly** (tagged **New**) | "The system automatically selects reviewers per participant from their peers, manager (N+1), and direct reports (N-1)." OpenAleph picks reviewers for each participant at launch (see below). | Reviewers are added by hand. | When **Assign reviewers randomly** is on, set **Number of reviewers per participant** (1 to 5, default 3). The chips **Peers**, **Manager (N+1)** and **Direct reports (N-1)** remind you of the order: reviewers are drawn first from the reviewee's peers, then their manager, then their direct reports, until the number is reached. If someone has fewer available connections, only those are assigned; people with no peers, manager or direct reports in OpenAleph get no automatic reviewers. More details in [Choose reviewers](https://www.openaleph.io/docs/feedback/choose-reviewers). ## Step 3: Person in charge The person in charge follows each reviewee's feedback: "The person in charge can monitor the interview progress and view reviewers' answers. Once the campaign starts, they can assign and manage reviewers for each reviewee." They also send reminders. | Option | Meaning | |---|---| | **Manager** | "Participant's direct manager is in charge of the interview." Also fill **Default person in charge\***: "Participants without a direct manager are assigned a default person in charge." | | **Specific person** | "One person is in charge of all the campaign's interviews." Choose them in **Select person in charge** › **Person in charge\***. | The person field is required in both cases. The list offers the company's managers. You can change the person in charge of any reviewee after launch (see [Manage a campaign](https://www.openaleph.io/docs/feedback/manage-a-campaign)). ## Step 4: Template(s) Choose the questionnaire. A link to the **templates page** lets you create a template: the draft is saved and you can come back to it later. | Mode | Use it when | |---|---| | **Single template** | Everyone is reviewed with the same questionnaire. Choose it in **Assign a default template** › **Template\*** (eye icon to preview it). | | **Multiple templates** | Different groups need different questionnaires (for example managers and individual contributors). | In **Multiple templates** mode: 1. Choose the **Assign a default template**: it applies to every participant who has no specific template. 2. In **Assign specific templates to participants**, click **Assign a template**. 3. In **Assign template to participants**, pick a template (**Choose a template**), then select the participants it applies to (**Select participants**) and click **Save**. 4. Repeat for other templates. The table lists each assigned template and its **Assigned participants**; click a row to see or remove assignees, or edit the assignment. A default template is always required. ## Step 5: Summary The **Campaign summary** recaps the **Campaign type** (Feedback 360), title, period, number of participants, each setting (Yes/No), the number of reviewers per participant if automatic assignment is on, the person in charge and the template(s). Use **Previous** to fix anything. ## Launch the campaign 1. On the summary, click **Launch campaign**. 2. The window **Send invitation emails?** asks whether to email people. It says the invitations will be sent now, or on the start date for a scheduled campaign. - **Yes, send emails**: the persons in charge are invited to choose reviewers; the reviewees are invited to choose their reviewers (only if **Participants can choose their reviewers** is on); every reviewer already assigned (automatic reviewers and self-reviews) is asked to give feedback. - **No**: nobody is emailed now. You can send invitations later from the campaign page. 3. You are taken to **Feedback › Campaigns**: - if the start date is today, the campaign is in the **Current** tab; - if it starts later, it is in the **Upcoming** tab. It starts automatically on its start date, and the invitations you chose are sent then. When the campaign starts (right away or on its start date), you, the campaign creator, receive the email "Your 360° feedback campaign "*name*" has started", with the start date, deadline, number of participants, person in charge and the three participant options, and a link to the campaign. ## What is fixed at launch - The questionnaire is copied from the template. Later changes to the template don't affect this campaign. - The participants' options (choose reviewers, view answers, self-review) are fixed for this campaign. - You can still change the deadline, add or remove participants, change persons in charge, manage reviewers and co-pilots. See [Manage a campaign](https://www.openaleph.io/docs/feedback/manage-a-campaign). ## Common questions ### The "New campaign" button asks me about a draft I don't remember. You started a campaign earlier without launching it. Choose **Yes, resume draft** to continue it, or **No** to delete it and start again. ### I can't click "Next". A required field is empty: title and period on step 1, at least one participant on step 2, the person in charge on step 3, the default template on step 4. ### The launch failed. Check that the default template (and any specifically assigned template) has not been deleted in the meantime, and that at least one participant is still selected. ### Can I launch the campaign again next year with the same people? Yes. Use **Relaunch campaign** on the old campaign: it creates a new draft with the same settings, participants and template assignments. See [Manage a campaign](https://www.openaleph.io/docs/feedback/manage-a-campaign). ### Can I make a campaign anonymous? No. Feedback 360 doesn't have an anonymous mode: answers are always attributed to their author for the people allowed to read them. What you control is whether reviewees can read them. See [Anonymity and privacy](https://www.openaleph.io/docs/feedback/anonymity-and-privacy). --- # Choose reviewers Source: https://www.openaleph.io/docs/feedback/choose-reviewers Roles: Employee, Manager, Manager creator, Scoped admin, Admin > How reviewers are assigned in a Feedback 360 campaign: automatically, by the person in charge, by the reviewee, or by campaign managers, and how to add, remove or reopen a reviewer. Each reviewee in a Feedback 360 campaign needs reviewers: the colleagues who will answer the questionnaire about them. Reviewers can be assigned in several ways, which can be combined. This page explains who can choose reviewers, how to do it and what happens next. ## Who can add and remove reviewers | Who | When | |---|---| | OpenAleph (automatic) | At launch, if the campaign option **Assign reviewers randomly** is on. Also when a participant is added to a running campaign. | | The reviewee's **person in charge** | Always, from **Feedback › Dashboard › As person in charge** or from the reviewee's feedback page. | | The **reviewee** | Only if the campaign option **Participants can choose their reviewers** is on, from **Feedback › Dashboard › As participant › I am reviewed**. | | The campaign owner and co-pilots (manager creator or above) | From the campaign page, **Participants & answers** tab. | | Admins, and scoped admins for reviewees in their population | From the campaign page or the reviewee's feedback page. | > **Important:** There is no approval step. A reviewer added by a reviewee or a person in charge is assigned immediately and notified straight away. The person in charge can remove a reviewer as long as they haven't submitted. Any active member of the company can be chosen as a reviewer, except the reviewee themselves (their own feedback is the self-review). ## Automatic assignment When **Assign reviewers randomly** is on, OpenAleph picks up to the **Number of reviewers per participant** (1 to 5) for each reviewee, in this order: 1. **Peers**: colleagues who share the reviewee's manager. 2. **Manager (N+1)**: the reviewee's direct manager. 3. **Direct reports (N-1)**: people who report to the reviewee. People are drawn at random inside each group, and the next group is used only if the previous one doesn't provide enough people. If a reviewee has fewer connections than the number asked, only the available ones are assigned; a reviewee with no peers, manager or direct reports gets none. Automatically assigned reviewers can be removed or completed by hand like any other. ## Add reviewers as a person in charge 1. Go to **Feedback › Dashboard** and open the **As person in charge** tab. 2. Click the campaign card. The list of your reviewees opens. 3. On a reviewee with no reviewers, click **Add reviewers**; otherwise unfold the reviewee with the arrow at the end of the row and click **Add reviewer**. 4. In the window, use **Who do you want as reviewer ?** (placeholder **Search for reviewers**): type a name and pick the person. They are added at once ("Reviewer added successfully."). 5. Repeat for each reviewer, then close the window. Each reviewer shows their status: **Not started**, **In progress** or **Submitted** (shown as **Done** in the campaign's **Manage reviewers** window). The reviewee's self-review is not listed among the reviewers. ## Choose your own reviewers as a reviewee Only possible if the campaign allows it. If so, you usually received the email "Choose who will give you feedback in ...". 1. Go to **Feedback › Dashboard**, tab **As participant**, switch **I am reviewed**. 2. On the campaign card, click **Add reviewers** (or the "+" at the end of the avatar pile if some are already chosen). 3. Search for each person in **Who do you want as reviewer ?** and select them ("Reviewer added successfully."). Use the minus button to remove someone who hasn't submitted yet. You can also do this from your feedback page, by clicking **Add reviewers** or the reviewer avatars in the top bar. ## Add reviewers as the campaign manager 1. Open **Feedback › Campaigns** and click the campaign. 2. Open the **Participants & answers** tab. 3. Click the "..." menu on the reviewee's row and choose **Manage reviewers**. 4. Add or remove reviewers in the window (titled with the number of reviewers, for example "2 reviewers"). ## Remove a reviewer In the reviewer window, click the minus button next to the person, then confirm **Remove this reviewer?** with **Yes, remove**. The message warns that "They will no longer be able to answer or view this feedback review." Their draft answers are deleted. A reviewer who has already submitted can't be removed. ## Reopen a submitted review If a reviewer submitted by mistake and needs to change their answers, the campaign owner, a co-pilot (manager creator or above) or an admin can reopen the review: 1. Open the reviewer window for the reviewee (**Manage reviewers** on the campaign page, or the reviewer avatars on the reviewee's page). 2. Click the **Reopen** icon (circular arrows) next to the submitted review ("Review reopened."). The review goes back to **In progress** (or **Not started** if it has no answers) and the reviewer can edit and submit it again. Persons in charge can't reopen reviews. ## What reviewers receive When a reviewer is added to a running campaign, they get an email "[Reviewee name] would like your feedback", with a **Give my feedback** button, and an in-app notification **Feedback to give**. The review then appears in their **Feedback › Dashboard › I am a reviewer** and in **Next up!** on the home page. Reviewers assigned automatically at launch (and reviewees' self-reviews) are only emailed at launch if you chose **Yes, send emails**. Otherwise, use **Send reminder email** on the campaign page to write to every reviewer who hasn't submitted yet. ## Common questions ### I'm a reviewee and I don't see "Add reviewers". The campaign doesn't let reviewees choose their reviewers: your card shows **Awaiting reviewer(s)**. Your person in charge will choose them. Ask them if you want to suggest names. ### Can a reviewer refuse or be approved before answering? No. There is no approval or refusal step. If someone should not review a person, the person in charge removes them before they submit. ### Is there a minimum or maximum number of reviewers? There is no fixed minimum or maximum. The automatic assignment picks between 1 and 5 per reviewee. Keep in mind that answers are not anonymous (see [Anonymity and privacy](https://www.openaleph.io/docs/feedback/anonymity-and-privacy)). ### The reviewee has left the company. Remove them from the campaign on the campaign page (see [Manage a campaign](https://www.openaleph.io/docs/feedback/manage-a-campaign)). This deletes all their reviews. --- # Answer a feedback Source: https://www.openaleph.io/docs/feedback/answer-a-feedback Roles: Employee, Manager, Manager creator, Scoped admin, Admin > How to answer a Feedback 360 review about a colleague or your own self-review: find it, fill in the form, autosave, required questions, translation and submission. When you are asked to give feedback about a colleague, or to review yourself, you fill in a form based on the campaign's questionnaire. This page explains how to find the form, answer it and submit it. ## Find the form You can open a form from: - the email "[Name] would like your feedback" or "A reminder about your feedback for ...", with the **Give my feedback** button; - the in-app notification **Feedback to give**; - the **Next up!** section of the home page; - **Feedback › Dashboard**, tab **As participant**: - switch **I am a reviewer**, click the campaign card, then the person's name in **Give your feedback to:**; - switch **I am reviewed** for your own **Self-review**: click the campaign card while your self-review is pending. ## The form page The top of the page shows the campaign **Deadline**, the **Reviewee** (the person the feedback is about) and the **Reviewer** (you), then the questionnaire title, its description and its questions, organised in chapters. For a self-review, you appear as both reviewee and reviewer. The top bar shows a save status and several buttons: | Element | Use | |---|---| | Status tag | **Saving...**, **Saved** or **Not saved**. Your answers are saved automatically as you type or click. | | **Translate interview** | Shown if the questionnaire exists in several languages: choose the language you want to read it in. | | **Last events** | History of the review (started, submitted, reopened), with who did it and when. | | **Summary** | The list of chapters: click one to jump to it. | | **Download pdf** | Downloads a PDF of this review. | | **Submit** | Sends your answers (see below). On a phone, the **Submit** button is at the bottom of the screen. | ## Answer the questions | Question type | How to answer | |---|---| | Open question | Type your answer in the text area. | | Rating | Click an icon on the scale (for example 1 to 5). | | Multi-choice / True/False | Select one option. | If the question allows comments, a **Comment** field appears under it to explain your answer. Questions marked with an asterisk (*) are required. Chapter titles and paragraphs are information only. You can leave the page at any time: your answers are kept and the review shows as **In progress**. Come back later from the dashboard to finish it. ## Submit 1. Click **Submit**. 2. If a required question is empty, the page scrolls to it, highlights it and shows "Please answer all required questions (*)". Answer it and click **Submit** again. 3. Confirm with **Submit** in **Submit your answers?** (or **Cancel**). The message reminds you: "Once submitted, your answers can no longer be edited." 4. "Your answers have been submitted." You are taken back to the previous page (for example your Feedback dashboard). If you opened the form from a direct link, you stay on it and it shows **Submitted**. After submission: - your review shows as **Submitted** / **Done** on your dashboard; - the reviewee's person in charge receives an email and a notification "[Your name] has given their feedback" (also for a self-review); - if the campaign lets reviewees read their reviewers' answers, the reviewee is notified too (this is not the case for a self-review); - the form is read-only: you can still open it to read your answers and download the PDF. ## Your self-review If the campaign asks reviewees to self-evaluate, you answer the same questionnaire about yourself. It appears as **Self-review** on your card under **I am reviewed**. It works exactly like any other review. Your self-review is always visible to you, and to the people allowed to read your feedback (your person in charge, your managers, the campaign managers and admins). It is identified as yours in the AI synthesis so it can be compared with your reviewers' answers. ## Who will read your answers Your answers are **not anonymous**. They are shown with your name to: - the reviewee's person in charge; - the reviewee's managers (direct or higher up); - the campaign owner and co-pilots, and admins (scoped admins for people in their population); - the reviewee, only if the campaign option **Participants can view reviewers answers** is on. Other reviewers never see your answers. Answers are only visible to others once you have submitted. See [Anonymity and privacy](https://www.openaleph.io/docs/feedback/anonymity-and-privacy). ## Common questions ### I made a mistake after submitting. Can I change my answers? Not by yourself. Ask the campaign owner or an admin to **Reopen** your review; you can then edit and submit it again. ### The page says "This review can no longer be answered." The campaign has been deleted, has not started yet, or you have been removed as a reviewer. Reviews can only be answered while the campaign is running. ### Can I still answer after the deadline? The deadline is the date by which you are asked to answer. Once it has passed, the review no longer appears in **Next up!** on the home page, but it stays on your Feedback dashboard. Ask the campaign owner if you are late; they can also extend the deadline. ### The status says "Not saved". Your last change could not be saved (connection problem or the review is no longer open). Check your connection and reload the page before continuing. ### I don't find the review mentioned in the email. Open **Feedback › Dashboard**, tab **As participant**, switch **I am a reviewer**, and clear any search. If it isn't there, you may have been removed as a reviewer or the campaign may have been deleted. --- # Results and reports Source: https://www.openaleph.io/docs/feedback/results-and-reports Roles: Employee, Manager, Manager creator, Scoped admin, Admin > Read the compiled Feedback 360 of a reviewee, download it as a PDF and generate an AI synthesis. Who sees what and when. Every reviewee of a Feedback 360 campaign has one feedback page gathering the answers of all their reviewers, question by question. From this page, authorised people can download a PDF and generate an AI synthesis. This page explains how to open it, what it contains and who can see it. ## Who can open the feedback page, and what they see | Person | Sees | |---|---| | The reviewee's **person in charge** | Every submitted answer, with each reviewer's name. | | The reviewee's **managers** (direct manager and higher up the reporting line) | Every submitted answer. | | The **campaign owner and co-pilots** (manager creator or above) | Every submitted answer. | | **Admins**, and **scoped admins** for reviewees in their population | Every submitted answer. | | The **reviewee** | Every submitted answer if the campaign option **Participants can view reviewers answers** is on. Otherwise, only their own self-review (or the message **These reviews are not accessible to you**). | | A **reviewer** | Only their own answers about this reviewee. | Answers appear as soon as each reviewer submits: there is no need to wait for everybody, and no minimum number of answers. Draft answers of reviewers who have not submitted are never shown. Under a question nobody has answered yet you see **No answers yet**. ## Open the feedback page - **Person in charge:** **Feedback › Dashboard**, tab **As person in charge**, open the campaign card, then click **View reviews** on the reviewee (available once at least one reviewer has submitted). You can also click the link in the email "[Name] has given their feedback". - **Campaign owner, co-pilot, admin:** **Feedback › Campaigns**, open the campaign, tab **Participants & answers**, click the reviewee's row. - **Reviewee:** **Feedback › Dashboard**, tab **As participant**, switch **I am reviewed**, click the campaign card. ## What the page contains - The campaign title, the questionnaire description (and video, if any) and the **Deadline**. - In the top bar: the pile of reviewers' avatars and their number. Clicking it opens the reviewer list with each reviewer's status; if you are allowed, you can add or remove reviewers there, and campaign managers and admins can **Reopen** a submitted review. If there are no reviewers yet, the top bar shows **Add reviewers** (if you may add them) or **Awaiting reviewer(s)**. - Every question of the questionnaire, with under it one answer bubble per reviewer: their name and avatar, their rating, choice or text, and their comment if they wrote one. The reviewee's self-review appears like any other answer, under the reviewee's name. - On large screens, a **Chapters** panel on the right lists the questions; click one to jump to it. Top bar buttons: | Button | Use | Who | |---|---|---| | **Translate interview** | Show the questionnaire in another language, if the template was translated. | Everyone who can open the page | | **AI synthesis** | Open the AI synthesis panel. | People who can read all answers | | **Summary** | Jump to a chapter. | Everyone | | **Download pdf** | Menu with **PDF only Q&A** and **PDF with synthesis**. | People who can read all answers | ## Download a PDF 1. Click **Download pdf** in the top bar (on a phone, the button is at the bottom of the screen). 2. Choose: - **PDF only Q&A**: every question with every submitted answer, each attributed to its reviewer; - **PDF with synthesis**: the same, plus the AI synthesis. This option is disabled until a synthesis has been generated. The PDF is marked confidential and contains only submitted answers. It is generated in the language currently displayed. A reviewer who opens their own review can also download a PDF of it from the form page. ## Generate an AI synthesis The AI synthesis is a written summary, generated by AI, of everything the reviewers said about the reviewee, question by question. When there is a self-review, the AI knows which answers are the reviewee's own, so it can compare them with the reviewers' view. 1. On the feedback page, click **AI synthesis** in the top bar. 2. In the **AI-powered synthesis** panel, click **Generate synthesis**. 3. The synthesis is written in the panel after a few seconds. Use **Copy** to copy it or **Download PDF** to save it. 4. When new reviewers submit after the synthesis was written, **Regenerate synthesis** becomes available to update it. Who can generate it: the person in charge, the campaign owner and co-pilots, admins (and scoped admins for their population), and the reviewee if they can both read the answers and choose their reviewers. Managers who can read the answers can read an existing synthesis but not generate one. A synthesis can only be generated once at least one reviewer has submitted answers. > **Note:** The synthesis never names the reviewers: peer answers are sent to the AI without their authors, only the self-review is identified as such. The synthesis is generated by AI; check it against the answers before sharing it. For Aleph AI in the other modules, see [Aleph AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant). ## Campaign-level synthesis and exports The campaign owner and co-pilots can also generate a synthesis of the whole campaign and export answers and progress to Excel. See [Manage a campaign](https://www.openaleph.io/docs/feedback/manage-a-campaign). ## Common questions ### The reviewee says they can't see anything. The campaign option **Participants can view reviewers answers** is off, so only the person in charge and the other oversight roles read the answers. This option can't be changed after launch. The person in charge can share the PDF with the reviewee if appropriate. ### "View reviews" is not clickable, it says "Waiting answer". No reviewer has submitted yet for this reviewee. The button becomes **View reviews** as soon as one does. ### "PDF with synthesis" is greyed out. Generate the AI synthesis first (**AI synthesis**, then **Generate synthesis**). ### I'm a manager but I don't see the AI synthesis button. It is shown only to people who can read all the answers about this reviewee. If you are not their manager, person in charge, campaign manager or admin, you can't read their feedback. ### Are the results final when the deadline passes? The page always shows the answers submitted so far. Reviewers who submit late (if the campaign is still running) are added automatically; regenerate the synthesis to include them. --- # Manage a Feedback 360 campaign Source: https://www.openaleph.io/docs/feedback/manage-a-campaign Roles: Manager creator, Scoped admin, Admin > Follow and manage a running Feedback 360 campaign: progress report, participants, reminders, persons in charge, deadline, co-pilots, tags, exports, AI synthesis, relaunch and deletion. Once a campaign is launched, its owner, its co-pilots and admins follow it from **Feedback › Campaigns**. This page covers the campaign list, the campaign page and every action available on them. ## Before you start | Who | What they can do | |---|---| | Campaign owner and co-pilots with the **Manager creator** role or above | Everything on this page. | | **Admins** | Everything, on every campaign of the company. | | **Scoped admins** | Everything, on campaigns created by people in their population. | | Co-pilots with the **Manager** role | Open the campaign and read its data, without changing it. | Persons in charge follow their own reviewees from the dashboard instead (see [The Feedback dashboard](https://www.openaleph.io/docs/feedback/dashboard)). ## The campaign list Go to **Feedback › Campaigns** (subtitle **All your current and upcoming campaigns will show up here.**). You only see the campaigns you can manage. There are two tabs: | Tab | Content | |---|---| | **Current** | Launched campaigns whose start date has arrived, including those whose deadline has passed. Columns: **Title**, **Participants**, **Completion** (share of submitted reviews), **Start date**, **Deadline**, **Tags**. Click a row to open the campaign. | | **Upcoming** | Campaigns launched with a future start date (scheduled). Columns: **Title**, **Participants**, **Start date**, **Deadline**. Their rows can't be opened yet. | On **Current**, you can search by title, filter by **Start date**, **Participants total**, **Completion**, **Creator** and **Tags**, and tick campaigns to export them. The "..." button at the top of the list offers **View deleted campaigns**. The **New campaign** button starts the wizard (see [Create a campaign](https://www.openaleph.io/docs/feedback/create-a-campaign)). ### Row menu of a current campaign | Action | What it does | |---|---| | **Edit deadline** | Pick a new end date and click **OK**. It can't be before the start date. | | **Relaunch campaign** | Creates a new draft with the same settings, participants and template assignments (not the dates), and opens it in the wizard. Not possible while you already have another draft. | | **Manage co-pilots** | Add or remove co-pilots (see below). | | **Edit campaign tags** | Add, create or remove tags. | | **Send email to participants** | Sends the invitation emails for the whole campaign (see "Invitations and reminders"). Hidden when completion is 100%. | | **Delete campaign** | Moves the campaign to the bin. Hidden in this menu when completion is 100%; use the campaign page instead. | ### Row menu of an upcoming campaign | Action | What it does | |---|---| | **Edit period** | Change the start and end dates. If you choose today as the start date, **Launch your campaign now ?** asks for confirmation: **Launch now** starts the campaign immediately. | | **Delete campaign** | Deletes the scheduled campaign for good ("This is a permanent action."). | > **Tip:** After starting an upcoming campaign early with **Edit period**, send the invitations from the campaign page with **Send invitation email** and **Send reminder email**. ## The campaign page Click a current campaign. The header shows the module (**Feedback**), the title, a **Current** tag (or **Deleted**) and its period. The top bar has: | Button | Use | |---|---| | **Co-pilot** | Open **Manage co-pilots**. | | **Export to .xlsx** | Export this campaign (see "Exports"). | | **More** | **Edit deadline** and **Delete campaign**. | ### Overview tab The **Progress report** shows the **Completion rate**, the number of **Participants**, **Reviews in progress** and **Reviews submitted**, and a chart of reviews by status ("Quick view of your campaign completion": not started, in progress, submitted). Self-reviews count as reviews here. The **Feedback completion - Category** chart (**Compare completion by categories**) breaks completion down by a people field of your company, chosen in **Field** (**Job title** by default, or for example a department or a location field). Fields come from [People attributes](https://www.openaleph.io/docs/administration/people-attributes). ### Participants & answers tab One row per reviewee: **Participant**, **Template**, **Person in charge** and **Answers** (submitted reviews / reviewers, self-review not included: grey "0 / 0" when there are no reviewers yet, orange when partial, green when complete). Click a row to open the reviewee's feedback page (see [Results and reports](https://www.openaleph.io/docs/feedback/results-and-reports)). Search by name and filter by **Person in charge**, **Completion** and **Deadline**. Tick rows to act on a selection; with no row ticked, toolbar actions apply to all participants. Toolbar actions: | Icon (tooltip) | What it does | |---|---| | **Add participant** | Opens **Add a participant**: fill **Who is the feedback about?**, **Which questionnaire?** (only with multiple templates) and optionally **Who is in charge of it?** (otherwise the campaign rule applies), then **Add**. The campaign's options apply to them: self-review, automatic reviewers. Their reviewers and person in charge are notified. | | **Send notifications** | **Send invitation email** or **Send reminder email** to the selection. | | **Change person in charge** | Choose a new person in charge for the selection, then **Apply**. | | **Delete** (with a selection) | Removes the selected participants after confirmation ("These participants will no longer be part of this campaign."). | Row menu ("..."): - **See participant profile** (new tab, see [Employee profile](https://www.openaleph.io/docs/people/employee-profile)); - **Manage reviewers** (see [Choose reviewers](https://www.openaleph.io/docs/feedback/choose-reviewers)); - **Set another person in charge**; - **Send invitation email** / **Send reminder email** for this reviewee only; - **Remove from campaign**, confirmed in **User will be removed from campaign**. > **Important:** Removing a participant deletes all the reviews about them, including submitted answers. This can't be undone. ## Invitations and reminders There are no automatic reminders: you send them when you want. | Email | Sent to | |---|---| | **Send invitation email** | The persons in charge of the selected reviewees ("You are in charge of participants in ..."), and the reviewees themselves if they can choose their reviewers ("Choose who will give you feedback in ..."). | | **Send reminder email** | Persons in charge whose reviewees still have no reviewer ("Reviewers still need choosing in ..."), and every reviewer who hasn't submitted yet, self-reviews included ("A reminder about your feedback for ..."). Each person receives one email listing everyone concerned. | If everyone has already done their part, the message "Nobody left to write to." appears and nothing is sent. Details of each email: [Notifications and emails](https://www.openaleph.io/docs/feedback/notifications). ## Change the deadline On the campaign page, click **More › Edit deadline**, pick a date and confirm. The new date appears everywhere (dashboards, emails sent afterwards). It can't be earlier than the start date. ## Close a campaign There is no "close" button. A campaign is considered finished once its deadline has passed: it stays in the **Current** tab with its results, and reviewers who haven't answered no longer see it in **Next up!** on the home page. Delete it if it should disappear entirely. ## Co-pilots Co-pilots help the owner run the campaign. 1. Click **Co-pilot** (campaign page) or **Manage co-pilots** (list row menu). 2. In **Manage co-pilots**, search a person in **Search for co-pilots** and select them. 3. To remove one, click **Remove** next to their name. A co-pilot sees the campaign in their **Feedback › Campaigns** list. Co-pilots with the manager creator role or above can manage it fully; managers can only view it. ## Exports 1. Click **Export to .xlsx** on the campaign page, or tick campaigns in the **Current** tab and click **Export to .xlsx** (with nothing ticked, all campaigns matching your filters are exported). 2. In **Export data**, choose the **Export type**: - **Progress** (**Monitor campaign completion**): one sheet with the campaign (dates, creator and co-pilots, participants, total reviews, completion %), and one row per review with the reviewee, reviewer, kind (self or peer), person in charge, the reviewee's company fields, status and submission date; - **Answers** (**Focus on responses and insights**): the same, plus one column per question with each answer and its comment. 3. Click **Export**. The file (XLSX) is generated in the background; it downloads automatically after a few seconds, and you are notified when it is ready. ## Campaign AI synthesis On the campaign page, click **Ask AlephAI** in the top navigation bar. In the **AI-powered synthesis** panel, click **Generate synthesis** to get an AI summary of all submitted answers of the campaign, question by question, without reviewer names. Use **Copy**, **Download PDF** or, once new answers have come in, **Regenerate synthesis**. Only people who can manage the campaign can generate it. ## Delete, restore or permanently delete 1. On the campaign page, click **More › Delete campaign** (or use the list row menu), then confirm **Delete** in **Delete the campaign ?**. The message says deleted campaigns are stored for 30 days. 2. The campaign disappears from everyone's dashboard, and its reviews can no longer be answered. 3. To get it back, open **Feedback › Campaigns**, click "..." next to **New campaign**, then **View deleted campaigns** (listed with their **Deleted on** date), and restore it. It returns to **Current** (or **Upcoming** if its start date is still ahead), with all its data ("Campaign restored successfully."). You can also open it from there: it shows a **Deleted** tag and is read-only, with **Restore** and **Delete permanently** buttons. 4. **Delete permanently** removes the campaign, its participants, reviews and answers for good. ## Common questions ### I don't see a campaign a colleague created. You only see campaigns you own or co-pilot (admins see all, scoped admins see those created by their population). Ask the owner to add you as a co-pilot. ### Can I change "Participants can view reviewers answers" after launch? No. The participant options are fixed at launch. For a different setup, relaunch the campaign with **Relaunch campaign** and change the options in the new draft. ### I added a participant, but they have no reviewers. Automatic reviewers are only assigned if the campaign uses **Assign reviewers randomly**, and only among the reviewee's peers, manager and direct reports. Otherwise their person in charge has to choose them. ### Why is the completion not 100% although every reviewer submitted? Self-reviews count: check that each reviewee has submitted their own self-review. ### The export didn't download. Exports are prepared in the background. Wait for the notification that the export is ready and download it from there. --- # Anonymity and privacy Source: https://www.openaleph.io/docs/feedback/anonymity-and-privacy Roles: Employee, Manager, Manager creator, Scoped admin, Admin > Feedback 360 answers are not anonymous. Learn exactly who can read which answers, when they become visible, and how the reviewee's access is controlled. This page explains who can read Feedback 360 answers and when. Read it before launching a campaign, so you can tell reviewers clearly how their feedback will be used. ## Answers are not anonymous Feedback 360 has **no anonymous mode** and no anonymity threshold (such as "show results only if at least 3 reviewers answered"). Every answer is stored and shown with the name and photo of the reviewer who wrote it, to everyone allowed to read it. The emails sent when someone submits also name the reviewer ("[Name] has given their feedback"). What the campaign creator controls is **whether the reviewee can read the answers**, with the option **Participants can view reviewers answers** (step 2 of the wizard). It can't be changed after launch. > **Tip:** Tell reviewers in the questionnaire description (or in a **Paragraph** block of the template) who will read their answers. It avoids misunderstandings. ## Who can read what | Person | Answers about a reviewee they can read | |---|---| | The reviewer | Only their own review, drafts included. | | Other reviewers of the same reviewee | Nothing: reviewers never see each other's answers. | | The reviewee, option **Participants can view reviewers answers** on | All submitted answers, with reviewers' names, plus their own self-review. | | The reviewee, option off | Only their own self-review, if any. Otherwise the page says **These reviews are not accessible to you**. | | The reviewee's person in charge | All submitted answers. | | The reviewee's managers (direct manager and above in the reporting line) | All submitted answers. | | The campaign owner and co-pilots with the manager creator role or above | All submitted answers of the campaign. | | Admins and super admins | All submitted answers of the company. | | Scoped admins | All submitted answers about people in their population. | | Anyone else | Nothing. | The same rules apply to the PDF downloads and to the AI synthesis: only people who can read all the answers can download the compiled PDF or open the synthesis. ## When answers become visible - A reviewer's answers are visible to others **only after they click Submit**. Drafts stay private to the reviewer, including in PDFs, exports and the AI synthesis. - Each submitted review appears immediately; there is no wait until the deadline or until all reviewers have answered. - A submitted review that is reopened by a campaign manager or an admin goes back to draft: it is again visible only to its author until it is submitted again. ## What the reviewee learns about their reviewers Whether or not they can read the answers, a reviewee can see **who** their reviewers are on their dashboard card and feedback page (names, avatars and statuses). If they can read the answers, they are also emailed each time a reviewer submits, with the reviewer's name. ## AI synthesis When an AI synthesis is generated (for one reviewee or for a whole campaign), reviewers' answers are sent to the AI without the reviewers' names. Only the self-review is identified as the reviewee's own, so the AI can compare it with the others. The synthesis is shown only to people who can read all the answers. ## Exports The **Answers** Excel export of a campaign lists every submitted answer with the reviewer's and the reviewee's names. Only people who can open the campaign page (owner, co-pilots, admins) can export it. Handle the file according to your company's data policy (see [Data and privacy](https://www.openaleph.io/docs/administration/data-and-privacy)). ## Deletion - Removing a reviewer deletes their review (only possible before they submit). - Removing a participant from a campaign deletes every review about them, including submitted ones. - Permanently deleting a campaign deletes all its reviews and answers. ## Common questions ### Can I promise reviewers their feedback is anonymous? No. Their name is always attached to their answers for the person in charge, the reviewee's managers, the campaign managers and admins, and for the reviewee if the campaign allows it. ### A reviewer wants to withdraw their feedback after submitting. Ask a campaign manager or an admin to **Reopen** the review; the reviewer can then change their answers. A submitted review can't be deleted on its own; removing the reviewer is only possible before submission. ### Can a manager read the feedback of someone outside their team? Only if they are that person's person in charge, a campaign manager, or an admin. Otherwise, no. ### Does the reviewee see who has not answered yet? Yes, the status of each reviewer (not started, in progress, submitted) is visible on their card and in the reviewer list. --- # Notifications and emails Source: https://www.openaleph.io/docs/feedback/notifications Roles: Employee, Manager, Manager creator, Scoped admin, Admin > Every email and in-app notification sent by Feedback 360, who receives it, when, and what triggers it. Feedback 360 sends emails and in-app notifications at key moments of a campaign. Most of them are triggered by a person (launching with invitations, clicking **Send reminder email**, adding a reviewer, submitting a review). There are no automatic reminders before the deadline. Emails are sent in the recipient's interface language (set in their profile) and their button opens the right page in OpenAleph. For the notification centre in general, see [Notifications and emails](https://www.openaleph.io/docs/getting-started/notifications). ## Summary table | Email subject | In-app notification | Sent to | When | |---|---|---|---| | Your 360° feedback campaign "[campaign]" has started | none | The campaign creator | When the campaign starts (at launch, or on the start date for a scheduled campaign). | | You are in charge of participants in "[campaign]" | **Feedback campaign to run** | Each person in charge | At launch if you chose **Yes, send emails**; when you click **Send invitation email** (or **Send email to participants**); when a participant is added to a running campaign. | | Choose who will give you feedback in "[campaign]" | **Choose your reviewers** | Each reviewee, only if the campaign lets participants choose their reviewers | At launch with **Yes, send emails**, or with **Send invitation email**. | | [Reviewee] would like your feedback | **Feedback to give** | A reviewer (or the reviewee, for their self-review) | At launch with **Yes, send emails** for reviewers already assigned; each time a reviewer is added to a running campaign; for the reviews of a participant added to a running campaign. | | A reminder about your feedback for "[campaign]" | **Feedback reminder** | Every reviewer with at least one review not submitted (self-reviews included) | When someone clicks **Send reminder email** or **Send reminder to all reviewers**. One email per person, listing all the reviewees concerned. | | Reviewers still need choosing in "[campaign]" | **Reviewers still to choose** | Persons in charge of reviewees who have no reviewer yet | When someone clicks **Send reminder email**. One email per person in charge, listing the reviewees concerned. | | [Reviewer] has given their feedback | **New feedback submitted** | The reviewee's person in charge | Each time a reviewer (or the reviewee for their self-review) submits. | | [Reviewer] has given their feedback | **New feedback about you** | The reviewee, only if the campaign lets participants view reviewers' answers | Each time a reviewer submits (not for the self-review). | ## Email contents - **Campaign started** (to the creator): start date, deadline, number of participants, person in charge, and whether self-review, choosing reviewers and viewing answers are enabled. Button: **See the campaign**. - **Invitation to the person in charge**: asks them to choose who will give feedback to their reviewees before the deadline. Button: **Choose the reviewers** (opens **Feedback › Dashboard**). - **Invitation to the reviewee**: tells them they can choose the people who will give them feedback, and the campaign end date. Button: **Choose my reviewers**. - **Request to a reviewer**: names the reviewee and the campaign, with the deadline. Button: **Give my feedback** (opens the form directly). - **Reminder to a reviewer**: lists the reviewees they still owe feedback to, and the end date. Button: **Give my feedback** (opens the dashboard). - **Reminder to choose reviewers**: lists the reviewees with no reviewers, warning that without reviewers they will receive no feedback. Button: **Choose the reviewers**. - **Feedback submitted**: names the reviewer, the reviewee and the campaign. Button: **Read the feedback** (opens the reviewee's feedback page). ## Who can trigger the manual emails | Action | Where | Who | |---|---|---| | **Send email to participants** | Row menu of a current campaign in **Feedback › Campaigns** | Campaign owner, co-pilots (manager creator or above), admins | | **Send invitation email** / **Send reminder email** | Campaign page, **Participants & answers** tab, toolbar (**Send notifications**) or row menu | Same as above | | **Send reminder to all reviewers** | **Feedback › Dashboard › As person in charge**, reviewee row menu | The reviewee's person in charge | When nobody needs to be written to (everyone has submitted, or no reviewee lacks reviewers), OpenAleph shows "Nobody left to write to." and sends nothing. ## Other notifications - **Exports**: when a campaign Excel export is ready, you receive a notification with the file ("Export generated successfully."). - **Template translations**: when an AI translation, a translation import or a translation export of a template is finished, its author is notified. ## Common questions ### A reviewer says they never received the request. Check that the campaign was launched with **Yes, send emails**, or that the reviewer was added after launch (which emails them automatically). If not, send a reminder: on the campaign page, select the reviewee and click **Send notifications › Send reminder email**. Also ask them to check their spam folder and their **Feedback › Dashboard**. ### Can reminders be sent automatically before the deadline? No. Reminders are sent only when someone clicks a reminder action. ### Nobody was emailed when my scheduled campaign started. Invitations are sent on the start date only if you chose **Yes, send emails** when launching. If you started the campaign early by changing its period, send them from the campaign page with **Send invitation email** and **Send reminder email**. ### Why did the reviewee get an email about my feedback? The campaign lets reviewees read their reviewers' answers, so they are notified each time someone submits. --- # Surveys Source: https://www.openaleph.io/docs/surveys Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Overview of OpenAleph's two survey products, Team Survey for employees and Client survey for external clients, with roles, concepts and workflows. OpenAleph includes two separate survey products. **Team Survey** asks your own employees questions, for example an engagement, onboarding or well-being survey. **Client survey** sends short satisfaction surveys by email to people outside your company, such as the client sites your teams work for. They have different menus, templates, permissions and results, and your company can have one, both or neither. ## Which product do you need? | | Team Survey | Client survey | |---|---|---| | Who answers | Employees who have an OpenAleph account | External client contacts, with no account | | How they answer | Logged in, from **Team Survey › My surveys**, the home page or the invitation email | From a unique public link in an email, no login | | Unit of work | A **campaign** sent to many participants at once | A **survey** (session) sent to one client site | | Question types | Chapter, Paragraph, Open question, Rating (2 to 10), Multi-choice | Rating (3 to 10 stars), Yes/No, Open question, plus a fixed **Global rating** | | Anonymity | Optional, set per campaign | Not applicable: each response belongs to a named client | | Results | Per-question charts, filters by employee attribute, pinned answers, comments, AI synthesis, XLSX exports | One page per response, dashboard figures, XLSX/CSV exports | | Menu | **Team Survey** | **Client survey** | > **Note:** Each product is a separate module licensed per company. If you don't see **Team Survey** or **Client survey** in the sidebar, your company may not have the module enabled; ask your admin (see [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences)). Role names are explained in [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access). ## Team Survey ### Key concepts - **Template**: a reusable questionnaire (chapters, paragraphs and questions), stored in **Team Survey › Templates**. - **Campaign**: one run of a survey. It has a title, a period (start date and deadline), a list of participants, one or more persons in charge and one template. - **Participant** (or respondent): an employee asked to answer. Each participant has their own answer sheet. - **Person in charge** (pilot) and **co-pilot**: the people who run the campaign. They follow progress, send reminders and read the results. Pilots are chosen when the campaign is created; co-pilots can be added afterwards. Both have the same access to the campaign. - **Anonymized campaign**: a campaign where names and profile pictures are hidden from everyone reading the answers. See [Anonymity in Team Survey](https://www.openaleph.io/docs/surveys/anonymity). - **Snapshot**: when a campaign is launched, the questionnaire is frozen. Later edits to the template don't change what participants of that campaign are asked. ### Who can do what | Action | Employee | Manager | Manager creator | Scoped admin | Admin / Super admin | |---|---|---|---|---|---| | Answer their own surveys (**My surveys**) | Yes | Yes | Yes | Yes | Yes | | See the **As person in charge** tab | No | Yes | Yes | Yes | Yes | | Read the results of a campaign they run (pilot or co-pilot) | No | Yes | Yes | Yes | Yes | | Open **Campaigns** and **Templates** in the menu | No | No | Yes | Yes | Yes | | Create and launch campaigns, manage participants, send emails | No | No | Yes, on campaigns they run | Yes, on campaigns of people in their scope and those they run | Yes, all campaigns | | Create templates | No | No | Yes | Yes | Yes | | Edit or delete a template | No | No | Their own | Their own | All | > **Permissions:** A campaign is visible to its creator, its persons in charge and its co-pilots. Admins see every campaign of the company. A scoped admin sees campaigns created by people inside their scope, plus the ones they run. ### Typical workflow 1. A manager creator or an admin builds a questionnaire in **Team Survey › Templates**. See [Create a Team Survey template](https://www.openaleph.io/docs/surveys/team-survey-templates). 2. They create a campaign in **Team Survey › Campaigns › New campaign**, pick participants, persons in charge and the template, choose whether answers are anonymous, and launch it. See [Launch a Team Survey campaign](https://www.openaleph.io/docs/surveys/launch-a-team-survey). 3. Participants receive an invitation (email, push and in-app notification) if the creator chose to send one, and answer from **Team Survey › My surveys**. See [Answer a team survey](https://www.openaleph.io/docs/surveys/answer-a-team-survey). 4. Persons in charge follow completion, send reminders and add or remove participants. See [Manage a Team Survey campaign](https://www.openaleph.io/docs/surveys/manage-team-survey-campaigns). 5. They read the results question by question, filter them, pin and comment on answers, generate an AI synthesis and export to Excel. See [Read Team Survey results](https://www.openaleph.io/docs/surveys/team-survey-results). ## Client survey ### Key concepts - **Client** (client site): an external organisation or location you serve, with a primary contact (name and email) and the **assigned members** from your company who work with it, each with a role. - **Template**: a short questionnaire made of Rating, Yes/No and Open questions, always ending with a **Global rating** question. - **Survey** (session): one template sent to one client. The client's primary contact receives an email with a unique link and answers without logging in. - **Status**: **Sent** (email sent), **Viewed** (the link was opened), **Answered** (the client submitted). ### Who can do what | Action | Employee / Manager | Manager creator | Scoped admin / Admin / Super admin | |---|---|---|---| | Open the **Client survey** menu | Yes | Yes | Yes | | See surveys on the **Dashboard** and open their answers | Only surveys they are an assigned member of | Only surveys they are an assigned member of | All surveys of the company | | Send a survey to a client | No | Yes | Yes | | Add, edit, import, activate or deactivate clients | No | No | Yes | | Create, edit, duplicate or delete templates | No | No | Yes | ### Typical workflow 1. An admin adds the clients (one by one or with an Excel import) and assigns members to each. See [Manage clients](https://www.openaleph.io/docs/surveys/client-survey-clients). 2. An admin creates a template. See [Create a client survey template](https://www.openaleph.io/docs/surveys/client-survey-templates). 3. A manager creator or admin sends the survey to one client or to many at once. See [Send a client survey](https://www.openaleph.io/docs/surveys/send-a-client-survey). 4. The client answers from the link in the email. The sender receives an email when the answer comes in. 5. Results are read on the dashboard and the survey page, and exported to Excel. See [Read client survey results](https://www.openaleph.io/docs/surveys/client-survey-results). ## Mobile See [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app) for what the OpenAleph app covers. - **Team Survey** pages work in a phone's web browser, so participants can answer from the link in their invitation. The OpenAleph mobile app doesn't currently have dedicated Team Survey screens. Campaign management (creation, participants, exports) is designed for the web app. - **Client survey** isn't available in the OpenAleph mobile app. Clients answer the public survey page from any browser, including on a phone. ## Pages in this section Team Survey: - [Create a Team Survey template](https://www.openaleph.io/docs/surveys/team-survey-templates) - [Launch a Team Survey campaign](https://www.openaleph.io/docs/surveys/launch-a-team-survey) - [Manage a Team Survey campaign](https://www.openaleph.io/docs/surveys/manage-team-survey-campaigns) - [Answer a team survey](https://www.openaleph.io/docs/surveys/answer-a-team-survey) - [Read Team Survey results](https://www.openaleph.io/docs/surveys/team-survey-results) - [Anonymity in Team Survey](https://www.openaleph.io/docs/surveys/anonymity) Client survey: - [Client survey overview](https://www.openaleph.io/docs/surveys/client-surveys-overview) - [Manage clients](https://www.openaleph.io/docs/surveys/client-survey-clients) - [Create a client survey template](https://www.openaleph.io/docs/surveys/client-survey-templates) - [Send a client survey](https://www.openaleph.io/docs/surveys/send-a-client-survey) - [Read client survey results](https://www.openaleph.io/docs/surveys/client-survey-results) Both products: - [Survey notifications and emails](https://www.openaleph.io/docs/surveys/notifications-and-emails) --- # Create a Team Survey template Source: https://www.openaleph.io/docs/surveys/team-survey-templates Roles: Manager creator, Scoped admin, Admin, Super admin > Build, edit, translate, tag, duplicate and delete the questionnaires used by Team Survey campaigns, and understand each question type. A Team Survey template is the questionnaire your participants will answer. You build it once in **Team Survey › Templates** and reuse it in as many campaigns as you want. Every campaign uses exactly one template. ## Before you start - You need the **Manager creator** role or above. Managers and employees don't see **Templates** in the menu. - Any manager creator can create a template. Only the template's **creator** or an **Admin** can edit, translate, tag or delete it. Everyone else opens it read-only and can duplicate it. ## The Templates page Go to **Team Survey › Templates**. The list shows every Team Survey template of your company with these columns: | Column | Meaning | |---|---| | **Title** | The template name. Click a row to open it. | | **Last update** | When it was last modified. | | **Tags** | Labels you attached to organise templates. | Use the search bar to find a template by title, and the filters to narrow the list by **Last update**, **Creator** or **Tags**. The **...** menu at the top gives access to **View deleted templates**. Each row has its own **...** menu: - **Edit template tags**: add or remove tags (creator or admin only). - **Duplicate**: creates a copy you own and opens it in the editor. - **Delete**: moves the template to the deleted templates (creator or admin only). ## Create a template 1. Go to **Team Survey › Templates** and click **New template**. A template called "New template" is created and the editor opens. 2. In the header card, fill in the template **title**, an optional **description** (shown to participants at the top of the survey) and an optional **video link** (a YouTube link is embedded above the questions). 3. Click the tag icon in the header card to add tags if you want. 4. Click **Add** and pick a block type. An **Add** button sits above the first block and below every block, so you can insert a block exactly where you want. 5. Type the wording of each question and set its options (see below). 6. Everything is saved automatically. The status tag in the top bar shows **Saving...**, then **Auto-saved**. If it shows **Not saved**, your last change was refused; check your connection and try again. 7. Click the eye icon in the top bar to **preview** the questionnaire as participants will see it. There is no "publish" step: as soon as the template exists, it can be picked in a campaign. ## Block types | Block | What it does | Settings | |---|---|---| | **Chapter** | A section title that groups the questions below it. Participants can jump between chapters from the **Chapters** menu. | Chapter name, description | | **Paragraph** | A block of explanatory text. Not a question. | Text, description | | **Open question** | A free-text answer. | Question, description, **Required** | | **Rating** | A scale from 1 to the **Max rating** you choose (2 to 10). Results are shown as a bar chart. | Question, description, **Max rating**, **Allow comments**, **Required** | | **Multi-choice** | The participant picks **one** option in a list you define. Results are shown as a bar chart. | Question, description, **Answer options** (use **Add answer option**), **Allow comments**, **Required** | - **Required**: the participant can't submit until this question is answered. Required questions show a `*` after their title. - **Allow comments**: adds a comment box under a Rating or Multi-choice question, so the participant can explain their answer. - Chapters and paragraphs are never answered, counted or charted. > **Note:** Older templates may contain **True/False** questions. They still display and can still be edited, but new True/False questions can't be added. ### Reorder, copy and delete blocks Each block has icons to move it up, move it down, duplicate it or delete it. When a template has chapters, a side panel lists them so you can scroll straight to one. ## Translate a template See also [Translating content](https://www.openaleph.io/docs/administration/translations) for translations across OpenAleph. If your participants speak different languages, you can add translations. Participants then switch language from the **Translate** menu of their survey. 1. Open the template and click the translate icon in the top bar. The **Template translation** window opens. 2. The first row is the **Source language**, the language you wrote the template in. 3. Click **Add Language** and pick a language. 4. For each language, use the action icons: - **Translate with AI**: fills in the translation automatically. The status shows **Translating with AI...** while it runs. - **Download translation**: downloads an Excel file with the source text, so a translator can fill it in. - **Upload translation**: imports the completed Excel file (`.xlsx` only). - **Delete language**: removes the translation. 5. Each language shows a status such as **Translated**, **Translation missing**, **To update** (the source text changed since the translation was made) or **Error**. The **How to translate my template?** link in the window opens a guide. > **Important:** A campaign freezes its questionnaire, including its translations, when it is launched. A language you add after launch isn't offered to that campaign's participants. ## Editing a template that is already used Launching a campaign takes a snapshot of the template. Editing the template afterwards changes future campaigns only, never a campaign already launched (including scheduled ones). On the campaign's **Participants** tab, the **Template** column shows the snapshot date after **Version:**. ## Delete and restore a template 1. In the **...** menu of the row, click **Delete** and confirm. Deleted templates are stored for 30 days. After this period, they are permanently deleted. 2. To get one back, open the **...** menu at the top of the page, click **View deleted templates**, then restore it. You can also delete it permanently from there. A campaign draft that points to a deleted template can't be launched: pick another template in the **Template** step. ## Common questions ### I don't see Templates in the Team Survey menu. You need the Manager creator role or above. Ask your admin to change your access level. If you don't see **Team Survey** at all, the module isn't enabled for your company. ### The template opens but I can't change anything. The top bar shows **Read only**: you're not the template's creator and you're not an admin. Use **Duplicate** from the list to get your own editable copy. ### Can a participant choose several options in a Multi-choice question? No. A Multi-choice question accepts a single option. To collect several choices, ask several questions or use an open question. ### I fixed a typo in the template, but participants still see the old wording. Their campaign was launched before your change and uses the frozen version. The fix applies to campaigns launched from now on. ### Can I use the same template in Client survey? No. The two products have separate template libraries. Client survey templates are managed in **Client survey › Templates**. See [Create a client survey template](https://www.openaleph.io/docs/surveys/client-survey-templates). --- # Launch a Team Survey campaign Source: https://www.openaleph.io/docs/surveys/launch-a-team-survey Roles: Manager creator, Scoped admin, Admin, Super admin > Step-by-step guide to the Team Survey campaign wizard, from title and period to participants, anonymity, persons in charge, template and launch. A campaign sends one questionnaire to a group of employees over a period of time. You create it with a five-step wizard: **Basic settings**, **Participants**, **Person in charge**, **Template** and **Summary**. ## Before you start - You need the **Manager creator** role or above. - At least one template must exist in **Team Survey › Templates**. See [Create a Team Survey template](https://www.openaleph.io/docs/surveys/team-survey-templates). - Decide whether answers should be anonymous. This choice can't be changed once the campaign is running. See [Anonymity in Team Survey](https://www.openaleph.io/docs/surveys/anonymity). ## Start a new campaign 1. Go to **Team Survey › Campaigns**. 2. Click **New campaign**. 3. If you already have a draft in progress, a **Create campaign from draft?** window opens. Click **Continue** to resume your draft, or **Start over** to delete it and start a new one. You can have only one campaign draft at a time. The **Create a campaign** wizard opens. On large screens, a timeline on the left shows the steps. Use **Next** and **Previous** to move between them. Each step is saved when you click **Next**. ## Step 1: Basic settings 1. Enter the **Title*** of the campaign. Participants see it in their list and in emails. 2. Click **Campaign period*** and select a range in the calendar: the first day you click is the start date, the last one is the deadline. Click **OK**. - Dates in the past can't be selected. - A start date in the future makes the campaign **scheduled**: it starts automatically that day. 3. Click **Next**. If a required field is empty, a message asks you to fill all required fields. ## Step 2: Participants 1. The table lists your company's members with their job title, manager, work location, nationality, level, contract type, HR reference, hire date and gender. 2. Use the search bar and the filters (for example **Access level**, **Gender**, **Manager** or your company's custom fields, see [People attributes](https://www.openaleph.io/docs/administration/people-attributes)) to narrow the list. 3. Tick the people who should answer. Selecting all entries selects everyone matching the current search and filters, not only the visible page. 4. Under **Participants settings**, turn on **Anonymize answers** if participants' profile pictures and names must be hidden from the people reading the answers. 5. Click **Next**. You must select at least one participant. > **Important:** **Anonymize answers** is locked as soon as the campaign is running. Check it now. ## Step 3: Person in charge The person in charge monitors survey progress and reviews participants' answers. You can choose several. 1. In **Select person in charge**, open the **Person in charge*** list and pick one or more people. The list contains managers and above. 2. Click **Next**. Persons in charge see the campaign in **Team Survey › My surveys › As person in charge**, and can read the results. Those with the Manager creator role or above can also manage the campaign (participants, emails, deadline). You can change them after launch with **Manage pilots**, and add co-pilots. See [Manage a Team Survey campaign](https://www.openaleph.io/docs/surveys/manage-team-survey-campaigns). ## Step 4: Template 1. Under **Assign a default template**, pick the questionnaire in the **Template*** field. 2. Click the eye icon next to the field to preview it. 3. If you need a new template, click the **templates page** link. Your campaign is saved as a draft; click **Go to templates**, create the template, then come back with **Team Survey › Campaigns › New campaign › Continue**. 4. Click **Next**. ## Step 5: Summary and launch The **Campaign summary** lists the **Campaign type** (Survey), **Campaign title**, **Campaign period**, number of **Participants**, **Anonymise answers** (Yes/No), **Person in charge** and **Template**. Use **Previous** to fix anything. 1. Click **Launch campaign**. 2. The **Send invitation emails?** window asks whether participants should be invited: - If the campaign starts today: "They will be sent now". - If it starts later: they will be sent on the start date. 3. Click **Yes, send emails** to invite participants, or **No** to launch without inviting them. You can send invitations later from the campaign page. 4. You're taken back to **Campaigns**: - A campaign starting today appears in the **Current** tab with the message "Campaign launched." - A campaign starting later appears in the **Upcoming** tab with the message "Campaign scheduled for" and its date. ## What happens at launch - The questionnaire is frozen (snapshot). Later edits to the template don't affect this campaign. - Each participant gets an answer sheet with the status **Not started**. - The campaign creator receives an email saying the survey has started, with its dates, number of respondents and whether answers are anonymous. For a scheduled campaign, this happens on the start date. - If you chose **Yes, send emails**, each participant receives an invitation email plus a push and in-app notification with a direct link to their survey (on the start date for a scheduled campaign). - Participants also see the survey in the **Next up!** section of their home page and in **Team Survey › My surveys** while it's running. ## Save and resume a draft Closing the wizard (the close button at the top) shows **Campaign draft saved**: your draft is stored for 30 days. To resume it, click **New campaign** then **Continue**. The wizard reopens on the step where you left. ## Scheduled campaigns A campaign in the **Upcoming** tab hasn't started yet: it can't be opened and nobody can answer it. Its row menu (**...**) offers: - **Edit period**: choose a new range. If you pick today as the start date, a **Launch your campaign now?** window warns that the campaign will be launched now; click **Launch now** to confirm. - **Delete campaign**: deletes it permanently (nobody has answered yet, so it isn't kept in the deleted campaigns). ## Relaunch a campaign To ask the same people the same questions again (for example every quarter), open the **...** menu of a campaign in the **Current** tab and click **Relaunch campaign**. A new draft opens in the wizard with the title, template, anonymity setting, tags, persons in charge and the previous participants already filled in. Choose a new period and launch it. The results of the previous campaign are kept separately. There is no automatic recurrence: each round is relaunched manually. Relaunching isn't possible while you already have another draft in progress. ## Common questions ### I don't see the Campaigns menu or the New campaign button. You need the Manager creator role or above. If **Team Survey** isn't in your sidebar at all, the module isn't enabled for your company. ### Can I change the anonymity setting after launch? No. Once the campaign is running, **Anonymize answers** is locked so that answers already given keep the promise made to participants. To change it, relaunch the campaign as a new one. ### Can I add participants after launch? Yes, from the campaign's **Participants** tab with **Add participant**. The new participant isn't invited automatically: send them an invitation from their row. See [Manage a Team Survey campaign](https://www.openaleph.io/docs/surveys/manage-team-survey-campaigns). ### I launched without sending invitations. How do I invite people now? Open the campaign, go to **Participants**, click the notifications icon and choose **Send invitation email**, or use **Send email to participants** in the row menu of the **Campaigns** list. ### Why can't I pick today's date or earlier? The period can't start in the past. Choose today to launch immediately, or a later date to schedule the campaign. ### The Launch campaign button shows an error. Check that the template still exists (a deleted template can't be used) and that at least one participant is selected, then try again. --- # Manage a Team Survey campaign Source: https://www.openaleph.io/docs/surveys/manage-team-survey-campaigns Roles: Manager, Manager creator, Scoped admin, Admin, Super admin > Follow completion, send invitations and reminders, add or remove participants, close sheets, change the deadline, manage pilots and co-pilots, export or delete a campaign. Once a campaign is running, its persons in charge follow it from the **Campaigns** list and the campaign page. This page covers everything you can do on a launched campaign except reading answers, which is described in [Read Team Survey results](https://www.openaleph.io/docs/surveys/team-survey-results). ## Before you start - To open **Team Survey › Campaigns**, you need the **Manager creator** role or above. - You see the campaigns you created, pilot or co-pilot. Admins see all campaigns; scoped admins see those created by people in their scope. - A **Manager** who is a person in charge doesn't have the **Campaigns** menu: they reach their campaigns from **Team Survey › My surveys › As person in charge**, where they can read results but not manage the campaign. ## The Campaigns list Go to **Team Survey › Campaigns**. Two tabs are available: | Tab | Content | |---|---| | **Current** | Campaigns that have started. Columns: **Title**, **Participants**, **Completion** (share of submitted sheets), **Start date**, **Deadline**, **Tags**. Click a row to open the campaign. | | **Upcoming** | Scheduled campaigns whose start date is in the future. They can't be opened; see [Launch a Team Survey campaign](https://www.openaleph.io/docs/surveys/launch-a-team-survey#scheduled-campaigns). | In **Current**, search by title and filter by **Start date**, **Participants total**, **Completion**, **Creator** or **Tags**. The completion tag is red at 0 %, orange in between and green at 100 %. ### Row menu in the Current tab Click **...** on a row: - **Edit deadline**: pick a new deadline (dates in the past aren't allowed). - **Edit campaign tags**: add or remove tags to organise campaigns. - **Manage co-pilots**: add or remove co-pilots. - **Relaunch campaign**: opens a new draft with the same settings and participants. - **Send email to participants**: sends an invitation email to all participants (hidden when completion is 100 %). - **Delete campaign**: moves the campaign to the deleted campaigns. ### Export several campaigns Tick campaigns (or none to export everything the list currently shows) and click the export icon (**Export to .xlsx**). See [Export results](https://www.openaleph.io/docs/surveys/team-survey-results#export-to-excel). ## The campaign page Click a campaign in **Current**. The header shows its title, the **Current** tag (or **Deleted**) and its period. The page has three tabs: **Overview**, **Participants** and **Answers**. The top bar has: - The co-pilot icon (**Co-pilot**): opens **Manage co-pilots**. - The export icon (**Export to .xlsx**). - The **More** menu: **Download the last export** (when an export is ready), **Edit deadline**, **Manage pilots**, **Delete campaign**. If the last export failed, the menu says **The last export did not finish**. ### Overview tab The **Progress report** shows: - The completion rate, the number of participants, **Responses in progress** and **Responses submitted**. - A doughnut chart of submitted, in-progress and not-started sheets. - **Survey completion - Category**: a bar chart that compares completion by employee attribute. Pick the attribute in the **Field** list (for example a department or location field). Completion counts only sheets that are still part of the campaign: declined sheets are left out. ### Participants tab The table lists every participant with: | Column | Meaning | |---|---| | **Participant** | Name and picture. On an anonymized campaign, everyone is shown as **Participant** with an anonymous avatar. | | **Template** | The questionnaire used, with **Version:** and the date it was frozen. | | **Answers** | The sheet status: **Not started**, **In progress**, **Submitted** or **Disabled** (the participant declined). | Filter by **Completion** to see, for example, only people who haven't started. Searching by name isn't available on anonymized campaigns. The toolbar above the table offers: - **Add participant**: opens **Add a participant**. Choose the person in **Who should answer the survey?** and click **Add**. They get a sheet on the same questionnaire. No email is sent automatically: invite them from their row. - **Send notifications**: choose **Send invitation email** or **Send reminder email**. It applies to the ticked participants, or to everyone listed (with your search and filters) if nobody is ticked. The confirmation window says how many people will receive it. - **Delete** (shown when participants are ticked): removes them from the campaign after confirmation. Each row has a **...** menu: | Action | What it does | |---|---| | **See participant profile** | Opens their profile in a new tab (not on anonymized campaigns). | | **See answers** | Opens their sheet read-only. | | **Send invitation email** | Sends them the invitation again. | | **Send reminder email** | Sends a reminder, only if they haven't submitted. | | **Close this survey** | Locks the sheet: the participant can no longer change or submit it. | | **Reopen this survey** | Unlocks a submitted or closed sheet. It goes back to **In progress** (or **Not started** if empty) and the participant must submit again. | | **Put back on the campaign** | For a participant who declined: re-enables their sheet with what they had already written. | | **Remove from campaign** | Removes the participant and their sheet from the campaign. | > **Note:** Reminders are never sent to people who have already submitted or who declined. If nobody is left to remind, you see "Nobody left to write to." There are no automatic reminders: send them yourself when needed. ### Answers tab Shows the results question by question, exactly as on the results page. See [Read Team Survey results](https://www.openaleph.io/docs/surveys/team-survey-results). ## Pilots and co-pilots Both run the campaign and have the same access to it. - **Manage pilots** (in **More**) lists the persons in charge chosen in the wizard. Search a person to add them, or click **Remove**. Only manager creators and above can be added here (the wizard's **Person in charge** list also offers managers). - **Manage co-pilots** (co-pilot icon, or **Manage co-pilots** in the Campaigns list) works the same way. Co-pilots are picked among manager creators and above. When a campaign is relaunched, its pilots are copied to the new draft; co-pilots aren't. ## Change the deadline Use **Edit deadline** in the **More** menu or in the Campaigns list, pick a date and confirm. Only the deadline of a running campaign can be changed; its start date can't. The deadline is shown to participants and in emails, and a survey stops appearing in their home page **Next up!** section after it. > **Note:** Participants can still open and submit their sheet from **My surveys** after the deadline, as long as it's not closed. To stop late answers, use **Close this survey** on the sheets concerned. ## Delete, restore and permanently delete 1. Click **Delete campaign** (in **More** or in the Campaigns list) and confirm in **Delete the campaign?**. Deleted campaigns are stored for 30 days, then permanently deleted. 2. While deleted, the campaign is read-only: participants see "This survey belongs to a deleted campaign. No actions are allowed." and can't answer. 3. To get it back, go to **Team Survey › Campaigns**, open the **...** menu at the top and click **View deleted campaigns**. Restore it, or delete it permanently. You can also open the deleted campaign and use **Restore** or **Delete permanently** in its top bar. Permanent deletion removes the campaign, its sheets and its answers. It can't be undone. ## Common questions ### A participant says they didn't receive the invitation. Invitations are sent only if you chose **Yes, send emails** at launch or sent them later. Participants added after launch are never invited automatically. Open **Participants**, find the person and click **Send invitation email** in their row. Also ask them to check their spam folder and their notifications in OpenAleph. ### Can I see who hasn't answered on an anonymous campaign? The **Answers** column still shows each sheet's status, but without names. You can send reminders to everyone who hasn't submitted without knowing who they are. ### A participant submitted by mistake. Can they change their answers? Yes, if you reopen their sheet: **...** then **Reopen this survey**. They must submit again afterwards. ### What's the difference between declining and being removed? A participant declines themselves from **My surveys**; their sheet becomes **Disabled** and stays in the list so you can **Put back on the campaign**. **Remove from campaign** is done by a person in charge and deletes the sheet. ### I'm a person in charge but I can't send reminders. Managing a campaign needs the Manager creator role or above. With the Manager role, you can read results from **My surveys › As person in charge** only. Ask the campaign creator or an admin. --- # Answer a team survey Source: https://www.openaleph.io/docs/surveys/answer-a-team-survey Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > How employees find, answer, save, submit or decline the team surveys they are invited to, from the web app, the home page or an email. When you're a participant in a Team Survey campaign, you have your own answer sheet. You can answer in several sittings: every answer is saved automatically, and nothing is sent until you click **Submit**. ## Find your surveys You can reach a survey in three ways: - **Email or notification**: the invitation and reminder emails, and the matching push and in-app notifications, contain a direct link to your sheet. - **Home page**: surveys you still have to answer appear in the **Next up!** section, with a **Start survey** or **Continue survey** button, until their deadline. - **Team Survey › My surveys**: the full list. On **My surveys** (page title **Surveys**, "Share your voice, shape what comes next"), employees see their sheets directly. Managers and above see two tabs: **As participant** (their own sheets) and **As person in charge** for the campaigns they run (see [Read Team Survey results](https://www.openaleph.io/docs/surveys/team-survey-results)). Use the switch at the top to filter: | Filter | Shows | |---|---| | **To do** | Surveys you haven't submitted yet. | | **Done** | Surveys you have submitted. | | **All** | Everything. | Type in the search bar to find a survey by campaign title. Each card shows the campaign title, the **Deadline** and a status tag: | Status | Meaning | |---|---| | **Not started** | You haven't answered anything yet. | | **In progress** | You've started; your answers are saved but not submitted. | | **Done** | You've submitted. Your answers are read-only. | | **Not required** | You declined the survey. | ## Answer the survey 1. Click the survey card (or the link in your email). The survey opens. 2. At the top you see the **Deadline**, your name as **Respondent** and the campaign title, then the survey description and, if there is one, a video. 3. Answer each question: - **Open question**: type your answer in the text box. - **Rating**: click a value on the scale. - **Multi-choice**: select one option. - A **Comment** box appears under some questions if the author allowed comments. 4. Questions marked with `*` are required. 5. Your answers are saved as you go. The tag in the top bar shows **Saving...**, then **Auto-saved**. If it shows **Not saved**, the last change wasn't recorded: check your connection and try again. 6. You can leave and come back later from **My surveys** or the home page; your answers will be there. ### Navigate long surveys - If the survey has chapters, click the menu icon (**Chapters**) in the top bar to open the list of chapters and jump to one. - If the survey is available in other languages, click the translate icon (**Translate**) and choose a language, or **Source language** for the original. Only the questions change language; your answers stay as you wrote them. ## Submit your answers 1. Click **Submit** in the top bar. 2. If a required question is empty, a message tells you how many are missing and those questions are highlighted in red. Answer them and click **Submit** again. 3. The **Submit your answers?** window reminds you that once submitted, your answers can no longer be edited. Click **Submit** to confirm. 4. The message "Your answers have been submitted" appears. The sheet moves to **Done** and becomes read-only. You can open a submitted survey at any time to read your answers and comments. ## Decline a survey If you don't want to take part: 1. In **Team Survey › My surveys**, find the survey card. 2. Click **Decline survey**, then **Decline** in the **Decline this survey?** window ("You will not be able to answer it after declining."). 3. The survey shows **Not required**. You can decline only before you submit, while the campaign is running. What you had already written is kept: if you change your mind, ask the person in charge of the campaign to put you back on it. ## Anonymous surveys The invitation email tells you whether answers are anonymous. On an anonymous campaign, the people who read the results don't see your name or picture next to your answers, and results can't be filtered down to fewer than five people. Your own name still appears on your own sheet, because only you see it. See [Anonymity in Team Survey](https://www.openaleph.io/docs/surveys/anonymity). ## On a phone See also [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app). Open the link from your invitation email in your phone's browser, or log in to OpenAleph in the browser and go to **Team Survey › My surveys**. The survey page adapts to small screens. The OpenAleph mobile app doesn't currently have dedicated Team Survey screens. ## Common questions ### I can't find the survey I was told about. Check the **All** filter in **My surveys** and the search bar. If it's not there, you may not be a participant yet, or the campaign hasn't started (scheduled campaigns appear on their start date). Ask the person in charge. ### The Submit button isn't there. The sheet is read-only: you've already submitted it, the person in charge closed it, you declined it, or the campaign was deleted. The status tag in the top bar tells you which. ### I submitted too early. Can I change my answers? Not by yourself. Ask the person in charge of the campaign to reopen your survey; you'll then be able to edit and submit it again. ### The page says "This survey can no longer be answered." The campaign was closed or deleted while you were answering, or your sheet was closed. The page reloads in read-only mode. ### I see "Campaign Deleted". The campaign was deleted by its organiser. No action is possible; click **Go to my surveys**. ### Can I answer after the deadline? The survey disappears from the home page after its deadline, but as long as your sheet isn't closed you can still open it from **My surveys** and submit it. Your organiser may close late sheets at any time, so answer before the deadline. --- # Read Team Survey results Source: https://www.openaleph.io/docs/surveys/team-survey-results Roles: Manager, Manager creator, Scoped admin, Admin, Super admin > Read Team Survey answers question by question, with charts, attribute filters, pinned answers and comments, generate an AI synthesis and export to Excel. Results are read one question at a time. Only **submitted** sheets count: answers from sheets still in progress aren't shown or charted. Results are available as soon as the first participant submits and update as more answers come in. ## Before you start You can read the results of a campaign if you created it, are one of its persons in charge (pilots) or co-pilots, or are an admin (a scoped admin, for campaigns of people in their scope). ## Where to find the results - **Persons in charge (any role from Manager)**: go to **Team Survey › My surveys**, open the **As person in charge** tab and click a campaign. The results page opens. - **Manager creators and admins**: go to **Team Survey › Campaigns**, open a campaign and click the **Answers** tab. It shows the same content, with the rest of the campaign tools around it. ### The As person in charge tab This tab lists the campaigns you run, with a switch: | Filter | Shows | |---|---| | **Current** | Started campaigns where not everyone has submitted yet. | | **Completed** | Campaigns where every participant has submitted. | | **Upcoming** | Campaigns that haven't started yet. | Each card shows the **Deadline** and how many participants have submitted (for example "12/30 submitted"). Use the search bar to find a campaign by title. ## Read the answers to a question 1. In the **Answers** section, pick a question in the **Question** list. Chapters and paragraphs aren't listed. 2. The question title appears with the number of answers. 3. For **Rating** and **Multi-choice** questions, a bar chart shows how many people chose each value or option. Open questions have no chart. 4. Below, each answer is listed with the respondent's name and picture, the answer and, if they left one, their comment. On an anonymized campaign, respondents are shown as **Respondent 1**, **Respondent 2** and so on, with an anonymous avatar. ## Filter by employee attribute Two lists next to the question let you narrow the results to a group of employees: 1. **Category**: an employee attribute set up in your company (for example job title, department or site). 2. **Type**: the value to keep, or **All**. The answer list and the chart are recalculated from the matching respondents only. > **Important:** On an anonymized campaign, a filter must cover at least 5 people. Otherwise the answers are withheld and you see **Too few answers to show**: "This campaign promised anonymity, so a filter has to cover at least 5 people before their answers can be shown." Choose a broader filter. See [Anonymity in Team Survey](https://www.openaleph.io/docs/surveys/anonymity). ## Pin answers Click the pin icon on an answer to pin it, for example to keep the most telling comments. Pinned answers are shared by everyone reading the campaign. Tick **Show only pinned answers** to list only them; the count then shows "(pinned)". Click the pin again to unpin. ## Comment on an answer 1. Click the speech-bubble icon on an answer. The **Comments** panel opens. 2. Type in **Add a comment** and click **Comment**. 3. The participant who wrote the answer receives an email, a push and an in-app notification saying you commented, with your comment. 4. You can delete your own comments with the bin icon. Admins can also delete other people's comments. > **Note:** Commenting requires the Manager creator role or above (on a campaign you run) or the Admin role. On a deleted campaign, pins and comments are disabled. ## AI synthesis For how Aleph AI works across OpenAleph, see [Aleph AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant). AlephAI can summarise all the submitted answers of a campaign. 1. Open the campaign from **Team Survey › Campaigns** (the campaign page, not the results page). 2. Click **Ask AlephAI** in the top navigation bar. The **AI-powered synthesis** panel opens (marked Beta). 3. Click **Generate synthesis**. The synthesis appears in the panel after a few moments. 4. Use the icons at the top of the panel: - **Copy**: copies the synthesis to the clipboard. - **Download PDF**: the PDF is generated in the background ("Your pdf is being generated.") and you're notified when it's ready. - **Regenerate synthesis**: available once new answers have been submitted since the last synthesis, or after an error. Rules: - Generating needs at least one submitted sheet and the right to manage the campaign (Manager creator or above, running the campaign, or admin). Other readers of the campaign can read an existing synthesis. - The synthesis is saved: everyone who opens the campaign sees the latest one. - Answers are sent to the AI without any name, whether or not the campaign is anonymized. - The **Ask AlephAI** button is disabled on pages that don't support AI. ## Export to Excel Other exports available in OpenAleph are listed in [Exports and reports](https://www.openaleph.io/docs/administration/exports-and-reports). 1. Click the export icon (**Export to .xlsx**) in the campaign's top bar, or tick campaigns in **Team Survey › Campaigns** and click the same icon. 2. In **Export data**, choose the **Export type**: - **Progress** (Monitor campaign completion): a **Campaigns** sheet (ID, title, dates, owners, anonymous yes/no, number of participants, submitted, completion rate) and a **Respondents** sheet with each sheet's status and submission date. - **Answers** (Focus on responses and insights): the same, plus one column per question with each respondent's answers. 3. The **File format** is **XLSX**. **Data** shows whether you export all campaigns or the selected ones. 4. Click **Export**. The file is generated in the background and downloaded automatically after a few seconds. You can close the message in the meantime. 5. To get the file again later, use **More › Download the last export** on the campaign page. From the Campaigns list, if nothing is ticked, the export covers every campaign currently listed (with your search and filters). For non-anonymized campaigns, the Respondents sheet includes names, emails and organisation fields. For anonymized campaigns, those columns are left out and each response has only a number. Declined sheets aren't exported. ## Common questions ### Why don't I see answers from someone who has started? Only submitted sheets count. Answers from sheets that are **In progress** appear once the participant submits. ### The chart and the number of answers changed when I picked a filter. That's expected: both are recalculated from the respondents matching the **Category** and **Type** you selected. Choose **All** to go back to everyone. ### I see "Too few answers to show". The campaign is anonymized and your filter matches fewer than 5 respondents. Pick a broader value or **All**. ### The Ask AlephAI button is greyed out. It only works on a campaign page (**Team Survey › Campaigns › a campaign**), not on the results page opened from **My surveys**. If **Generate synthesis** refuses, nobody has submitted yet, or you don't have the right to manage the campaign. ### Can participants see the results? No. Participants only see their own sheet. Results are for the campaign's creator, persons in charge, co-pilots and admins. --- # Anonymity in Team Survey Source: https://www.openaleph.io/docs/surveys/anonymity Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > What the Anonymize answers setting hides, what stays visible, the 5-person filter threshold, exports, AI and why the setting is locked after launch. A Team Survey campaign can be run with names or anonymously. The choice is made by the campaign creator with the **Anonymize answers** switch ("Participants' profile pictures and names are anonymized.") in the **Participants** step of the wizard. This page explains exactly what that means, for participants and for the people reading the results. ## When is the setting chosen? - It is set in the campaign wizard, step **Participants**, under **Participants settings**. It is off by default. - The **Summary** step shows it as **Anonymise answers: Yes/No**. - The invitation email and the campaign-started email say whether answers are anonymous. - Once the campaign is running, it **can't be changed**, in either direction. This guarantees that answers given anonymously never get a name attached afterwards, and vice versa. - A relaunched campaign copies the setting into the new draft, where you can still change it before launching. ## What an anonymized campaign hides For everyone reading the campaign (creator, persons in charge, co-pilots and admins alike): | Place | What you see | |---|---| | Results and the **Answers** tab | **Respondent 1**, **Respondent 2**... with an anonymous avatar instead of names and pictures. | | **Participants** tab | Every row shows **Participant** with an anonymous avatar. There is no **See participant profile**, and the search box doesn't search by name. | | Excel exports | No name, email or organisation columns (such as department or site). Each response only has a number. | | AI synthesis | Answers are sent to the AI without names (this is also true for non-anonymized campaigns). | | Emails to persons in charge | There is no email when someone submits, so nobody learns who answered when. | The names aren't just hidden on screen: they are left out of the results and of export files. ## The 5-person threshold for filters On the results page you can filter answers by an employee attribute (**Category** and **Type**). On an anonymized campaign, if the filter matches **fewer than 5 respondents**, OpenAleph doesn't show the answers or the chart. Instead you see **Too few answers to show** and a message saying the filter must cover at least 5 people. This prevents a filter such as "site = a small office" from revealing one person's answers. How many people matched isn't shown either. Without any filter (**All**), every answer is shown, whatever the number of respondents. ## What stays visible Anonymity protects the link between a person and their answers. Some things remain visible to the people running the campaign: - **Who is a participant**: they chose the participants, and each participant's sheet exists in the list (without a name). - **Completion**: the status of each sheet (**Not started**, **In progress**, **Submitted**, **Disabled**) and the completion rate. These are counts, not answers. - **Reminders**: they can send reminders to everyone who hasn't submitted, without knowing who they are. - **The content of answers**: open answers and comments are shown as written. If a participant writes something that identifies them, it will be read as is. - **Their own comments**: comments written by persons in charge on an answer are signed with their name. ## What the participant sees - Their own sheet always shows their name as **Respondent**: only they (and nobody else) see it that way. - They see whether the campaign is anonymous in the invitation email. - If a person in charge comments on one of their answers, the participant is notified by email, push and in-app notification. ## Non-anonymized campaigns When **Anonymize answers** is off, names and pictures appear next to each answer, in the participants list and in exports (with email and organisation fields), and filters can be as narrow as you like. The filters use the member attributes described in [People attributes](https://www.openaleph.io/docs/administration/people-attributes); see also [Member data and privacy](https://www.openaleph.io/docs/administration/data-and-privacy). ## Common questions ### Can I turn anonymity on after launch because participants asked for it? No, the setting is locked once the campaign is running. Delete the campaign (or leave it) and relaunch a new one with **Anonymize answers** turned on. Participants will have to answer again. ### Can an admin see who wrote an anonymous answer? No. Admins see anonymized campaigns the same way as persons in charge: without names in results, lists or exports. ### Why do I see "Too few answers to show" even though many people answered? Your filter matches fewer than 5 of them. Choose a broader value or **All**. ### Is my survey anonymous? Check your invitation email: it says whether answers are anonymous. If in doubt, ask the person in charge before answering. --- # Client survey overview Source: https://www.openaleph.io/docs/surveys/client-surveys-overview Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > What Client survey is, how satisfaction surveys reach external clients by email, the dashboard, statuses and who can do what. **Client survey** lets your company collect satisfaction feedback from the organisations it works for. Each client has a primary contact who receives the survey by email and answers from a public link, without an OpenAleph account. It is separate from [Team Survey](https://www.openaleph.io/docs/surveys/launch-a-team-survey), which surveys your own employees. > **Note:** Client survey is a module licensed per company. If you don't see **Client survey** in the sidebar, your company doesn't have it enabled; ask your admin. ## The Client survey menu | Page | What it's for | |---|---| | **Dashboard** | Key figures and the latest surveys sent and answered. | | **Clients** | The list of client sites, their contacts and assigned members. See [Manage clients](https://www.openaleph.io/docs/surveys/client-survey-clients). | | **Templates** | The questionnaires you can send. See [Create a client survey template](https://www.openaleph.io/docs/surveys/client-survey-templates). | ## Key concepts - **Client**: a client site with a name, a location, an optional category, a primary contact (full name, email, phone) and **assigned members**, the people from your company who work with this client, each with a role. - **Template**: Rating, Yes/No and Open questions, always ending with a **Global rating** question in stars. - **Survey**: one template sent to one client. The questions are copied when the survey is sent, so later template edits don't change it. - **Global rating**: the score (for example 4/5) given to the last question, shown on cards and in the notification email. ### Survey statuses | Status | Meaning | |---|---| | **Sent** | The email was sent; the client hasn't opened the link yet. | | **Viewed** | The client opened the survey link but hasn't submitted. | | **Answered** | The client submitted their answers. | ## Who can do what | Action | Employee / Manager | Manager creator | Scoped admin / Admin / Super admin | |---|---|---|---| | See the Dashboard and open survey answers | Only surveys they're an assigned member of | Only surveys they're an assigned member of | All surveys | | Browse **Clients** and **Templates** | Yes | Yes | Yes | | Send a survey | No | Yes | Yes | | Add, edit, import, deactivate clients | No | No | Yes | | Create, edit, duplicate, delete templates | No | No | Yes | > **Permissions:** A manager creator who sends a survey without being one of its members can't open it afterwards. Add yourself as an assigned member of the client if you want to follow its surveys. ## The Dashboard Go to **Client survey › Dashboard** (page title **Survey**). It shows: 1. Four figures, based on the surveys you can see: **Survey sent**, **Responses received**, **Pending** and **Active clients**. 2. The **Send new survey** button. See [Send a client survey](https://www.openaleph.io/docs/surveys/send-a-client-survey). 3. The **...** menu with **Export surveys (XLSX)** and **View inactive clients**. 4. **Latest feedback**, sorted by most recent response: one card per survey with the client's name and picture, the template, the date (**Sent** or **Received**), the status tag, the **Global rating** (or **Awaiting response**) and the assigned members. Search the list, or filter it by **Client**, **Template** or **Status**. Click a card to open the answers. See [Read client survey results](https://www.openaleph.io/docs/surveys/client-survey-results). ## How it works end to end 1. An admin creates the clients and assigns members. 2. An admin creates at least one template. 3. A manager creator or admin sends a survey from the Dashboard, a client page, or to several clients at once from the Clients list. 4. The client's primary contact receives an email "Satisfaction survey from" your company, with an optional personal message and a **Fill in the survey** link. 5. The client answers one question per screen and submits. The status becomes **Answered**. 6. The person who sent the survey receives a "Survey completed" email with the global rating and a link to the answers. ## Mobile Client survey isn't available in the OpenAleph mobile app; use the web app. Clients can answer the public survey page from any device, including a phone. ## Common questions ### What's the difference with Team Survey? Team Survey is for your employees, who log in to answer, with campaigns, anonymity and advanced results. Client survey is for external clients, who answer from an email link without an account, one client per survey. ### The dashboard is empty but surveys were sent. You only see surveys where you're an assigned member, unless you're a scoped admin or admin. Ask an admin to add you to the client's members. ### Can the client answer twice? No. Once submitted, opening the link again shows "You have already completed this survey." Send a new survey to collect new feedback. --- # Manage clients Source: https://www.openaleph.io/docs/surveys/client-survey-clients Roles: Scoped admin, Admin, Super admin > Add, import, edit, deactivate and export the client sites that receive client surveys, and assign company members with roles to each client. Clients are the organisations or sites that receive your satisfaction surveys. Each one has a primary contact, who receives the survey email, and assigned members from your company, who are linked to its surveys. Clients are managed in **Client survey › Clients**. ## Before you start - Everyone with access to Client survey can browse the list and open a client. - Adding, editing, importing, activating and deactivating clients needs the **Scoped admin** role or above. - Sending a survey to clients needs the **Manager creator** role or above. ## The Clients page Go to **Client survey › Clients**. The list shows your active clients: | Column | Meaning | |---|---| | **Client** | Name and picture, with the category and location below. | | **Contact** | The primary contact's name. | | **Surveys** | Number of surveys sent, and how many were answered (for example "3 responses"). | | **Last response** | Date of the latest answered survey. | | **Status** | **Active** or **Inactive**. | Use the search bar ("Search clients, sites, contacts...") and the filters **Status**, **Category** and **Location**. The **...** menu at the top gives **View inactive clients**, **Import clients CSV** and **Export clients CSV**. Each row has a **...** menu: - **View detail**: opens the client page. - **Export feedback (CSV)**: exports this client's surveys and answers. - **Edit client**: opens the edit window. - **Mark as inactive** / **Mark as active**. ## Add a client 1. Click **Add new client**. 2. Under **Client information**: - Click **Upload photo** to add a logo or picture (optional). - Enter the **Client name*** and the **Location***. - Pick a **Category*** (required), or type a new one and choose the "(new category)" entry to create it. 3. Under **Primary contact**, enter the contact's **Full name***, **Email*** and optionally **Phone**. The survey email is sent to this address. 4. Under **Assigned members** ("Select members from your company and assign each one a role for this client."), use **Select members*** to add at least one person from your company, then give each of them a **Role** (pick one, or type a new one and choose the "(new role)" entry). 5. Click **Add client**. The message "New client created successfully." appears. > **Tip:** Assigned members are added to every survey sent to this client when surveys are sent in bulk, and can be picked individually when sending one survey. They can then see those surveys on their dashboard. ## Edit a client Click **Edit client** in the row menu or on the client page, change the fields and click **Save changes**. You can add or remove assigned members and change their roles. Surveys already sent keep the members they were sent with. ## Import clients from Excel 1. In the **...** menu, click **Import clients CSV**. The **Import clients** window opens. 2. Click **Download template** to get the Excel model, then fill in one row per client. Columns: - **Name** (required) - **Location** - **Category** (created if it doesn't exist; if you enter several separated by commas, only the first is used) - **Contact Name** (required) - **Contact Email** (required, must be a valid email, and unique in the file) - **Member 1 Email**, **Member 1 Role**, **Member 2 Email**, **Member 2 Role**... (as many pairs as you need). The email must belong to an OpenAleph user of your company, and a role is required when an email is filled in. - **Status** 3. Drag the file into the window or click **Upload a file**. Only the `.xlsx` format is accepted. 4. A summary shows how many clients were **Created**, **Updated** and **Skipped**, with **Errors** (rows skipped, for example a missing required field) and **Warnings** (for example a member email not found), each with its line number. A client whose **Contact Email** already exists is updated instead of duplicated. ## Deactivate and reactivate a client - Click **Mark as inactive** in the row menu or on the client page. The client disappears from the main list and can no longer receive bulk surveys. Past surveys and answers are kept. - To reactivate it, open **View inactive clients** (from the Clients or Dashboard **...** menu) and click the **Mark as active** icon. ## The client page Click a client to open its page (**Back to clients** returns to the list). It shows: - The client's name, category, location and status tag, with **Edit client**, **Send new survey** and a menu to mark it inactive or active. - On the left, the surveys sent to this client, most recent first, each with its date, status (**Sent** or **Answered**), overall rating and members. Click one to see the answers. If none were sent yet: "Send the first survey to this client to get started." - On the right, the client details (**Member since**, **Category**, **Location**), the **Contact** (**Name**, **Email**, **Phone**) and the **Assigned members** with their roles. ## Export clients Click **Export clients CSV** in the **...** menu. The file is generated in the background and downloads automatically after a few seconds. ## Common questions ### I can't add a client. Adding a client requires the Scoped admin, Admin or Super admin role. Ask one of them. ### A client page says No surveys yet, but surveys were sent. Unless you're a scoped admin or admin, you only see the surveys you were included in as a member. ### An imported member was skipped. Their email doesn't match any OpenAleph user of your company, or no role was filled in next to it. Check the **Warnings** list, fix the file and import it again: existing clients are updated, not duplicated. ### Can I delete a client? Use **Mark as inactive**: the client leaves the list but its history is kept. ### The survey went to the wrong person. The survey email always goes to the client's primary contact **Email**. Edit the client to fix it, then send a new survey. --- # Create a client survey template Source: https://www.openaleph.io/docs/surveys/client-survey-templates Roles: Scoped admin, Admin, Super admin > Create, edit, preview, duplicate, delete and restore the questionnaires sent to clients, with Rating, Yes/No and Open questions and the Global rating. A client survey template defines the questions a client answers. Templates are reusable: the same one can be sent to any number of clients and adapted at any time. They are managed in **Client survey › Templates**. ## Before you start - Everyone with access to Client survey can see the templates and preview them. - Creating, editing, duplicating and deleting templates needs the **Scoped admin** role or above. - Client survey templates are separate from Team Survey templates. ## The Templates page Go to **Client survey › Templates**. The list shows: | Column | Meaning | |---|---| | **Template name** | Click a row to preview the template. | | **Description** | What the template is for. | | **Questions** | Number of questions. | | **Uses** | How many times it has been sent. | | **Last updated** | Date of the last change. | Search with "Search templates…". The **...** menu at the top gives **View deleted templates**. Each row's menu offers **Duplicate**, **Edit** and **Delete**. ## Create a template 1. Click **New template**. 2. Under **Template information**, enter the **Template name*** (for example "Standard member rating") and an optional **Description** ("What is this template used for?"). 3. Under **Questions**, write each question in **Question text…** and pick its **Question type**: - **Rating**: the client gives a number of stars. Choose how many in **Stars** (3 to 10). - **Yes/No**: the client answers Yes or No. - **Open question**: the client types a free answer. 4. Click **Add question** to add more, and the remove icon to delete one. 5. A new template starts with the **Global rating** question, and the questions you add are inserted above it, so it is always last: a star rating whose text and type can't be changed and that can't be removed. You can only choose its number of **Stars**. Its score is the one shown on dashboard cards and in the completion email. 6. Click **Create template**. If a required field is empty, it's highlighted and the template isn't saved. A template without any question can't be saved either ("Add at least one question."). > **Note:** Every question must be answered by the client before they can move to the next one. There is no optional question. ## Preview a template Click a template in the list. The page shows the questionnaire with a **Preview** tag: stars for ratings, **Yes** / **No** buttons, and a "Your answer..." box for open questions. **Back to templates** returns to the list. ## Edit a template In the row menu, click **Edit**, change what you need and click **Save changes**. Edits apply to surveys sent from now on. Surveys already sent keep the questions they were sent with. ## Duplicate a template Click **Duplicate** in the row menu to create a copy, for example to make a variant for another type of client. ## Delete and restore a template 1. Click **Delete** in the row menu, then confirm in **Delete template?**. Deleted templates are stored for 30 days before being permanently removed. 2. To restore one, open **View deleted templates** in the **...** menu at the top of the page. You can also delete it permanently from there. Surveys already sent with a deleted template stay readable. ## Common questions ### I can't save a new template. Creating templates requires the Scoped admin, Admin or Super admin role. Ask one of them. ### Why can't I edit the last question? It's the fixed **Global rating** question that every client survey ends with. You can only change its number of stars. ### I edited a template. Will clients who already received it see the change? No. A survey keeps the questions it was sent with. Only new surveys use the new version. ### Someone tried to send a survey and saw "No templates yet". There is no template yet. An admin must create one first ("You need to create a template before you can send a survey."). --- # Send a client survey Source: https://www.openaleph.io/docs/surveys/send-a-client-survey Roles: Manager creator, Scoped admin, Admin, Super admin > Send a satisfaction survey to one client or to many clients at once, what the client receives, and how they answer from the public link. Sending a survey creates a copy of the chosen template for one client and emails a unique link to the client's primary contact. You can send to one client at a time or to a selection of clients in one go. ## Before you start - You need the **Manager creator** role or above. - At least one template must exist. If there is none, you see **No templates yet** with a **Create a template** button (template creation needs the Scoped admin role or above). - The client must exist in **Client survey › Clients** with a valid primary contact email. See [Manage clients](https://www.openaleph.io/docs/surveys/client-survey-clients). ## Send a survey to one client 1. Go to **Client survey › Dashboard** and click **Send new survey**, or open a client in **Client survey › Clients** and click **Send new survey**. 2. In the **Send new survey** window ("Fill in the fields below to send a satisfaction survey to a client."): - **Template**: choose the survey format to send. - **Client**: select the client site the survey is addressed to. - **Members**: select the members assigned to this client to include in the survey (optional). They'll be able to see the survey and its answers. - **Personal message (optional)**: a note (up to 400 characters) shown at the top of the survey email. 3. Click **Send survey**. The message "Survey sent successfully" appears and the survey shows on the dashboard with the status **Sent**. ## Send a survey to several clients 1. Go to **Client survey › Clients**. 2. Tick the clients (use search and filters to narrow the list, or select all). 3. Click the send icon (**Send survey**) above the list. 4. In the **Send survey to ... clients** window: - Check the number of **clients selected**. - Choose the **Template** to send to all selected clients. - Add an optional **Personal message**, included at the top of each survey email. 5. Click **Send survey**. The message "Surveys sent successfully" appears. In bulk mode: - Each client receives its own survey, and **all its assigned members are included automatically**. - Inactive clients are never included. - A client that already has a survey of the same template in progress (status **Sent** or **Viewed**) is skipped, so nobody receives the same survey twice before answering. ## What the client receives The client's primary contact receives an email: - Subject: "Satisfaction survey from" followed by your company name, with your company logo. - A message explaining that your company is asking for feedback about the services provided at their location, followed by your personal message if you wrote one. - A **Fill in the survey** button that opens the survey. The email and the survey page are in the language of the person who sent it (English or French). ## How the client answers The link opens a public page: no account or password is needed. 1. The page shows your company name and a progress indicator ("1 of 5"). 2. One question is shown at a time: stars for a **Rating** (with "3 out of 5"), **Yes** / **No** buttons, or a text box ("Write your answer here…"). 3. **Next** stays disabled until the question is answered. **Back** returns to the previous question. 4. On the last question, **Submit** sends the answers. A **Thank you!** screen appears ("Your feedback helps us improve. We truly appreciate your time.") with the global rating they gave. When the client first opens the link, the survey status changes from **Sent** to **Viewed**. When they submit, it becomes **Answered**, and the person who sent the survey receives a "Survey completed" email with a **View survey responses** link. If the link is opened again after submission, the page says "You have already completed this survey." If the link is wrong or no longer exists, it says "This survey link is no longer valid." and asks the client to contact the sender. ## Common questions ### I can't send a survey. Sending a survey requires the Manager creator role or above. Ask a manager creator or an admin. ### The client says they didn't receive the email. Check the client's primary contact **Email** in **Client survey › Clients** and ask them to check their spam folder. There is no resend button: send a new survey if needed. ### Some clients were not included in my bulk send. They were inactive, or they already had a survey of that template waiting for an answer. ### Can I change a survey after sending it? No. The questions are copied when the survey is sent. Editing the template only affects future surveys. ### I sent a survey but can't open it now. Unless you're a scoped admin or admin, you only see surveys where you're one of the selected members. Include yourself in **Members** when sending, or ask an admin to add you to the client. --- # Read client survey results Source: https://www.openaleph.io/docs/surveys/client-survey-results Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Read a client's answers, follow figures on the dashboard, find a client's survey history and export client survey data to Excel. Each answered client survey has its own page with every answer. The dashboard gives an overview of all surveys you can see, and exports let you analyse them in Excel. ## Before you start - Scoped admins, admins and super admins see every client survey of the company. - Everyone else sees only the surveys they were included in as a member. ## Dashboard figures **Client survey › Dashboard** shows four figures calculated on the surveys you can see: | Figure | Meaning | |---|---| | **Survey sent** | Total number of surveys sent. | | **Responses received** | Surveys the client has answered. | | **Pending** | Surveys sent but not opened yet. | | **Active clients** | Number of active clients. | Below, **Latest feedback** lists surveys sorted by most recent response. Each card shows the client, the template, **Received** or **Sent** with the date, the status (**Answered**, **Viewed** or **Sent**), the **Global rating** (for example 4/5) or **Awaiting response**, and the members. Filter by **Client**, **Template** or **Status**, or search. ## Open a survey's answers 1. Click a card on the dashboard, or a survey on a client's page. 2. The header shows the client's picture and name, **Responded at** with the date (or **Awaiting response**), **Sent by** with the sender's name, and the **Members** (click them to see the full list of **Assigned members**). 3. Below are the template name and description, then each question with the client's answer: - Ratings are shown as stars. - Yes/No answers highlight **Yes** or **No**. - Open answers are shown as written. 4. Use **Back to dashboard** or **Back to client** to return. Answers can't be edited or commented on. ## A client's history Open **Client survey › Clients** and click a client. The left column lists all the surveys sent to that client, most recent first, with their status and overall rating. Scroll to load older ones. ## Export | Export | Where | Content | |---|---|---| | **Export surveys (XLSX)** | **Dashboard › ...** | All surveys you can see, with their answers. The file is prepared in the background ("Export started, you will receive the file by email shortly.") and you're notified when it's ready. | | **Export feedback (CSV)** | **Clients**, row menu of a client | That client's surveys and answers. Downloaded automatically after a few seconds. | | **Export clients CSV** | **Clients › ...** | The list of clients. Downloaded automatically after a few seconds. | ## Notifications When a client submits, the person who sent the survey receives an email "Survey completed" with the client's name, their global rating and a **View survey responses** link to the survey page. Members included in the survey see the answer on their dashboard. ## Common questions ### A survey shows Viewed for days. The client opened the link but didn't submit. There is no automatic reminder; contact them directly or send a new survey. ### Why is the global rating missing on a card? The client hasn't answered yet (**Awaiting response**). ### Can I see a client's answers without being an admin? Yes, if you were included as a member of that survey. Otherwise ask an admin. ### I didn't receive the Export surveys file. Large exports can take a few minutes. Check your email (including spam) and your OpenAleph notifications, then try again if needed. --- # Survey notifications and emails Source: https://www.openaleph.io/docs/surveys/notifications-and-emails Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Every email, push and in-app notification sent by Team Survey and Client survey, who receives it, when, and what it contains. This page lists every message the two survey products send, so you know who is told what and when. Nothing is sent automatically on a schedule: apart from the launch and completion messages, emails go out only when someone clicks a send button. For notifications in general (bell, email, push), see [Notifications and emails](https://www.openaleph.io/docs/getting-started/notifications). ## Team Survey | Message | Recipient | When | Channels | |---|---|---|---| | **Your team survey has started** | The campaign creator | When the campaign starts (at launch, or on the start date for a scheduled campaign). Always sent. | Email | | **Invitation** ("Your answers are needed for...") | Each participant | At launch if **Yes, send emails** was chosen (on the start date for a scheduled campaign), or when a person in charge clicks **Send invitation email** or **Send email to participants** | Email, push, in-app | | **Reminder** ("A reminder about...") | Participants who haven't submitted | When a person in charge clicks **Send reminder email** | Email, push, in-app | | **New comment** | The participant who wrote the answer | When a person in charge comments on one of their answers | Email, push, in-app | | **Export ready** | The person who asked for it | When an Excel export or AI synthesis PDF is ready | In-app notification / automatic download | ### What the emails contain - **Campaign started**: the campaign name, start date, deadline, number of respondents, whether answers are anonymous, and a **See the survey** button to the campaign page. - **Invitation**: the campaign name, the deadline to reply before, whether answers are anonymous, and an **Answer the survey** button that opens the participant's own sheet. - **Reminder**: the campaign name, the closing date and an **Answer the survey** button. - **New comment**: who commented, the campaign name, the comment and a **Check the survey** button. Emails are sent in each recipient's language. ### Rules worth knowing - Invitations and reminders are never sent to participants who declined. Reminders are never sent to those who already submitted. - Adding a participant to a running campaign doesn't send anything: send them an invitation from their row. - No email is sent to persons in charge when someone submits. This protects anonymous campaigns; follow completion on the campaign page instead. - There is no automatic reminder before the deadline. - On a deleted campaign, no email can be sent. ## Client survey | Message | Recipient | When | Channels | |---|---|---|---| | **Satisfaction survey from** your company | The client's primary contact email | When a survey is sent (one client or in bulk) | Email | | **Survey completed** | The person who sent the survey | When the client submits | Email | - The survey invitation shows your company logo and name, the optional personal message and a **Fill in the survey** button. It's written in the sender's language (English or French), as is the public survey page. - The completion email contains the client's name, the global rating given and a **View survey responses** button. - There is no reminder or resend for client surveys: send a new survey if needed. ## In the app - Team Survey sheets you still have to answer appear on the home page in **Next up!** with **Start survey** or **Continue survey**, until their deadline. - The OpenAleph mobile app doesn't currently have Team Survey screens. To answer, use the link in the email or open **Team Survey › My surveys** in a web browser (it works on phones too). ## Common questions ### A participant says they never got an invitation. Check that invitations were sent (at launch or later) and that the person wasn't added after launch. Resend from the campaign's **Participants** tab with **Send invitation email**. ### Can I stop OpenAleph from emailing participants at launch? Yes: answer **No** in the **Send invitation emails?** window. The campaign-started email to the creator is still sent. ### Who is told when a client answers? The person who sent the survey, by email. Members included in the survey can see the answer on their dashboard. --- # Goals Source: https://www.openaleph.io/docs/goals Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Set individual goals for employees, measure them with a clear indicator, follow progress with statuses and comments, and get a company-wide view. The **Goals** module lets your company give each employee clear, measurable individual goals, follow their progress over the year and keep a written trail of every update. A goal always belongs to one person (the assignee), has a deadline, and is measured by an indicator (true/false, number, percentage or multi-choice). Managers follow their team's goals, admins get a company-wide dashboard, and goals can be created straight from a finished [skills review](https://www.openaleph.io/docs/skills). > **Note:** Goals is a licensed module. If you don't see **Goals** in the sidebar, your company may not have the module enabled; ask your admin (see [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences)). ## Goals or OKR? OpenAleph has two separate modules for objectives. They don't share data. | | Goals | OKR | |---|---|---| | What it is | Individual goals, one per person | Company or team Objectives broken down into measurable Key Results | | Structure | Flat: one goal = one assignee + one indicator | Hierarchical: OKR plan › Objective › Key Result › child Key Result | | Typical use | Yearly objectives, development goals, action plans after a review | Quarterly or yearly company strategy shared by several people | | Progress | The assignee's indicator value, plus a customisable workflow status | Calculated automatically and rolled up from Key Results to the plan | | Statuses | Company-defined statuses (for example Not started, In progress, Completed) | Fixed: Current, Upcoming, Finished, Archived | See [OKR](https://www.openaleph.io/docs/okr) for the other module. ## Key concepts | Term | Meaning | |---|---| | Goal | A measurable objective assigned to one employee, with a title, an optional description and a deadline. | | Assignee | The employee the goal is for. Each goal has exactly one assignee. When you create a goal for several people, OpenAleph creates one separate goal per person. | | Responsible | The person accountable for following the goal. By default it's the assignee's direct manager (or the creator if the assignee has no manager). It can be changed. | | Creator | The person who created the goal. | | Indicator | How the goal is measured: **True/False**, **Number**, **Percent** or **Multi-choice**. It holds a starting value, a goal (target) value and the current value. | | Completion | The progress tag computed from the indicator (for example "40 / 100", "60% / 100%", or the option picked). It turns green when the goal value is reached. | | Status | A workflow label chosen from the list your admins define (by default **Not started**, **In progress**, **Completed**). It is independent from the indicator. | | Template | A reusable goal definition (title, description, deadline, indicator) that pre-fills new goals. | | Related items | Links between a goal and the skills review cycles it came from. | | Last events | The activity log of a goal: every value update, change and comment. | ## Who can do what | Action | Employee | Manager | Manager creator | Scoped admin | Admin / Super admin | |---|---|---|---|---|---| | See and update their own goals (value, status, comments) | Yes | Yes | Yes | Yes | Yes | | Edit or delete their own goals | Yes | Yes | Yes | Yes | Yes | | See **Team Goals** (goals of their reports) | No | Yes | Yes | Yes | Yes | | Update the goals of direct reports | No | Yes | Yes | Yes | Yes | | Create goals | No | No | Yes | Yes | Yes | | Create and manage **Templates** | No | No | Yes | Yes | Yes | | Open the **Dashboard** | No | No | No | Yes (their population) | Yes (whole company) | | Permanently delete a goal | No | No | No | Yes | Yes | | Create, rename, reorder and delete **Statuses** | No | No | No | View only | Yes | > **Permissions:** a goal can be viewed by its assignee, the assignee's managers (direct and indirect), its creator, and admins (scoped admins only for employees in their population). It can be updated by its assignee, the assignee's direct manager and admins. Access levels are explained in [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access); scoped admins in [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins). ## Where to find it In the sidebar, open **Goals**. Depending on your role you will see: - **My Goals**: your own goals. - **Team Goals**: the goals of the people who report to you (managers and above). - **Dashboard**: every goal of the company, as a table or a Kanban board (scoped admins and admins). - **Templates**: the company's goal templates (manager creators and above). - **Statuses**: the list of goal statuses (admins). Your own goals also appear on the home page ("Key Results & goals" section), managers get a **Team goals** section on the home page, and each employee profile has a **Goals** section (see [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile)). ## Typical workflow 1. An admin checks the goal statuses in **Goals › Statuses** (three default statuses exist: Not started, In progress, Completed). 2. A manager creator or an admin prepares templates in **Goals › Templates** for recurring goals. 3. A manager creator creates goals for their team in **Goals › Team Goals** (or from a finished skills review), picking a template or starting from scratch. Each assignee gets a notification and an email. 4. During the year, the employee (or their manager) opens the goal, clicks **Update current value**, adds a comment, and moves the status forward. 5. The manager follows everything from **Team Goals**; admins use the **Dashboard** and its Kanban board. 6. When the goal value is reached, the goal shows as achieved and the assignee is notified (if someone else recorded it). ## Notifications and emails See also [Notifications and emails](https://www.openaleph.io/docs/getting-started/notifications) for how notifications work across OpenAleph. | Event | Who is notified | Channel | |---|---|---| | A goal is created for you by someone else | The assignee | In-app notification, mobile push and email ("You've been assigned a new goal") with a **View goal** link | | Someone else updates your goal and it reaches its goal value | The assignee | In-app notification, mobile push and email ("Goal achieved") | | Someone else deletes your goal | The assignee | Email | Nothing is sent when you act on your own goal (for example if you create a goal for yourself or record your own achievement). ## Mobile app See [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app) to install and sign in. The OpenAleph mobile app has a **Goals** app with **My Goals** and **Team Goals** tabs (filters by year, and for team goals by team scope and status). From a goal you can see its details, **Update current value**, read the last events and add comments. Creating goals, templates, the dashboard and statuses are available on the web app only. ## Pages in this section - [My goals](https://www.openaleph.io/docs/goals/my-goals): find and read your goals, filter by year, restore deleted goals. - [Create a goal](https://www.openaleph.io/docs/goals/create-a-goal): the three-step creation wizard, indicator types, assignees and responsible. - [Update progress and follow a goal](https://www.openaleph.io/docs/goals/update-progress): update the current value, change the status, comment, edit, reassign, link and delete. - [Team goals](https://www.openaleph.io/docs/goals/team-goals): follow and manage your team's goals as a manager. - [Goal templates](https://www.openaleph.io/docs/goals/templates): create reusable goal templates. - [Goals dashboard](https://www.openaleph.io/docs/goals/dashboard): company-wide KPIs, table and Kanban board. - [Goal statuses](https://www.openaleph.io/docs/goals/settings-and-statuses): customise the statuses used by every goal. - [Goals and skills reviews](https://www.openaleph.io/docs/goals/goals-in-reviews): create goals from a review and link goals to review cycles. --- # My goals Source: https://www.openaleph.io/docs/goals/my-goals Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Find your goals in Goals › My Goals, read their progress and deadline, switch year, open a goal and restore deleted goals. **My Goals** is your personal list of goals: everything that has been assigned to you, with its status, responsible person, deadline and completion. Everyone who has access to the Goals module has this page. Your manager can see the same list. ## Open your goals 1. In the sidebar, go to **Goals › My Goals**. 2. The page header reads **My Goals** with the reminder "Here is the list of all your goals. This goal list is visible by your manager." 3. Use the year selector at the top right of the list to choose a year. Only goals whose **deadline** falls in the selected year are listed. Each year shows a counter with the number of goals due that year. Use the arrows (or click the previous/next year) to move between years. The current year is selected by default. 4. Type in **Search a goal** to filter by title. 5. Click a row to open the goal page. ## What the list shows | Column | What you see | |---|---| | **Goal** | The indicator icon (toggle for True/False, hashtag for Number, percent sign for Percent, checkbox for Multi-choice), the goal title and "Updated" + date of the last change (or "Never updated"). | | **Status** | The workflow status (for example Not started, In progress, Completed) with its colour. **Not set** if the goal has no status. | | **Responsible** | The person accountable for the goal, usually your manager. | | **Deadline** | The due date of the goal. | | **Completion** | The progress tag: for a Number goal "current / goal", for a Percent goal "current% / goal%", for True/False and Multi-choice the value currently selected. A goal created in the wizard starts at its starting value (for example "0 / 10"). **Not yet set** is shown when the goal has no current value (for example a True/False goal still at its starting value). | | (menu) | The three-dot menu with **Edit goal**, **Set related items** and **Delete goal**. | ### Completion colours | Colour | Meaning | |---|---| | Blue | No value recorded yet. | | Red | The current value is still the starting value (or zero), or a True/False goal is not reached yet. | | Orange | In progress: the value moved but the goal value is not reached. For Multi-choice, an option was picked that isn't one of the target options. | | Green | Goal value reached. | ## Create a goal for yourself If you are a manager creator, a scoped admin or an admin, the **New Goal** button is available at the top of the page. Goals you create here are always assigned to you (the assignee field is locked) and the responsible defaults to your direct manager. See [Create a goal](https://www.openaleph.io/docs/goals/create-a-goal). > **Note:** Employees and managers can't create goals. Their goals are created by a manager creator or an admin, or from a skills review. If you think a goal is missing, ask your manager. ## Open a goal Click any row to open the goal page. From there you can update the current value, change the status, read the history and comment. See [Update progress and follow a goal](https://www.openaleph.io/docs/goals/update-progress). The **Back to my goals** button brings you back to the list. ## Deleted goals When a goal is deleted it goes to a trash for 30 days before being permanently removed. 1. On **My Goals**, click the three-dot menu next to the page title. 2. Choose **View deleted goals**. 3. In the list, you can: - **Restore** a goal: it comes back to your list with all its history. - Open it to look at it (a deleted goal is read-only; its page shows **Restore** and **Delete permanently** buttons). - **Delete permanently** (scoped admins and admins only). This can't be undone. ## Viewing another employee's goals Managers and admins can open the goal list of a specific employee (for example from their profile). The page then reads "{name}'s goals" and "Here is the list of all the goals of this employee." It works exactly like My Goals, and goals created from it are assigned to that employee. ## Common questions ### I don't see Goals in the sidebar. Your company may not have the Goals module enabled. Ask your admin. ### Why is my list empty when I know I have goals? Check the year selector: the list only shows goals whose deadline is in the selected year. Look at the counters on the neighbouring years. ### Can my manager see my goals? Yes. Your direct manager and the managers above them can see your goals, as well as the person who created them and your admins. ### Can I delete a goal that was assigned to me? Yes, the assignee can delete their own goal from the three-dot menu. It stays in **View deleted goals** for 30 days and can be restored. If you delete a goal by mistake, restore it from there. ### Can I see my goals on my phone? Yes, in the OpenAleph mobile app, open **Goals › My Goals**. You can read your goals, update the current value and add comments. --- # Create a goal Source: https://www.openaleph.io/docs/goals/create-a-goal Roles: Manager creator, Scoped admin, Admin, Super admin > Create a goal from scratch or from a template, choose the assignees, the responsible, the deadline and how the goal is measured. Goals are created with the **New Goal** wizard. You pick a starting point (blank or a template), fill in who the goal is for and what it is about, choose how it will be measured, then check a summary before creating it. ## Before you start - You need the **Manager creator**, **Scoped admin**, **Admin** or **Super admin** access level. - Every goal needs a title, a deadline and an indicator. - If you want to reuse a definition, create a template first in [Goal templates](https://www.openaleph.io/docs/goals/templates). ## Where to start The **New Goal** button is available in several places. The place you start from changes who can be picked as assignee and responsible: | Starting point | Assignee(s) | Responsible | |---|---|---| | **Goals › My Goals** | Locked to you | Defaults to your direct manager | | An employee's goal list | Locked to that employee | Defaults to that employee's direct manager | | **Goals › Team Goals** (button at the top) | One or several people (multi-select) | Locked to you | | **Goals › Team Goals**, **Create goal** on a team member with no goal | Pre-filled with that member | Locked to you | | **Goals › Dashboard** | One person | Empty (you can choose); if left empty, the assignee's direct manager is used | | A finished skills review | Locked to the reviewee | Defaults to you | See [Goals and skills reviews](https://www.openaleph.io/docs/goals/goals-in-reviews) for the review case. ## Step 0: choose how to create the goal 1. Click **New Goal**. The window asks "How would you like to create your goal?". 2. Choose one option: - **Start from scratch**: "Define a brand new goal from a blank slate." - **Use existing template**: "Pre-fill the goal with one of your saved templates." 3. Click **Continue**. 4. If you chose a template: pick the indicator type (**True/False**, **Number**, **Percent** or **Multi-choice**), then choose a template in **Select a template** (only templates of that type are listed). Click **Next**. A template pre-fills the title, description, deadline and indicator. It never pre-fills people: you always choose the assignees yourself. ## Step 1: Goal details 1. **Assignee(s)**: "This objective will be assigned to selected employees." Search and select in **Search employees***. From Team Goals you can select several people (and **Select all**); the counter shows how many are selected. 2. **Responsible**: "Defaults to the direct manager. You can assign someone else." Pick the person accountable for the goal, or leave it as it is. 3. **General information**: "Choose a title, a description and a deadline." - **Title*** (required). - Description: a rich-text editor (bold, lists, links...). - **Deadline*** (required): pick a date. The deadline decides in which year the goal is listed. 4. Click **Next**. If a required field is missing, the message "Please fill all required fields (*)." appears. ## Step 2: How to measure Under **Indicator type** ("Choose an indicator to monitor goal progress."), select one of the four types and fill in its values: | Type | When to use it | Values to fill in | |---|---|---| | **True/False** | Non-quantifiable goals (done / not done). | **Starting value*** and **Goal value***: the two words that describe the goal (for example "Not done" and "Done"). The starting value is used by default, then the goal is reached when the current value is switched to the goal value. | | **Number** | Quantifiable goals. | **Starting value*** and **Goal value*** as numbers (for example 0 and 20 new clients). | | **Percent** | Goals tracked as a percentage. | **Starting value*** and **Goal value*** in percent (for example 0 and 100). | | **Multi-choice** | Goals qualified by a list of outcomes. | A list of options: type each option, click **Add an option** to add more, and tick the checkbox of the option(s) that count as reaching the goal (target value). At least one option is required. | Click **Next**. > **Tip:** Use Number or Percent whenever you can: the progress bar on the goal page then shows how far along the goal is. True/False and Multi-choice goals are either reached or not. ## Step 3: Summary The last step shows the goal title and deadline, the assignee(s) and the responsible, and how the goal will be measured. Use **Back** to correct anything, then click **Create**. The message "Your goal has been created successfully." confirms the creation. ## What happens next - **One goal per assignee**: if you selected five people, five independent goals are created. Each one has its own value, status, comments and history. - **Default status**: each new goal gets the first status of your company's status list (by default **Not started**). See [Goal statuses](https://www.openaleph.io/docs/goals/settings-and-statuses). - **Notification**: each assignee receives an in-app notification, a mobile push notification and an email "You've been assigned a new goal", with the goal title, description, deadline, current value and target value(s), and a **View goal** link. No notification is sent if you created the goal for yourself. - The goal appears in the assignee's **My Goals**, in the manager's **Team Goals** and on the **Dashboard**. ## What can be changed later | Field | Can it be changed after creation? | |---|---| | Title, description, deadline | Yes, with **Edit goal**. | | Responsible | Yes, from the goal page (see [Update progress](https://www.openaleph.io/docs/goals/update-progress)). | | Status | Yes, at any time. | | Related items | Yes, with **Set related items**. | | Assignee | No. Delete the goal and create a new one for the right person. | | Indicator type, starting value, goal value, options | No. Create a new goal if the measure has to change. | ## Common questions ### I don't see the New Goal button. Creating goals requires the Manager creator, Scoped admin, Admin or Super admin access level. Ask your admin if you need it. ### Can I assign one goal to a whole team? You can select several people at once from **Goals › Team Goals**, but OpenAleph creates a separate goal for each person, so everyone tracks their own progress. For a single objective shared by several people, use the [OKR](https://www.openaleph.io/docs/okr) module. ### The template I want isn't in the list. The template list is filtered by indicator type. Pick the type that matches the template first. Deleted templates aren't offered. ### Can I create a goal without a deadline? No, the deadline is required for goals (it is optional only on templates). ### Why can't I change the assignee in the form? When you start from My Goals, from an employee's goal list or from a skills review, the assignee is fixed to that person. Start from **Team Goals** or the **Dashboard** to choose freely. --- # Update progress and follow a goal Source: https://www.openaleph.io/docs/goals/update-progress Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Open a goal, update its current value, change its status, comment, read the history, edit it, change the responsible, link items, delete or restore it. Everything about a single goal happens on its goal page: recording progress, moving the status forward, discussing it in comments and keeping a full history of changes. This page describes each part of the goal page and each action. ## Before you start - You can **view** a goal if you are its assignee, one of the assignee's managers (direct or indirect), its creator, or an admin (scoped admins: employees of their population). - You can **update** a goal (value, status, comments, edit, related items, delete) if you are its assignee, the assignee's direct manager, a scoped admin (for their population) or an admin. - If you don't have update rights, the page is read-only: the status tag isn't clickable and the **Update current value** button is hidden. ## Open a goal Click a goal in **Goals › My Goals**, **Goals › Team Goals**, the **Dashboard**, the home page or an employee profile. You can also follow the **View goal** link of a notification email. If the page shows "This goal could not be found", the goal may have been deleted, or you may not have access to it. ## What the goal page shows - **Back** button (for example **Back to my goals**, **Back to team goals**, **Back to dashboard**) that returns to where you came from. - The goal **title**, its **Deadline**, and its **status tag**. - **Related**: chips for the linked review cycles or campaigns (see [Goals and skills reviews](https://www.openaleph.io/docs/goals/goals-in-reviews)). - The people: **Assignee**, **Responsible** and **Creator**. - The progress block: a bar from start to finish, and the **Starting value**, **Current value** and **Goal value**. For Multi-choice goals, the goal value shows the target option, or "N possible answers" if several options count. - **Update current value** button. - **Description**, if one was written. - At the top right: the history icon (opens **Last events**) and the three-dot menu (**Edit goal**, **Set related items**, **Delete goal**). ### Progress bar colours | Colour | Meaning | |---|---| | Blue | Nothing recorded yet. | | Red | Current value equals the starting value, or a True/False goal is not reached. | | Orange | Progress made, goal value not reached yet. | | Green | Goal value reached (or exceeded). | ## Update the current value 1. On the goal page, click **Update current value**. 2. Depending on the indicator type: - **Number** or **Percent**: type the new value in **Current value**. It must be a whole number, zero or more. - **True/False**: pick one of the two values (for example "Not done" / "Done"). - **Multi-choice**: pick the option that describes the result. 3. Optionally add a **Comment** explaining the update (it is saved with the change in the history). 4. Click **Save**. The message "Goal value has been updated." confirms it. What happens: - The progress bar, completion tag and **Last events** are updated. - The goal counts as **achieved** when the current value equals the goal value (Number, Percent, True/False) or when the option picked is one of the target options (Multi-choice). The history then shows a trophy and "Goal achieved!". - If someone other than the assignee (for example the manager) records the value that achieves the goal, the assignee receives a "Goal achieved" notification, push and email. > **Note:** The current value and the workflow status are independent. Reaching the goal value doesn't change the status automatically: move it to **Completed** (or your equivalent) yourself. ## Change the status 1. Click the status tag under the title (it shows **No status selected** if none is set). 2. Pick a status from the list. The list shows your company's statuses in order; if none exist it shows "No statuses available". The change is saved immediately and logged in **Last events**. Admins can also change statuses by dragging goals on the [Dashboard](https://www.openaleph.io/docs/goals/dashboard) Kanban board. ## Comment and read the history 1. Click the history icon at the top right. The **Last events** panel opens. 2. Read the timeline: each entry shows who did what and when, with the old and new values where relevant. 3. To comment, type in **Add a comment** at the bottom of the panel and press Enter or click the send icon. Events you can find in the history: | Event | Logged when | |---|---| | **Current value updated** | A new value is saved (with its optional comment). | | **Comment added** | A comment is posted without changing the value. | | **Goal status updated** | The status changes. | | **Title updated**, **Description updated**, **Due date updated** | The goal is edited. | | **Responsible updated** | The responsible person changes. | | **Related items updated** | Linked items change. | A comment never changes the current value. ## Edit a goal 1. Open the three-dot menu (on the goal page, or on the row in My Goals / Team Goals) and choose **Edit goal**. 2. Change the **Title**, the description or the **Due date**. 3. Click **Save**. "Goal has been updated successfully." confirms it. The assignee, the indicator type and the starting and goal values can't be edited. ## Change the responsible 1. On the goal page, hover over the **Responsible** person and click the pencil icon (**Change responsible**). 2. In **Edit responsible**, search a person with **Search by name**. 3. Click **Save**. > **Permissions:** the responsible can be changed by the goal's creator, a manager of the assignee (direct or indirect) or the current responsible. Admins who are none of these don't see the pencil. ## Set related items Use **Set related items** (three-dot menu) to link the goal to the skills review cycles the assignee took part in. See [Goals and skills reviews](https://www.openaleph.io/docs/goals/goals-in-reviews). ## Delete and restore a goal 1. Open the three-dot menu and choose **Delete goal**. 2. Confirm in "Goal will be deleted". Deleted goals are kept for 30 days, then permanently deleted. If you deleted a goal that isn't yours, the assignee receives an email telling them the goal was deleted. To restore it, go to **My Goals** or **Team Goals**, open the page menu and choose **View deleted goals**, then **Restore**. Opening a deleted goal shows a read-only page with **Restore** and, for scoped admins and admins, **Delete permanently** ("This is a permanent action."). ## Common questions ### The Update current value button is missing. You don't have update rights on this goal (for example you are an indirect manager, or the creator but not the assignee's manager), or the goal is deleted. ### The value I type is refused. For Number and Percent goals, the current value must be a whole number, zero or more (no decimals, no negative values). ### I reached my goal but the status still says In progress. The status is a separate workflow label. Click the status tag and pick the completed status. ### Can I change the goal value once the goal is created? No. Create a new goal with the right values, then delete the old one if needed. ### Can I edit or delete a comment? Comments on goals can't be edited or deleted. Add a new comment to correct information. --- # Team goals Source: https://www.openaleph.io/docs/goals/team-goals Roles: Manager, Manager creator, Scoped admin, Admin, Super admin > As a manager, follow the goals of your direct or extended team in Goals › Team Goals, filter them, open, edit and create goals for team members. **Team Goals** gives managers a view of the goals of the people who report to them, grouped by person. From here you can open any goal, update your direct reports' goals, and (if you are a manager creator or above) create new goals for your team. ## Before you start - **Team Goals** is visible to managers and above. Employees don't see it. - Only people who report to you appear: your direct reports by default, or your whole reporting line (reports of your reports) with the extended scope. - Creating goals requires the Manager creator access level or above. ## Open Team Goals 1. In the sidebar, go to **Goals › Team Goals**. The page reads "View and manage all your team's goals." 2. The list shows one card per team member, sorted by last name: their photo, name, job title and a tag with their number of goals. 3. Cards with goals are expanded; click a card header to collapse or expand it. 4. Each goal line shows the indicator icon and title, the **Responsible**, the **Deadline** and the completion tag, plus a three-dot menu. ## Filter and search - **Year selector**: only goals with a deadline in the selected year are shown. Each year shows its goal count. - **Search**: finds goals by title and team members by name. - **Filters**: - **Team scope**: **My Team** (your direct reports, the default) or **My Extended Team** (everyone in your reporting line). - **Status**: one or several goal statuses. ## Work on a team member's goal - Click a goal line to open the goal page (the back button reads **Back to team goals**). You can also open a team member's goals from their profile, in the **Goals** section (see [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile)). See [Update progress and follow a goal](https://www.openaleph.io/docs/goals/update-progress). - From the three-dot menu of a goal line: - **Edit goal**: change the title, description and due date. - **Set related items**: link the goal to the review cycles this person took part in. - **Delete goal**: move the goal to the trash (kept 30 days). The team member is notified by email. > **Permissions:** as a manager you can update the goals of your **direct** reports. For people further down your reporting line (extended team) you can view goals but not update them, unless you are an admin. ## Create goals for your team 1. Click **New Goal** at the top of the page, or **Create goal** on a team member who has no goal yet ("No goals yet"). 2. Follow the wizard described in [Create a goal](https://www.openaleph.io/docs/goals/create-a-goal). From Team Goals: - you can pick **several assignees** at once; one separate goal is created for each person; - the **Responsible** is locked to you. 3. Click **Create**. Each assignee is notified. ## Deleted team goals Open the menu next to the page title and choose **View deleted goals** to see the deleted goals of your team. You can **Restore** them, or open them. Permanent deletion is reserved for scoped admins and admins. ## Team goals on the home page and mobile - The home page shows a **Team goals** section with your team's goals and a **Go to team goals** link. - In the mobile app, **Goals › Team Goals** lists your team's goals by person, with filters for year, team scope (direct or extended team) and status. ## Common questions ### I'm a manager but I can't create goals for my team. Creating goals requires the Manager creator access level (or an admin level). As a manager, you can follow and update your direct reports' goals, and your admin or a manager creator can create them. ### One of my reports is missing from the list. Check the **Team scope** filter and that the person's manager is set to you in their profile (see [Edit, deactivate and restore members](https://www.openaleph.io/docs/people/edit-and-deactivate-users)). People reporting to your reports only appear with **My Extended Team**. ### The member card says No goals yet, but they have goals. The list only shows goals due in the selected year. Switch year with the year selector. ### Can I see goals my team members created in the OKR module? No. OKR objectives and key results live in the [OKR](https://www.openaleph.io/docs/okr) module and are not listed in Team Goals. --- # Goal templates Source: https://www.openaleph.io/docs/goals/templates Roles: Manager creator, Scoped admin, Admin, Super admin > Create, edit, delete and restore goal templates in Goals › Templates, then use them to pre-fill new goals. Goal templates are reusable goal definitions: a title, a description, an optional deadline and an indicator. When someone creates a goal with **Use existing template**, the template pre-fills everything except the people. Templates are shared by the whole company: every manager creator and admin sees and can manage all of them. ## Before you start - You need the Manager creator, Scoped admin, Admin or Super admin access level. Employees and managers don't see **Templates**. - Editing a template never changes goals that were already created from it. ## Browse templates 1. In the sidebar, go to **Goals › Templates**. The page reads "Create and manage goal templates for the whole company." 2. The table lists each **Template** (indicator icon and title), its **Deadline** ("None" if not set) and its **Last update**. 3. Use **Search** to find a template by title. 4. Click a row to open and edit the template. ## Create a template 1. Click **New template**. The **Create template** page opens. 2. In **General information** ("Choose a title, a description and a deadline."): - **Title*** (required). - Description (optional). - **Deadline** (optional). If you set one, goals created from the template get this deadline pre-filled. 3. In **Indicator type** ("Choose an indicator to monitor goal progress."), choose **True/False**, **Number**, **Percent** or **Multi-choice** and fill in its values: - True/False, Number and Percent: **Starting value*** and **Target value***. - Multi-choice: type the options, use **Add an option**, and tick the option(s) that count as the target. 4. Click **Save**. If you close the page before saving, a "Your settings will be lost" warning asks you to confirm: "The template hasn't been created yet. If you continue, all your settings will be lost." ## Use a template 1. Click **New Goal** (from My Goals, Team Goals, the Dashboard or a skills review). 2. Choose **Use existing template**, then **Continue**. 3. Pick the indicator type, then the template in **Select a template**. Click **Next**. 4. The wizard opens with the title, description, deadline and indicator already filled in. Choose the assignees and responsible, adjust what you need, and click **Create**. See [Create a goal](https://www.openaleph.io/docs/goals/create-a-goal). ## Edit a template 1. Click the template in the list. The **Edit template** page opens. 2. Change any field and click **Save**. Goals already created from the template keep their original content. ## Delete and restore a template 1. In the list, open the three-dot menu of the template and choose **Delete template**. 2. Confirm in "Template will be deleted". "Deleted templates are stored for 30 days. After this period, they will be permanently deleted." To get a template back: 1. Open the menu next to the page title and choose **View deleted templates**. 2. Click **Restore** on the template, or **Delete permanently** to remove it for good. Opening a deleted template shows a read-only page with **Restore** and **Delete permanently** buttons at the top. ## Common questions ### I can't find my template when creating a goal. In the wizard, templates are listed by indicator type. Select the type of your template first (for example **Number**). Deleted templates are not offered. ### Can I restrict a template to one team? No. Templates are a company-wide library visible to every manager creator and admin. ### If I change a template, are existing goals updated? No. A template only pre-fills new goals. Goals keep the values they had when they were created. --- # Goals dashboard Source: https://www.openaleph.io/docs/goals/dashboard Roles: Scoped admin, Admin, Super admin > Get a company-wide view of all goals in Goals › Dashboard with KPIs, filters, a table view and a Kanban board by status. The Goals **Dashboard** is the admin view of every active goal in the company (or, for scoped admins, of their population). It shows four key figures, a filterable table, and a Kanban board where you can move goals from one status to another by drag and drop. ## Before you start - The Dashboard is available to **Scoped admins**, **Admins** and **Super admins**. - Scoped admins only see goals of the employees in their population (see [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins)). Admins see the whole company. - Deleted goals are not included. ## Open the dashboard In the sidebar, go to **Goals › Dashboard**. The page reads "A company-wide view of all goals." ## Key figures | Card | What it counts | |---|---| | **Total goals** | All active (not deleted) goals you can see. | | **Achieved goals** | Goals whose indicator has reached its goal value. | | **Due this month** | Goals whose deadline is in the current calendar month. | | **Active members** | The number of different employees who have at least one goal. | > **Note:** "Achieved" is based on the indicator value, not on the workflow status. A goal moved to "Completed" without reaching its goal value isn't counted as achieved. ## Table view The **Table** view lists goals with these columns: **Goal**, **Member** (the assignee), **Responsible**, **Deadline**, **Progress** (the completion tag) and **Status**. Click a row to open the goal (the back button reads **Back to dashboard**). - **Search a goal** filters by title. - **Filters** let you narrow the list by the employee's **Access level**, **Gender**, **Manager**, your company's custom profile fields (see [People attributes](https://www.openaleph.io/docs/administration/people-attributes)), and the goal **Status**. - The list shows 10 goals per page. ## Kanban view 1. Switch the view selector from **Table** to **Kanban**. 2. The board shows one column per status, in the order defined in [Goal statuses](https://www.openaleph.io/docs/goals/settings-and-statuses), plus a first **No status** column. Each column shows its number of goals. 3. Each card shows the goal title, its progress tag, the assignee and the deadline ("No deadline" if missing). 4. **Drag a card** to another column to change the goal's status. The change is saved immediately and logged in the goal's history. Empty columns show "Drop goals here". 5. Click a card to open the goal. Search and filters apply to the Kanban board too. If a column fails to load, it shows "Loading failed." with a **Retry** button. The view you choose is kept in the page address, so you can bookmark or share the Kanban view. ## Create a goal from the dashboard If you can create goals, a **New Goal** button is available at the top of the dashboard. From here you choose a single assignee; the responsible is optional (the assignee's direct manager is used if you leave it empty). See [Create a goal](https://www.openaleph.io/docs/goals/create-a-goal). ## Common questions ### I don't see Dashboard in the Goals menu. The Dashboard is reserved for scoped admins and admins. ### Why does Achieved goals not match the number of goals in my Completed column? The **Achieved goals** figure counts goals whose indicator reached the goal value. The Kanban columns are based on the workflow status, which people set manually. ### Can I export the dashboard? There is no export from the Goals dashboard. ### A goal I dragged went back to its original column. The change couldn't be saved (for example a network problem or missing rights). Refresh the page and try again. --- # Goal statuses Source: https://www.openaleph.io/docs/goals/settings-and-statuses Roles: Admin, Super admin > Create, rename, recolour, reorder and delete the statuses used by every goal of your company in Goals › Statuses. Goal statuses are the workflow labels shown on every goal (for example **Not started**, **In progress**, **Completed**). They appear as coloured tags on goals, as columns of the Kanban board and as filter values. Each company has its own list, managed by admins in **Goals › Statuses**. ## Before you start - Creating, editing, reordering and deleting statuses is reserved for **Admins** and **Super admins**. Scoped admins can open the page but only view the list. - Statuses are independent from the goal's indicator: a goal can reach its goal value while its status is still "In progress", and vice versa. ## Default statuses Every company starts with three statuses: | Position | Status | Colour | |---|---|---| | 1 | Not started | Grey | | 2 | In progress | Orange | | 3 | Completed | Green | The **first status of the list** is automatically given to every new goal. Reorder the list if you want new goals to start with another status. ## Open the settings 1. In the sidebar, go to **Goals › Statuses**. The page reads "Configure the Goals app for your company." 2. The **Goal statuses** section lists each status with its colour and the number of goals that use it ("{count} goals use this status"). "Statuses appear on every goal — Kanban columns, table cells and filters. Drag to reorder." ## Create a status 1. Click **New status** (or **Create your first status** if the list is empty). 2. Under **Label**, type the **Status label*** (for example "On hold"). 3. Under **Color**, choose a colour: Grey, Blue, Green, Red, Purple, Orange, Teal or Pink. 4. Check the **Preview**, then click **Create**. The new status is added at the end of the list and becomes available on every goal immediately. ## Edit a status 1. Open the three-dot menu of the status and choose **Edit**. 2. Change the label or colour in **Edit status**. 3. Click **Save**. The change applies to every goal using this status. ## Reorder statuses Drag a status by its handle (dotted icon on the left) and drop it at its new position. The order is used in the status picker on goals and for the Kanban columns, and the first status becomes the default for new goals. ## Delete a status 1. Open the three-dot menu of the status and choose **Delete**. 2. Confirm in "Delete status?": "The "{label}" status will be removed from your Goals app." Goals that used this status are not deleted: they simply have no status any more. They show **Not set** in lists, **No status selected** on the goal page, and appear in the **No status** column of the Kanban board. > **Important:** deleting a status can't be undone. If you only want to rename it, use **Edit** instead. ## Common questions ### Can I have different statuses per team? No. The status list is shared by the whole company. ### Does moving a goal to Completed mark it as achieved? No. "Achieved" is based on the indicator reaching its goal value. The status is a separate label that people set manually. ### I deleted all statuses. What happens to new goals? New goals are created with no status. Create a status again to use statuses on goals. ### Are status names translated? As long as the three default statuses keep their original names, goals display them in each user's language. Statuses you create or rename are displayed exactly as you typed them. --- # Goals and skills reviews Source: https://www.openaleph.io/docs/goals/goals-in-reviews Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Turn a submitted skills review into a goal, link goals to review cycles with related items, and see previous goals during a review. Goals are connected to the Skills module: a reviewer can turn a finished skills review into a goal for the reviewee, goals can be linked to the review cycles they relate to, and those goals are shown again as context in the next reviews. This page explains each connection. > **Note:** these features need both the Goals and the Skills modules. If your company doesn't have Goals, the "Create a goal" offers don't appear in reviews. ## Create a goal from a submitted review When a reviewer submits a skills review (see [Answer a skills review](https://www.openaleph.io/docs/skills/answer-a-skills-review)), the answers are locked and a **Congratulations!** window appears: "Review submitted successfully, your answers are locked. Want to turn this review into a goal for them? It gets its own owner, deadline and follow-up." 1. Click **Create a goal** (or **Back to reviews** to skip). 2. The **New Goal** wizard opens with: - the **reviewee** as assignee (locked); - **you** as responsible by default (you can change it); - the review's **cycle** already set as a related item. 3. Choose **Start from scratch** or **Use existing template** and complete the wizard as described in [Create a goal](https://www.openaleph.io/docs/goals/create-a-goal). 4. Click **Create**. The reviewee is notified. If you closed the window, you can come back later: open the submitted review and click the **Create a goal** button at the bottom of the answers. > **Permissions:** creating a goal requires the Manager creator access level or above. If you are a manager or an employee, ask a manager creator or an admin to create the goal. ## Create a goal from the review cycle matrix In a review cycle's matrix view, clicking a reviewee opens the **Analysis details** panel (see [Results and exports](https://www.openaleph.io/docs/skills/results-and-exports)). Click **Create new goal** to open the same wizard with this reviewee as assignee and this cycle as related item. ## Link a goal to review cycles (related items) A goal can be linked to one or several skills review cycles. Linked cycles appear as chips under **Related** at the top of the goal page. 1. Open the three-dot menu of a goal (goal page, My Goals or Team Goals) and choose **Set related items**. 2. Select one or several cycles. Only cycles in which the goal's assignee was reviewed are offered, and deleted cycles are excluded. 3. Click **Save**. "Related items updated successfully." confirms it, and the change is logged in the goal's history (**Related items updated**). To remove a link, open **Set related items** again, remove the cycle and click **Save**. From the review side, the **Analysis details** panel of a reviewee shows a **Related** block with the goals linked to that cycle, and an **Edit related** button to choose which of the reviewee's goals are linked. ## Goals from previous reviews When a reviewer opens a review, a **From previous reviews** block shows "What was asked of this person last time. Read-only here.": the goals linked to this person's earlier review cycles. It helps the reviewer start from what was agreed before. ## Opening a related item On the goal page, a related chip with an external-link icon can be clicked to open the cycle or campaign. Review cycles can only be opened by manager creators and above; for other users (for example the assignee) the chip is informational. If a linked cycle is deleted, its chip disappears from the goal; the goal itself isn't affected. ## Common questions ### I submitted a review but didn't see the Create a goal button. The button only appears when the Goals module is enabled and the review is submitted (locked). It isn't shown in the "all answers" view of a review, and it is disabled when the review belongs to a deleted cycle. ### Why isn't my cycle listed in Set related items? Only cycles in which the goal's assignee is a reviewee are listed. Check that the person was part of that cycle and that the cycle isn't deleted. ### Can I link a goal to an interview campaign? The **Set related items** picker lists skills review cycles only. ### Can I create goals from an interview? Not directly from the interview form. Create the goal from **Goals** (for example **Team Goals › New Goal**) after the interview. --- # OKR Source: https://www.openaleph.io/docs/okr Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Run Objectives and Key Results in OpenAleph with OKR plans, objectives, measurable key results, automatic progress roll-up, assignees and check-ins. The **OKR** module (Objectives and Key Results) lets your company set shared, measurable ambitions for a period and follow them together. An **OKR plan** covers a period (a quarter, a year...), contains **Objectives** (what you want to achieve), each measured by **Key Results** (how you know you got there). Progress is calculated automatically from the Key Results and rolls up to the objective and the plan. > **Note:** OKR is a licensed module. If you don't see **OKRs** in the sidebar, your company may not have the module enabled; ask your admin (see [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences)). ## OKR or Goals? OpenAleph has two separate modules. They don't share data, and a company can use one or both. | | OKR | Goals | |---|---|---| | Purpose | Shared company, team or individual ambitions for a period | Personal goals of one employee | | Structure | OKR plan › Objective › Key Result › child Key Result | One flat goal per person | | People | One owner per item, plus any number of assignees | One assignee, one responsible | | Measures | Key Results: Number, Percentage or True/False | Indicator: True/False, Number, Percent or Multi-choice | | Progress | Calculated in % and rolled up automatically (KR › objective › plan) | Each goal on its own | | Statuses | Fixed lifecycle: Current, Upcoming, Finished, Archived | Customisable workflow statuses | | Visibility | Every OKR is visible to everyone in the company | Visible to the person, their managers and admins | | Mobile app | Web only | Available in the mobile app | Use **OKR** for strategy that several people contribute to, and [Goals](https://www.openaleph.io/docs/goals) for individual objectives followed between an employee and their manager. ## Key concepts | Term | Meaning | |---|---| | OKR plan | A container for a period, with a title, a description, an owner, assignees, a start date and a deadline. Its progress is the average of its objectives. | | Objective | A qualitative ambition inside a plan. It has an owner, a scope (Organisation or Individual), optional assignees, a start date and a deadline (the plan's dates by default). Its progress is the average of its Key Results. | | Key Result (KR) | A measurable result that tells whether the objective is reached. It has an owner, assignees, dates and an indicator (Number, Percentage or True/False) with a starting value, a target value and a current value. | | Child Key Result | A Key Result created under another Key Result, to split it into smaller measurable parts. The parent (a "global" Key Result) then gets its progress from its children. | | Owner | The person accountable for a plan, objective or KR (shown as "Person in charge" on the plan and KR headers). | | Assignees | People who contribute to a plan, an organisation objective or its KRs. They can update the item and are notified about it. | | Scope | **Organisation** (a shared objective that can have assignees) or **Individual** (a personal objective, without assignees). | | Status | **Current** or **Upcoming** (set automatically from the start date), **Finished** (set manually), **Archived** (plans only, cascades to everything inside). | | Score | The progress band of a KR: No progress (0–29%), Some progress (30–69%), Good progress (70–99%), Fully achieved (100%). | | Last events | The history and comments of a plan, objective or KR. | ## Who does what | Action | Employee / Manager | Manager creator | Scoped admin | Admin / Super admin | |---|---|---|---|---| | See every OKR plan, objective and KR of the company | Yes | Yes | Yes | Yes | | Create an OKR plan | No | Yes | Yes | Yes | | Edit, change status, archive or delete a plan | If owner, assignee or creator of the plan | If owner, assignee or creator | Yes | Yes | | Create objectives in a plan | If owner, assignee or creator of the plan | Same | Same | Yes (any non-archived plan) | | Edit objectives and KRs, update values | If owner, assignee or creator of the item or of one of its parents | Same | Yes | Yes | See [Visibility and permissions](https://www.openaleph.io/docs/okr/visibility-and-permissions) for details, and [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access) for what each access level means across OpenAleph. ## Where to find it In the sidebar, open **OKRs**: - **Objectives and KRs**: all objectives of the company with their Key Results, filterable by plan, status, progress, scope, owner and deadline. - **OKR Plans**: the list of plans by status (Current, Upcoming, Finished), and the archived plans. Your current Key Results also appear on the home page, in the "Key Results & goals" section (or "Key Results" if your company doesn't use Goals). See [Home page and navigation](https://www.openaleph.io/docs/getting-started/home-and-navigation). ## Typical workflow 1. A manager creator or an admin creates an **OKR plan** for the period in **OKRs › OKR Plans › New OKR plan**, sets its owner and dates, and defines the first objective (and optionally its first Key Result). 2. The plan owner adds the plan's **assignees** and sends them the invitation emails. 3. Owners and assignees add **Objectives** to the plan and **Key Results** to each objective, with an owner, dates and a measure. Big KRs can be split into **child Key Results**. 4. During the period, KR owners and assignees **update the current value** and comment. Progress rolls up to the objective and the plan; owners and assignees are emailed when a KR reaches a new score band. 5. When a KR, objective or plan is done, it is **marked as Finished**. At the end of the period the plan can be **archived**. ## Notifications OKR notifications are sent by email, never to the person who made the change (see also [Notifications and emails](https://www.openaleph.io/docs/getting-started/notifications)): - When you become owner or assignee of a plan, objective or KR (assignees are only emailed if the person adding them chose **Yes, send emails**; items that are still upcoming are notified when they become current). - When an objective is added to a plan you own or are assigned to, or a KR is added to an objective you own or are assigned to. - When a KR you own or are assigned to reaches Some progress, Good progress or Fully achieved. - When a plan, objective or KR you are involved in is marked as finished, archived or deleted. ## Pages in this section - [Objectives and key results](https://www.openaleph.io/docs/okr/objectives-and-key-results): browse the company's OKRs, create and edit objectives and key results. - [OKR plans](https://www.openaleph.io/docs/okr/plans): create plans, manage their status, archive and delete them. - [Update key results](https://www.openaleph.io/docs/okr/update-key-results): record progress, comment, follow the history and mark items as finished. - [Alignment and progress](https://www.openaleph.io/docs/okr/alignment): how plans, objectives, key results and child key results fit together and how progress is calculated. - [Visibility and permissions](https://www.openaleph.io/docs/okr/visibility-and-permissions): who sees what, who can change what, owners and assignees, and emails. --- # Objectives and key results Source: https://www.openaleph.io/docs/okr/objectives-and-key-results Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Browse the company's objectives in OKRs › Objectives and KRs, filter them, and create, edit, finish and delete objectives and key results. **Objectives and KRs** is the main OKR page: it lists the objectives of the company with their Key Results, so everyone can see what the company is working on and how far along it is. From here, owners and assignees also create and manage objectives and Key Results. ## Browse objectives 1. In the sidebar, go to **OKRs › Objectives and KRs**. The page is titled **Objectives and KR’s**, "Current OKRs of your company". 2. Use the controls at the top: - **OKR Plan**: pick a plan, or **All** (default) to see objectives of every plan. - **Show only my OKRs**: on by default. It keeps objectives where you are owner or assignee of the plan, of the objective, or of one of its Key Results (or child Key Results). Turn it off to see every objective of the company. - **Search**: find objectives by title. - **Filters**: **Status** (Current is selected by default the first time you open the page), **Progress**, **Scope**, **Owner** and **Deadline**. 3. Each objective is shown as a card: "Objective | Organizational" or "Objective | Individual", the title, dates, owner and the progress percentage. 4. Click a card to expand it. You see: - **Objective info**: owner, assignees and description; - the progress chart, "Progress during time", with the current progress ("The OKR has ... of progress", or "The OKR has not started yet"); - **Last events**: history and comments of the objective; - the list of its **Key Results**, each with its own progress, which you can expand in turn. Your filters are kept in the page address, so you can bookmark or share a filtered view. ## Create an objective ### Before you start - You can create an objective in a plan if you are the owner, an assignee or the creator of that plan, or if you are an admin. The plan must not be archived. - The **New Objective** button only appears if you can create objectives in at least one current or upcoming plan. ### Steps 1. Click **New Objective** on **Objectives and KRs**, or **New objective** on a plan's page (see [OKR plans](https://www.openaleph.io/docs/okr/plans)). 2. Fill in the **Create Objective** window: - **Parent OKR Plan**: the plan the objective belongs to (already filled and locked when you start from a plan). - **Objective title*** (70 characters max) and, with **Add description**, a description. - **Owner***: the person accountable for the objective. - **Scope***: **Organisation** (a shared objective, which can have assignees) or **Individual** (a personal objective, without assignees). Organisation is selected by default. - **Duration**: **Start date*** and **Deadline***. 3. Click **Create Objective**. "Objective has been created successfully." confirms it. When you start from a plan's page, the owner and the dates are pre-filled with the plan's owner and dates. When you start from **Objectives and KRs**, choose the owner and the dates yourself. The objective's status is **Current** or **Upcoming** depending on its start date. The plan's owner and assignees are emailed that a new objective was added (except you). ## Add a Key Result to an objective 1. Open the objective's three-dot menu and choose **Add Key Result** (or click **Add first Key Result** in an objective that has none: "No Key Result added yet"). 2. Fill in the **Create key result** window: - **Parent Objective**: already filled, read-only. - **General information**: **Key Result title*** (70 characters max) and an optional description. - **Owner**: defaults to the objective's owner. - **Duration**: **Start date*** and **Deadline***, pre-filled with the objective's dates. You can shorten them. - **Indicator type**: see the table below. 3. Click **Create Key Result**. "Starting value is the initial measurement, while Target value is the desired goal. Progress of the Key Result is measured between these two points." | Indicator type | Values | Progress | |---|---|---| | **Number** | **Starting value*** and **Target value*** (whole numbers, for example 0 and 50 demos). | Share of the way from start to target, in %. It can go above 100%. | | **Percentage** | **Starting %*** and **Target %*** (whole numbers, for example 20 and 80). | Same calculation as Number. | | **True/False** | Starting value **False** or **True**, and the opposite as target. | 0% until the value changes, then 100%. | The starting value and the target value must be different. The current value starts at the starting value. The objective's owner and assignees are emailed that a new Key Result was added. To split a Key Result into smaller ones, add **child Key Results** (see [Alignment and progress](https://www.openaleph.io/docs/okr/alignment)). ## Objective actions Open the three-dot menu of an objective card: | Action | What it does | |---|---| | **Add Key Result** | Add a Key Result to the objective. | | **Edit Objective** | Change the title, description, owner or scope. Changing the scope to Individual removes all assignees of the objective and its Key Results. | | **Manage Assignees** | Organisation objectives only. See [Visibility and permissions](https://www.openaleph.io/docs/okr/visibility-and-permissions). | | **Mark as 'Finished'** | Asks "Apply ‘Finished’ to child items?": **Finish all** also finishes all its Key Results and child Key Results; **Only this Objective** finishes the objective alone. | | **Mark as 'Current/Upcoming'** | On a finished objective: "The Objective will revert to ‘Current’ or ‘Upcoming’ status, based on its start date. The status of its Key Results will not be updated." | | **Delete Objective** | "Deleting the Objective will also delete all its Key Results. This is a permanent action." | ## Key Result actions Open the three-dot menu of a Key Result, or the top bar of its page (click the KR, then **View details**): | Action | What it does | |---|---| | **Add Key Result** | Adds a child Key Result (not available on a child Key Result). | | **Edit Key Result** | Change title, description, owner, dates and indicator type/values. The indicator type can't be changed on a KR that has child KRs. | | **Manage Assignees** | Only for KRs of an Organisation objective. | | **Mark as 'Finished'** | Asks whether to **Finish all** (the KR and its children) or **Finish this Key Result**. | | **Mark as 'Current/Upcoming'** | Reverts a finished KR to Current or Upcoming based on its start date. | | **Delete Key Result** | "This action will permanently delete this Key Result. If it contains child Key Results, they will be deleted as well." | Updating the value and commenting are described in [Update key results](https://www.openaleph.io/docs/okr/update-key-results). ## Common questions ### I don't see the New Objective button. You can only create objectives in plans you own, are assigned to or created (or as an admin). Ask the plan owner to add you as an assignee, or ask your admin. ### The page shows fewer objectives than expected. Check **Show only my OKRs** (on by default), the **OKR Plan** selector and the **Status** filter (Current by default). ### I can't add assignees to an objective. Assignees are only possible on **Organisation** objectives. Edit the objective and change its scope, or add the people as owners of Key Results. ### Can I restore a deleted objective or Key Result? No. Deleting an objective or a Key Result is permanent, together with everything under it. ### Can I use OKRs on the mobile app? No, OKRs are available on the web app only. --- # OKR plans Source: https://www.openaleph.io/docs/okr/plans Roles: Manager creator, Scoped admin, Admin, Super admin > Create OKR plans for a period, define their owner, assignees and dates, then mark them as finished, archive, unarchive or delete them. An **OKR plan** groups the objectives of a period (for example "2026 – Q3" or "Sales plan 2026"). It has a title, a description, an owner, assignees, a start date and a deadline. Its progress is the average progress of its objectives. ## Before you start - Creating a plan requires the **Manager creator** access level or above. - Editing, changing the status, archiving or deleting a plan is possible for its owner, its assignees, its creator, scoped admins and admins. - Everyone with access to OKRs can see every plan. ## Browse plans 1. In the sidebar, go to **OKRs › OKR Plans**. The page reads "Set measurable goals using Plans, Objectives, and Key Results." 2. Use the tabs **Current**, **Upcoming** and **Finished** (each shows a count). 3. The table shows the **Title** (with its number of OKRs), **Owner**, **Start date**, **Deadline** and **Progress** (red below 30%, orange from 30 to 69%, green from 70%; blue for upcoming plans). 4. Use **Search** and the **Owner**, **Progress** and **Deadline** filters. 5. Click a plan to open its page. ## Plan statuses | Status | How it is set | |---|---| | **Current** | Automatically, when the start date is today or in the past. | | **Upcoming** | Automatically, when the start date is in the future. It becomes Current on its start date. | | **Finished** | Manually, with **Mark as 'Finished'**. | | **Archived** | Manually, with **Archive**. Archived plans are no longer listed in the tabs. | ## Create a plan 1. On **OKR Plans**, click **New OKR plan**. 2. Step 1 of **Create OKR plan**: - **OKR plan title*** (70 characters max) and, with **Add description**, a description. - **Owner**: defaults to you. - **Duration**: **Start date*** and **Deadline***. 3. Click **Next**. 4. Step 2, **Define your first OKR**: - **Objective***: **Objective title***, owner (defaults to you) and **Scope** (Individual or Organization). - **Key Result** (optional): title, owner and indicator type with its starting and target values. Fill in all Key Result fields or leave them all empty ("Please complete all key result fields or leave them all empty."). 5. Click **Create OKR plan**. "OKR plan has been created successfully." appears and the plan page opens. ## The plan page The plan page shows the plan title and status, its dates, the **Person in charge** (owner) and the **Assignee(s)**, its description, and its objectives in **Current**, **Upcoming** and **Finished** tabs. The top bar gives access to: - the pencil icon (**Edit**): change title, description, owner and dates. Changing the start date recalculates Current/Upcoming; - the history icon (**Last events**): the plan's history and comments; - the **More** menu: **Mark as 'Finished'** or **Mark as 'Current/Upcoming'**, **Archive** or **Unarchive**, **Manage Assignees**, **Delete OKR plan**; - **New objective**: add an objective to this plan (see [Objectives and key results](https://www.openaleph.io/docs/okr/objectives-and-key-results)). ## Mark a plan as finished 1. Choose **Mark as 'Finished'** (plan page **More** menu, or the row menu on the **Current** tab). 2. Confirm: "Marking the status of the OKR plan as ‘Finished’ will not automatically update the status of its Objectives and Key Results." To reopen it, use **Mark as 'Current/Upcoming'**: "The OKR plan will revert to ‘Current’ or ‘Upcoming’ status, based on its start date." The plan's owner, assignees and the people involved in its objectives and KRs are emailed when a plan is finished. ## Archive and unarchive a plan 1. Choose **Archive** and confirm "All Objectives and KRs will be archived": "Archiving the OKR plan will archive all its Objectives and Key Results. Overall and individual progress will no longer be calculated." 2. The plan disappears from the tabs. Its page shows "This plan is archived — To see all objectives, unarchive this OKR plan." No objective can be added to an archived plan. To bring it back, click **View archived OKR plans** in the menu at the top of **OKR Plans**, then the **Unarchive** icon (or **Unarchive** from the plan page). "The OKR plan and all its Objectives and Key Results will revert to ‘Current’ or ‘Upcoming’ based on their dates." ## Delete a plan Choose **Delete OKR plan** and confirm "All Objectives and KRs will be deleted": "Deleting the OKR plan will delete all its Objectives and Key Results. This is a permanent action." Archived plans can also be deleted from **View archived OKR plans** (**Delete permanently**). Owners and assignees of the plan, its objectives and KRs are emailed about the deletion. ## Common questions ### I don't see the New OKR plan button. Creating plans requires the Manager creator access level or above. ### My plan is in Upcoming but it should be running. The status follows the start date. Edit the plan and check its **Start date**. ### Does finishing a plan finish its objectives? No. Mark objectives and KRs as finished separately (an objective can finish all its KRs at once with **Finish all**). Only archiving cascades to everything inside the plan. ### What is the difference between the owner and the assignees of a plan? The owner is the person accountable for the plan. Assignees are the people who contribute to it. Both can edit the plan, add objectives to it and manage it, and both receive the plan's emails. See [Visibility and permissions](https://www.openaleph.io/docs/okr/visibility-and-permissions). --- # Update key results Source: https://www.openaleph.io/docs/okr/update-key-results Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Record progress on a key result, add comments, read the last events, understand scores and mark key results as finished. Key Results are where progress is recorded. Each time the measured value changes, the KR owner or an assignee updates the **current value**, ideally with a short comment. Progress then rolls up automatically to the objective and the plan. ## Before you start - You can update a Key Result if you are its owner, assignee or creator, if you are owner, assignee or creator of its objective, of its plan or (for a child KR) of its parent KR, or if you are a scoped admin or an admin. - A Key Result that has child Key Results (a "global" Key Result) can't be updated directly: its value is calculated from its children. Update the child KRs instead. ## Find your Key Results - On **OKRs › Objectives and KRs**, keep **Show only my OKRs** on, expand an objective and find the KR in its list. - On the home page, the "Key Results & goals" section lists your current and upcoming KRs. - Click a Key Result (or **View details**) to open its page. The top of the page shows the path plan › objective › (parent KR) › KR. ## Update the current value 1. Click **Update current value** (on the KR card or the KR page). 2. Enter the new value: - **Number** or **Percentage**: type the value in **Current value** (a whole number, zero or more); - **True/False**: choose **True** or **False**. 3. Optionally add a **Comment** to explain the change. 4. Click **Save**. "Key Result value has been updated." confirms it. What happens next: - The KR progress, its progress chart ("Progress during time"), its objective and its plan are recalculated. - The change and its comment are logged in **Last events** as **Current value updated**. - If the KR reaches **70% or more**, OpenAleph asks "Mark Key Result as ‘Finished’?": "This Key Result has reached a progress of 70% or more, good job! Do you want to mark its status as ‘Finished’?" Click **Mark finished** or **No, thanks**. - If the KR enters a new score band, its owner and assignees (except you) are emailed. ## Scores and colours | Score | Progress | Colour | |---|---|---| | No progress | 0–29% | Red | | Some progress | 30–69% | Orange | | Good progress | 70–99% | Green | | Fully achieved | 100% and more | Green | Upcoming items show their progress in blue, since they haven't started yet. ## Comment and read the history - Click **Add a comment** on the KR (or type in **Add a comment** at the bottom of the **Last events** panel) to post a comment without changing the value. - Open **Last events** (history icon in the top bar of the KR or plan page, or the **Last events and comments** block of the KR card) to read the timeline: values updated, titles, owners, descriptions, indicator types and statuses changed, Key Results added or deleted, and comments. - A comment can be deleted (**Delete comment**, then confirm "Comment will be deleted") by its author, by the owner of the item, or by an admin. Objectives and plans have the same **Last events** panel and can be commented on too. ## Mark a Key Result as finished 1. Open the KR's three-dot menu (or the **More** menu on its page) and choose **Mark as 'Finished'**. 2. Confirm "Mark Key Result as ‘Finished’?": **Finish all** also finishes its child Key Results; **Finish this Key Result** finishes it alone. A finished KR no longer appears under the **Current** status filter. To reopen it, choose **Mark as 'Current/Upcoming'**: it goes back to Current or Upcoming depending on its start date. Owners and assignees are emailed when a KR is finished. ## Common questions ### The Update current value button is missing. Either you don't have the rights on this KR (you are not its owner, assignee or creator, nor involved in its objective or plan), or the KR has child Key Results and is calculated automatically. ### My value is refused. Number and Percentage values must be whole numbers, zero or more. ### Progress shows more than 100%. For Number and Percentage KRs, progress can exceed 100% when the current value goes beyond the target. In the objective and plan averages, each KR counts for 100% at most. ### Does updating a KR notify people? Only when the KR enters a new score band (Some progress, Good progress, Fully achieved), and never the person who made the update. --- # Alignment and progress Source: https://www.openaleph.io/docs/okr/alignment Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > How OKR plans, objectives, key results and child key results fit together, how dates and statuses cascade, and how progress is calculated and rolled up. OKRs in OpenAleph are organised as a tree. Each level contributes to the one above it, so a change on a single Key Result is reflected in its objective and in the whole plan. This page explains the structure, the scopes and the progress calculation. ## The structure | Level | Belongs to | Example | |---|---|---| | OKR plan | Your company | "2026 – H2" | | Objective | One plan | "Become the reference tool for our clients" | | Key Result | One objective | "Reach an NPS of 50" | | Child Key Result | One Key Result | "Run 40 client interviews" | The tree stops at child Key Results: a child Key Result can't have children of its own. ## Organisation and individual objectives Each objective has a **Scope**: - **Organisation**: a shared objective (company, department or team level). It and its Key Results can have assignees, who contribute and are notified. - **Individual**: a personal objective carried by its owner. It can't have assignees, and neither can its Key Results. Switching an objective to Individual removes all existing assignees of the objective and its KRs. Use the **Scope** filter on **Objectives and KRs** to show one kind or the other. There is no automatic link between objectives of different plans or between the OKR and Goals modules: alignment happens inside a plan, through the tree above and through who owns and contributes to each item. ## Child Key Results Use child Key Results to split a big Key Result into measurable parts, for example per team or per person. 1. Open the Key Result's three-dot menu and choose **Add Key Result**, or open the KR page and click **New Key Result**. 2. The **Parent Key Result** is already set. The child KR takes the parent's dates and owner by default; change them if needed. 3. Choose its indicator and values, then click **Create Key Result**. The parent then becomes a global Key Result: its page lists its children in a **Key Results** block (with **Current**, **Upcoming** and **Finished** tabs), its progress is calculated from them (the value entered on the parent before is no longer used), and **Update current value** disappears. Its indicator type can no longer be changed. ## How progress is calculated | Item | Progress | |---|---| | Number or Percentage Key Result | (current value − starting value) ÷ (target value − starting value), in %, rounded. Never below 0%, can exceed 100%. Works for decreasing targets too (for example from 20 incidents down to 5). | | True/False Key Result | 0% while the current value is the starting value, 100% once it changes. | | Global Key Result (with children) | Average of its child Key Results, each counting for 100% at most. | | Objective | Average of its Key Results (children are counted through their parent), each counting for 100% at most. 0% if it has no Key Result. | | OKR plan | Average of its objectives. 0% if it has no objective. | > **Important:** a Number or Percentage Key Result whose target value is 0 always shows 0% progress. For "reduce to zero" goals, use a True/False Key Result or a target of 1. Example: an objective has two KRs. KR 1 goes from 0 to 10 clients and is at 5 (50%). KR 2 is True/False and done (100%). The objective is at 75%. If the plan has a second objective at 25%, the plan is at 50%. ## Dates and statuses across levels - An objective has its own dates, pre-filled with the plan's dates when you create it from the plan page. A Key Result takes the dates of its objective by default, and a child KR those of its parent; you can adjust KR dates. - Every item is **Current** or **Upcoming** according to its own start date, and switches automatically. - **Finished** is set item by item. When you finish an objective or a KR, you choose whether its children are finished too (**Finish all**). Finishing a plan doesn't finish its content. - **Archiving** a plan archives all its objectives and Key Results; unarchiving brings them all back to Current or Upcoming. - **Deleting** an item deletes everything under it. ## Common questions ### Why can't I update the value of a Key Result? It has child Key Results. Its value is calculated from them. ### Can a child Key Result have its own children? No. The maximum depth is plan › objective › Key Result › child Key Result. ### Can I link an objective to an objective of another plan? No. Each objective belongs to one plan and there is no link between plans. ### Why did my objective's progress not reach 100% when one KR is at 150%? Each Key Result counts for 100% at most in the objective's average, so one KR over its target doesn't make up for another one behind. --- # Visibility and permissions Source: https://www.openaleph.io/docs/okr/visibility-and-permissions Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Who can see OKRs, who can create and edit plans, objectives and key results, how to manage owners and assignees, and which emails are sent. OKRs are meant to be transparent: everyone in the company can see every plan, objective and Key Result. What you can **change** depends on your role and on whether you are owner, assignee or creator of an item or of one of its parents. ## Who sees what - Everyone with access to the OKR module sees all OKR plans in **OKRs › OKR Plans** and all objectives in **OKRs › Objectives and KRs**. - **Show only my OKRs** (on by default on Objectives and KRs) narrows the list to objectives where you are owner or assignee of the plan, the objective, one of its Key Results or child Key Results. Turn it off to see everything. - The home page lists your own current and upcoming Key Results (as owner or assignee). - OKRs are not available in the [mobile app](https://www.openaleph.io/docs/getting-started/mobile-app). ## Who can do what Access levels are described in [Access levels](https://www.openaleph.io/docs/administration/access-levels); for scoped admins, see [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins). | Action | Who | |---|---| | Create an OKR plan | Manager creators, scoped admins, admins, super admins | | Edit a plan, change its status, archive, unarchive, delete it, manage its assignees | Its owner, assignees and creator; scoped admins and admins | | Create an objective in a plan | Owner, assignees or creator of the plan; admins. Not in an archived plan. | | Edit, finish, delete an objective, manage its assignees | Owner, assignees or creator of the objective or of its plan; scoped admins and admins | | Create a Key Result or child KR | Owner, assignees or creator of the objective, plan or parent KR; admins. Not under an archived item. | | Edit, update the value, finish, delete a Key Result, manage its assignees | Owner, assignees or creator of the KR or of any of its parents (parent KR, objective, plan); scoped admins and admins | | Comment | Anyone who can open the item | | Delete a comment | Its author, the owner of the item, admins | Buttons and menu entries you are not allowed to use are hidden. ## Owners Every plan, objective and Key Result has exactly one owner, the accountable person (shown as **Person in charge** on plan and KR headers, **Owner** in lists and forms). The owner is chosen in the create or edit form and defaults to you (for KRs, to the owner of the objective or parent KR). The new owner is emailed when the owner changes. ## Manage assignees Assignees are the contributors of a plan, of an **Organisation** objective, or of a KR of an Organisation objective. 1. Open the item's menu (**More** menu on a plan or KR page, three-dot menu on an objective or KR card) and choose **Manage Assignees**. 2. In **Manage assignees**, select people in the list (search and filters are available). 3. For an objective or a KR, tick **Include assignees from parent.** to add the assignees of the plan (or objective) as well. 4. Click **Continue**. 5. Choose whether to email the new assignees: **Send invitation emails?** › **Yes, send emails** or **No**. Individual objectives (and their KRs) can't have assignees. Archived items can't be changed. ## Emails sent by OKRs The person who performs the action never receives the email. | Event | Recipients | |---|---| | You are made owner of a plan, objective or KR | The new owner | | You are added as assignee | The new assignees, if **Yes, send emails** was chosen. For upcoming items, the email is sent when they become current. | | An objective is added to a plan | The plan's owner and assignees | | A Key Result is added to an objective | The objective's owner and assignees | | A KR reaches Some progress, Good progress or Fully achieved | The KR's owner and assignees | | A plan, objective or KR is marked as finished | Owners and assignees concerned | | A plan is archived | Owners and assignees of the plan and of everything inside it | | A plan, objective or KR is deleted | Owners and assignees of the deleted item and of what it contained | ## Common questions ### Can I hide an OKR from other employees? No. All OKRs are visible to everyone in the company who has access to the module. ### I'm an assignee but I didn't get an email. Emails to assignees are only sent if the person who added you chose **Yes, send emails**, and only once the item is current. ### Why can't I edit an objective I can see? You need to be its owner, an assignee or its creator, or be involved in its plan, or be an admin. Ask the plan owner to add you as an assignee. ### Can a manager edit their team's OKRs automatically? No. OKR rights don't follow the reporting line. A manager needs to be owner, assignee or creator of the item or one of its parents. --- # Skills Source: https://www.openaleph.io/docs/skills Roles: Employee, Manager, Manager creator, Scoped admin, Admin > Overview of the OpenAleph Skills module - skills framework, review templates, skills review cycles, results and the 4-box talent matrix. The **Skills** module helps your company describe the skills expected in each role and assess them through **skills review cycles**. Reviewers (managers, peers, direct reports or the employees themselves) rate each skill on a scale. The results are then analysed per cycle, per skill category and on a **4-box talent matrix** (for example performance versus potential). You find the module in the left navigation under **Apps › Skills**. If you don't see it, your company may not have the Skills module enabled: ask your admin. ## Key concepts | Term | What it means | |---|---| | **Skills framework** | The company catalogue of skills, organised in **skill categories**. Each skill is assigned to **Everyone** or to specific **job titles**, and has a **weight** from 1 to 10. | | **Skill category** | A group of skills (for example "Technical skills", "Leadership"). Categories structure the review forms, the results table and the 4-box axes. | | **Job title** | Set on each member's profile (see [Edit and deactivate users](https://www.openaleph.io/docs/people/edit-and-deactivate-users)); the list of job titles is managed in the [company settings](https://www.openaleph.io/docs/administration/company-settings). It decides which job-specific skills a person is reviewed on. | | **Template** | A reusable review form: a rating scale (1-3, 1-5, 1-7 or 1-10), a set of skills and optional closing questions. | | **Review cycle** | A campaign with a title, a period, a list of **reviewees**, their reviewers and an owner for each reviewee. | | **Reviewee** | The person whose skills are reviewed. | | **Reviewer** | A person who writes a review about a reviewee. A reviewee can have several reviewers, each writing a separate review. | | **Contributor** | A colleague with whom a review is shared: they co-write the same review as the reviewer. Answers are credited to the group. | | **Owner** | The person who oversees all the reviews of a reviewee (by default the reviewee's manager). Called "Responsible" in some emails. | | **Co-pilot** | A person who helps run a whole cycle (tracking progress, managing reviewers). | | **4-box matrix** | A chart that places each reviewee in one of four boxes according to two axes, each scored from the skill categories you choose. | ## Who does what The menu entries depend on your access level: employees see **Skills › Reviews** and **Framework**; managers also see **Company matrix**; manager creators and above also see **Templates**, the **New cycle** button and the cycle pages. See [Roles and access](https://www.openaleph.io/docs/getting-started/roles-and-access) and [Access levels](https://www.openaleph.io/docs/administration/access-levels). | Role | What they can do in Skills | |---|---| | **Employee** | Answers the reviews assigned to them (self-assessment, peer review, review of their manager), sees the reviews they are involved in, reads the skills framework. On their own profile they only see their self-reviews. | | **Manager** | Everything an employee can do, plus: acts as owner of their team members' reviews (view all answers, manage reviewers, send reminders), reviews their team, opens the **Company matrix** for their reports. | | **Manager creator** | Everything a manager can do, plus: creates skills and categories, creates templates and review cycles, and runs the cycles they created or co-pilot. | | **Scoped admin** | Runs the cycles created or co-piloted by people in their population, sees the results and matrix for their population, edits any skill or category. | | **Admin** | Sees and manages every cycle of the company, edits any skill, category or template, manages the company talent matrix and its saved configurations. | > **Permissions:** a manager creator can only edit or delete the skills, categories and templates they created. Admins can edit all of them. ## Pages in this section - [Skills framework](https://www.openaleph.io/docs/skills/skills-framework): create skills and categories, assign them to job titles, set weights. - [Review templates](https://www.openaleph.io/docs/skills/templates): build reusable forms with a rating scale, skills sources and optional questions, and order the questions. - [Create and launch a review cycle](https://www.openaleph.io/docs/skills/create-a-review-cycle): the four-step cycle wizard, reviewers, owners, invitations. - [Manage a review cycle](https://www.openaleph.io/docs/skills/manage-a-review-cycle): follow progress, add or remove reviewees, change owners and reviewers, share reviews, co-pilots, edit, relaunch or delete a cycle. - [Answer a skills review](https://www.openaleph.io/docs/skills/answer-a-skills-review): find your reviews, rate skills, use Aleph AI, submit, create a goal, use the mobile app. - [Results and exports](https://www.openaleph.io/docs/skills/results-and-exports): overview charts, results grouped by skill category, analysis panel, editing answers, exports. - [Talent matrix (4-box)](https://www.openaleph.io/docs/skills/talent-matrix): set up the 4-box of a cycle, the company talent matrix and the saved configurations. - [Notifications and emails](https://www.openaleph.io/docs/skills/notifications): every email and notification the module sends, and when. ## Typical workflow 1. **Prepare the data.** Make sure every member has a job title (company settings). A cycle only has something to review for a person whose job title has skills attached. 2. **Build the framework.** In **Skills › Framework**, create your skill categories and skills, assign each skill to **Everyone** or to job titles and set its weight. 3. **(Optional) Create templates** in **Skills › Templates** if you want a scale other than 1-3, custom skills, closing questions or a specific question order. 4. **(Optional) Save a 4-box configuration** in **Skills › Company matrix** (admins), so new cycles start with the talent matrix already set up. 5. **Create and launch a cycle** from **Skills › Reviews** with **New cycle**: choose the period, the template mode, the reviewees, the owner and the reviewers, then **Launch cycle**. 6. **Reviewers answer** their reviews from **Skills › Reviews › Your reviews** (or the mobile app) and submit them before the deadline. Owners follow progress and send reminders. 7. **Analyse** the cycle: **Overview**, **Results** grouped by skill category, the **4-Box matrix**, and exports (XLSX, PDF). 8. **Act on the results:** create goals from submitted reviews (if your company has the Goals app); they are shown again in the next review of the same person. --- # Skills framework Source: https://www.openaleph.io/docs/skills/skills-framework Roles: Employee, Manager, Manager creator, Scoped admin, Admin > Create skills and skill categories, assign skills to everyone or to specific job titles, set their weight and see which skills apply to each profile. The skills framework is your company's catalogue of skills. It is the foundation of every skills review: when a cycle is launched, each reviewee's form is built from the skills that apply to their job title, grouped by skill category. Go to **Skills › Framework** to open the **Skills grid framework** page. ## Before you start - Everyone can open the framework and read it. Only **Manager creators**, **Scoped admins** and **Admins** see the **New skill** button and the edit menus. - Job titles are managed in the company settings, not in the Skills module. Every member you want to review needs a job title on their profile. Use **⋮ › Manage job titles** on the framework page to open the settings in a new tab (see [Company settings](https://www.openaleph.io/docs/administration/company-settings)). ## The framework table The table lists every skill with these columns: | Column | Content | |---|---| | **Skill** | The skill name, with its category underneath. | | **Assigned to** | **Everyone** (the skill applies to every job title) or the list of job titles it applies to. When a skill has several job titles, the first one is shown with a "+ n" counter; expand the row to see all of them. | | **Weight** | From 1 to 10. | | **Description** | The definition of the skill. Reviewers see it under the skill when they rate it. | Use the search bar to find a skill by name, and the filter to narrow the list by **Category** or **Job titles**. ## Manage skill categories Every skill belongs to exactly one category. Categories define the sections of the review form and the groups of columns in the cycle results, and they are what the 4-box axes are scored from. 1. On **Skills › Framework**, open the **⋮** menu next to **New skill** and choose **Manage skill categories**. 2. In the **Skill categories** window: - Rename a category directly in its field. - Click **Add description** to give it a description (up to 400 characters), or **Remove description** to clear it. - Drag a category by its handle to change the order. This order is the order of the sections in review forms and results. - Click **Add category** to create a new one. 3. Click **Save**. ### Delete a category 1. In **Manage skill categories**, click the bin icon on the category. You cannot delete the last remaining category. 2. If the category contains skills, the window lists them and asks you to choose a replacement category in **Select a category** (**Reassign a category to this skill (mandatory)**). Confirm with **Delete & Reassign**. If it is empty, confirm with **Delete**. > **Permissions:** you can edit or delete a category you created. Scoped admins and admins can edit or delete any category. ## Create a skill 1. Go to **Skills › Framework** and click **New skill**. 2. Under **Skill details**, fill in: - **Title** (mandatory). - The description, in the rich-text editor. Write a clear definition: reviewers rate against it. - **Category** (mandatory). To create a new category, click the **skills categories** link under the field. 3. Under **Skill rating**, choose the **Skill weight** (1 to 10). The weight defines how much the skill counts in review cycle analytics, including the 4-box matrix scores. 4. Under **Skill assignment**, choose: - **Everyone**: the skill is added to every reviewee's form, whatever their job title. - **Job-specific**: pick one or more **Job titles**. The chosen titles appear under **Selected job(s)**; remove one with its cross, or click **Clear all**. The **Manage job titles** link opens the company settings. 5. Click **Create**. The message "Skill successfully created." confirms it. ## Edit or delete a skill 1. In the table, open the **⋮** menu at the end of the skill's row. 2. Choose **Edit** to open the **Edit skill** window, change the fields and click **Save**. 3. Or choose **Delete**, then confirm in **Delete this skill ?**. Deleting a skill is permanent, but it does not affect previous or current skills reviews that already contain it: launched cycles keep a copy of their forms. > **Permissions:** a manager creator can edit or delete the skills they created. Scoped admins and admins can edit or delete any skill. ## How the framework is used in reviews - A skill assigned to **Everyone** appears in every form built from the framework. - A **Job-specific** skill only appears for reviewees whose job title is in its list. - In a review form, skills are grouped by category, in the category order of the framework. - Changing the framework after a cycle is launched does not change that cycle: its forms were built at launch. - Templates can combine framework skills with custom skills (see [Review templates](https://www.openaleph.io/docs/skills/templates)). ## See the skills of a job title or a profile - **In the company settings**, when you open a job title, an **Associated skills** card lists the skills attached to it. If there are none, a link takes you to the framework to assign some. - **On a member's profile** (see [Employee profile](https://www.openaleph.io/docs/people/employee-profile)), the job information shows the skills that apply to their job title (job-specific skills and skills for everyone). Click **Read skill details** to open the **Skill details** window with each skill's assignment, weight and description, and a **Go to skills framework** link. ## Common questions ### I don't see the New skill button. Creating skills requires the Manager creator role or above. Employees and managers can read the framework but not change it. ### I can't edit a skill or category that a colleague created. Manager creators can only edit what they created. Ask a scoped admin or an admin, or the person who created it. ### A reviewee has no skills in their review form. Check that the person has a job title on their profile, and that at least one skill is assigned to that job title or to **Everyone**. In automatic cycles, people without a job title are left out when you add them. ### Does changing a skill's name or assignment change a launched cycle? No. The questions of a launched cycle were built at launch, so renaming a skill or changing its job titles only affects cycles launched afterwards. The weight, however, is read from the framework when scores are calculated, so changing it can move the 4-box scores of existing cycles too. Avoid changing weights while a cycle is being analysed. --- # Review templates Source: https://www.openaleph.io/docs/skills/templates Roles: Manager creator, Scoped admin, Admin > Create reusable skills review templates with a rating scale, skill sources, optional closing questions and your own question order. A template is a reusable skills review form. It defines the rating scale, which skills reviewers rate, and the optional questions asked at the end. Templates let you launch cycles faster and use a scale other than the default 1-3. Go to **Skills › Templates**. ## Before you start - The **Templates** menu is visible to **Manager creators** and above (see [Roles and access](https://www.openaleph.io/docs/getting-started/roles-and-access)). Employees and managers don't see it. - Templates build on the [skills framework](https://www.openaleph.io/docs/skills/skills-framework): create your categories and skills first. - You don't need a template to run a cycle. A cycle in **Automatic** mode builds each form from the reviewee's job title and the company-wide skills, on a 1-3 scale. ## The templates list The **Templates** page ("Create reusable templates with a defined skill set, scale and question structure to launch cycles faster.") lists every template of your company with these columns: **Template**, **Skills**, **Rating scale** (1-3, 1-5, 1-7 or 1-10), **Questions**, **Used in cycles** and **Last updated**. Use **Search templates** to find one. Click a row to open the template page. When there is none yet, the page reads **No templates yet**. The **⋮** menu of each row offers **Edit template**, **Duplicate template** and **Delete template**. ## Create a template 1. Go to **Skills › Templates** and click **New template**. The **New template** window has three steps, shown by a progress bar at the top. 2. **Step 1: basics and scale** - Under **Template basics**, enter the **Template title** (mandatory, 70 characters max) and an optional **Description (optional)**. - Under **Rating scale**, choose the scale reviewers will use to rate every skill. **1 – 5 (Standard)** is selected by default: | Option | When to use it | |---|---| | 1 – 3 (Quick pulse) | Broad, low-friction signal. | | 1 – 5 (Standard) | The most common choice. | | 1 – 7 (Granular) | Distinguishes mid-range performance. | | 1 – 10 (Highly granular) | Best for senior calibration cycles. | - **Allow comments on rating questions** is ticked by default: reviewers can add a comment under each rating. Untick it to allow ratings only. - Click **Next**. 3. **Step 2: skills** (**Skills in this template**): combine one or more sources with their switches. Each reviewer rates every skill resolved from the sources you turn on. At least one source must be on. A summary at the top of the step shows what the sources bring, for example "2 company skills · + job-title · 1 custom skills". - **Company-wide skills** (on by default): the framework skills assigned to **Everyone**. They appear in every form, regardless of the reviewee's job title. - **Job-title skills**: once turned on, it is tagged **Dynamic**. At launch, each reviewee's form is built from the skills attached to their job title. Two reviewees with different job titles see different skills. - **Custom skills**: extra skills for this template only. Use **Search and pick skills** to choose them from the framework; skills already brought in by the two other sources are excluded (a note tells you how many are hidden). For each custom skill you can set a **Skill weight**. If you turn this source on without picking a skill, **Next** shows "Pick at least one skill or turn this off". - Click **Next**. 4. **Step 3: optional questions** (**Optional questions**): extra questions reviewers must answer after rating the skills. They form a **Conclusion** section at the end of the form. Turn on each question you want with its switch: - **True / False question**: a single yes/no decision the reviewer must commit to. Enter the **Question text** (for example "Would you work with this person again?"). Reviewers answer **True** or **False**. - **Open-ended question**: a free-text answer at the end of the form. Enter the question text (for example "What should they focus on next?"). - **Next job title**: the reviewer picks a job title from your company's list. It is always asked last. A default wording is suggested ("What job title should this person hold next?"), which you can change. 5. On this last step, click **Preview template** to see the form as reviewers will see it: the full-screen **Template preview** (**Reviewer view**) shows the stars of the chosen scale, the comment icons and the **Conclusion** questions. Close it with the cross at the top right. 6. Click **Create template** (or **Back** to change an earlier step). The message "Template "name" created." confirms it. > **Note:** all questions of a template, including the optional ones, must be answered before a reviewer can submit the review. ## Open a template and order its questions Click a template in the list to open its page. It shows the title, the description and the form exactly as it will be asked: - **Skills**: the rating questions, grouped under their skill category, with each skill's definition. A counter shows the number of questions and categories (for example "3 questions · 2 categories"). Use **Expand all** / **Collapse all**, or the arrow of each category. Long templates (more than 30 questions) open folded. - **Conclusion**: the optional questions, if any. - If the template uses **Job-title skills**, pick a job title at the top to see the form a person with that title will get. If no skill is attached to that job title, the page says **No skills for this job title**, with a link to the framework. To change the order in which reviewers answer: 1. Drag a category by its handle (**Reorder this category**) to move the whole category. 2. Drag a question by its handle (**Reorder this question**) to move it inside its category. A question always stays in its own category, since the category belongs to the framework. 3. The order is saved as soon as you drop. When the template uses job-title skills, the order you set while a given job title is selected is kept for that job title: arranging the questions for one job title doesn't reset the order of the others. Skills added to the framework later go at the end, until you move them. The template's own order is used for the review form. The framework order is still used for the cycle **Results** columns and the exports, because a cycle can mix several templates. ## Edit a template 1. In the list, open **⋮ › Edit template**. 2. Go through the same three steps and click **Update template**. Launched cycles are not affected: each cycle takes a copy of the form when it is launched (or when a reviewee is added). The changes apply to the cycles you launch afterwards. ## Duplicate a template 1. In the list, open **⋮ › Duplicate template**. 2. Keep or change the proposed title ("Copy of ..."), then click **Duplicate**. The copy has the same scale, skill sources, custom skills and questions. You become its creator. ## Delete and restore a template 1. In the list, open **⋮ › Delete template** and confirm in **Delete this template?**. 2. Deleted templates are kept for 30 days. Open **⋮ › View deleted templates** (next to **New template**) to restore one or delete it permanently. Deleting a template does not affect the cycles that already use it. > **Permissions:** every manager creator can see, use and duplicate the company's templates. Only the template's creator and admins can edit, delete, restore or permanently delete it. ## Common questions ### Why don't I see the Templates menu? It requires the Manager creator role or above. ### Can I use a 1-5 scale without a template? No. Cycles in **Automatic** mode always use a 1-3 scale. To use another scale, create a template and choose **Single template** or **Multiple templates** when you create the cycle. ### Why does a skill not appear in the Custom skills picker? Skills already included through **Company-wide skills** or **Job-title skills** are hidden from the custom list, because they are already part of the form. ### I edited a template but the running cycle still shows the old questions. That's expected. A cycle keeps the form it was launched with, so results stay consistent. --- # Create and launch a review cycle Source: https://www.openaleph.io/docs/skills/create-a-review-cycle Roles: Manager creator, Scoped admin, Admin > Step-by-step guide to create a skills review cycle - period, template mode, reviewees, owner, reviewers, 4-box configuration and invitation emails. A skills review cycle is a campaign in which chosen people (the reviewees) are rated on their skills by one or more reviewers during a given period. You create it with a four-step wizard from **Skills › Reviews**. ## Before you start - You need the **Manager creator** role or above. The **New cycle** button is only shown to these roles. - Every reviewee should have a **job title** (set on their profile, see [Edit and deactivate users](https://www.openaleph.io/docs/people/edit-and-deactivate-users)), and each job title should have skills in the [framework](https://www.openaleph.io/docs/skills/skills-framework). If your company has no cycle yet, a **Before you create a review cycle** window reminds you of these two prerequisites, with the links **Assign job titles to members (Settings)** and **Define skills per job title (Framework)**; close it with **Got it**. You can open it again with the information icon next to **New cycle**. - To use a scale other than 1-3, custom skills or a specific question order, create a [template](https://www.openaleph.io/docs/skills/templates) first. - To have the 4-box matrix ready at launch, an admin can save a configuration in **Skills › Company matrix** (see [Talent matrix](https://www.openaleph.io/docs/skills/talent-matrix)). ## Start a new cycle 1. Go to **Skills › Reviews** (or **Skills › Reviews › See all** to open the **Review Cycles** page). 2. Click **New cycle** (on mobile screens, the floating **New cycle** button). 3. If you left a cycle unfinished earlier, OpenAleph asks **Create review cycle from draft ?**. Click **Yes, resume draft** to continue where you stopped, or **No** to start from scratch (the draft is then lost). The wizard, **Create review cycle**, has four steps (a progress bar shows where you are) and saves your choices as a draft while you go. Use **Next** and **Back** to move between steps. ## Step 1: Configuration 1. Enter the **Cycle title** (mandatory). 2. Under **Period**, click **Cycle period** and pick the start date, then the end date, in the calendar, and confirm with **OK** (mandatory). The end date is the deadline shown to reviewers. 3. Under **Template assignment**, choose how participants get the right set of skills and questions to rate: | Mode | How forms are built | Scale | |---|---|---| | **Automatic** | Each reviewee's form is built from the skills attached to their job title, plus the company-wide skills. You set the optional questions directly here. | 1-3 | | **Single template** | Pick one template; it is used for every participant in the cycle. | The template's scale | | **Multiple templates** | Different participants get different templates. You assign each template to a group in the next step. | Each template's scale | 4. In **Automatic** mode (selected by default), choose the options: - **Allow comments on rating questions** (ticked by default). - **Include true/false question**, then type the **True/false question**. - **Include open question**, then type the **Open question**. - **Include next job title question**, then check the **Next job title question** wording. It is asked last. - Click **Preview template** to see an example form. 5. In **Single template** mode, pick it in the **Template** list. The eye icon previews it. ## Step 2: Select reviewees (or Assign templates) **Automatic** and **Single template** modes: the step is called **Select reviewees**. 1. Search the member list, or narrow it with the filters (**Access level**, **Manager**, **Gender**, **Hire date**, **Job title**, **Work location** and your other profile fields). The table shows each member's **Job title** and **Manager**. 2. Tick the people to review. The checkbox in the header selects everyone matching your search and filters at once. 3. As the note at the top says, "Add only participants with job titles to ensure they have a skill set to review". This matters most in **Automatic** mode, where the form is built from the job title. **Multiple templates** mode: the step is called **Assign templates**. Participants who are not assigned to any template are skipped at launch. 1. Click **Assign template**. 2. In **Assign template to participants**: under **Step 1**, **Choose a template** (use the eye icon to preview it, or **No template yet? Create one**); under **Step 2**, **Select participants**. 3. Click **Save**. The assignment appears in the list with the template and the number of **Participants assigned**. 4. Repeat for each group. Use the **⋮** menu of an assignment to **Preview template**, **Edit** it or **Remove** it. ## Step 3: Owner and reviewers **Review Owner**: the owner oversees the reviews of each reviewee in the cycle. They can manage reviewers and view all the reviews about that person. In the **Review Owner** list, choose: - **Reviewee's manager** (default): each reviewee's direct manager becomes their owner. A reviewee without a manager has no owner until you set one. - **Specific person for everyone**: then pick one **Specific person** who owns all the reviews of the cycle. **Reviewers**: tick one or more reviewer groups (**Direct manager** is ticked by default). Each reviewer writes their own, separate review of the reviewee. | Option | Who reviews | |---|---| | **Direct manager** | The reviewee's direct manager. A reviewee without a manager in OpenAleph gets no review from this rule. | | **Peers** | The reviewee's colleagues who have the same manager. | | **Direct team** | The reviewee's direct reports (N-1) review their manager. | | **Self-assessment** | The reviewees review themselves. | If you don't select any reviewer, OpenAleph asks **Continue without reviewers?**. You can continue and add reviewers later from the cycle page. ## Step 4: Summary Check the **Cycle title**, the **Template** (or the template assignments), the number of **Reviewees**, the **Reviewer(s)** (for example "Direct manager, Self-assessment"), the **Owner** and the **Cycle period**. Use **Back** to correct a step. Under **Talent matrix (4-box)**, choose the **Configuration** the cycle's 4-box matrix will start from: - **Group default** uses the configuration marked as default in the company matrix. - Or pick another saved configuration. - If no configuration is saved, the summary reads "No configuration saved yet — the matrix can be set up on the cycle once it is launched." If the group has no usable default, a message warns you that the cycle will launch without a matrix. ## Launch the cycle 1. On the summary, click **Launch cycle**. 2. OpenAleph asks **Send invitation emails?** ("Do you wish to send invitations by email for this cycle?"): - **Yes, send emails**: every reviewer receives an invitation (email and in-app notification) and every owner an email telling them they own a reviewee's reviews. If the cycle starts in the future, these are sent on the start date. - **No**: nothing is sent to reviewers and owners. You can send invitations later from the cycle page. 3. The message "Cycle has been launched successfully" confirms the launch and the cycle appears in **Review Cycles in Progress** with its completion, due date and number of reviewees. The reviews are created in the background, which can take a few moments for large cycles. As the creator, you receive an email "Your skills review cycle ... is launched!" with a link to the cycle. What happens at launch: - One review is created for each reviewee and each reviewer (a reviewee with three reviewers has three separate reviews). - Each review's form is a snapshot: later changes to the framework or templates don't change it. - Reviews appear in **Your reviews** for reviewers from the cycle's start date. - A reviewee in an **Automatic** cycle who has no job title gets no review. ## After the launch - Only the **Cycle title** and **Cycle period** can still be changed (**⋮ › Edit cycle** on the cycle page). The template mode, options, reviewer rules and owner rule are fixed. - You can still add or remove reviewees, change owners and reviewers, and share reviews with contributors: see [Manage a review cycle](https://www.openaleph.io/docs/skills/manage-a-review-cycle). - To run the same cycle again with the same settings, use **Relaunch cycle**. ## Common questions ### I don't see the New cycle button. Creating cycles requires the Manager creator role or above. ### Can I save a cycle and launch it later? Yes. The wizard keeps your work as a draft. Next time you click **New cycle**, choose **Yes, resume draft**. Only your most recent draft is offered. ### Some people I selected have no review. In automatic mode, people without a job title are skipped. In multiple-templates mode, people not assigned to any template are skipped. Check the job titles in the settings, then add the people again from the cycle page. ### Reviewers didn't receive any email. You probably answered **No** to **Send invitation emails?**, or the cycle starts in the future (emails go out on the start date). Send them from the cycle page with **Send invitation email**. ### Can I change the scale after launch? No. The scale comes from the template (or 1-3 in automatic mode) and is fixed at launch. Relaunch a cycle with another template if needed. --- # Manage a review cycle Source: https://www.openaleph.io/docs/skills/manage-a-review-cycle Roles: Manager creator, Scoped admin, Admin > Follow a skills review cycle, add or remove reviewees after launch, change owners and reviewers, share reviews with contributors, add co-pilots, edit, relaunch or delete a cycle. Once a cycle is launched, you follow and adjust it from its cycle page: who is reviewed, by whom, who owns each reviewee's reviews, who co-writes them, and who helps run the cycle. ## Find a cycle - **Skills › Reviews**: the **Review Cycles in Progress** panel (the **Review cycles** tab on mobile) lists the current cycles you are involved in, with their completion, deadline and number of reviewees. Click a cycle to open it. - **Skills › Reviews › See all** opens the **Review Cycles** page, with three tabs: **Current**, **Upcoming** and **Completed**. The table shows **Cycle title**, **Reviewees**, **Completion**, **Start date** and **Deadline**. The **⋮** menu of each row offers **Edit cycle**, **Relaunch cycle**, **Manage co-pilots** and **Delete cycle**. ### Which cycles you can see | Role | Cycles listed and opened | |---|---| | **Admin** | Every launched cycle of the company. | | **Scoped admin** | The cycles they created, co-pilot or take part in, plus every cycle created or co-piloted by someone in their population. If no population is configured, their direct reports are used. | | **Manager creator** | The cycles they created, co-pilot, or in which they write, own or co-write a review. | Drafts are never listed: resume them with **New cycle**. The cycle page itself is reserved to manager creators and above. Employees and managers also see the cycles they take part in under **Review Cycles in Progress**, but the cycle page is not available to them. Managers who own reviews work from **Your reviews** (see [Answer a skills review](https://www.openaleph.io/docs/skills/answer-a-skills-review)). Scoped admins are described in [Scoped admins](https://www.openaleph.io/docs/administration/scoped-admins). ## The cycle page The header shows the cycle title, the template used (**Template: ...**, "n templates assigned" or **Automatic template assignment**), a status tag and the period. | Status | Meaning | |---|---| | **Upcoming** | The start date is in the future. Reviewers don't see their reviews yet. | | **Current** | Between the start and end dates. | | **Finished** | The end date has passed. The cycle is listed in the **Completed** tab of the Review Cycles page. | | **Deleted** | The cycle is in the trash (see below). | There is no separate "close" action: a cycle is shown as **Finished** (and listed under **Completed**) after its end date. Change the **Cycle period** if you need to extend it. The top bar has a back arrow, an export icon (see [Results and exports](https://www.openaleph.io/docs/skills/results-and-exports)) and a **⋮** (**More**) menu with **Edit cycle**, **Relaunch cycle** and **Manage co-pilots** (current cycles only) and **Delete cycle**. The page has five tabs: - **Overview**: the progress report and charts ([Results and exports](https://www.openaleph.io/docs/skills/results-and-exports)). - **Reviewees**: one row per reviewee, to manage who is reviewed, by whom and who owns it. - **Reviews**: one row per review, to share reviews with contributors. - **Results**: every reviewee's ratings, grouped by skill category ([Results and exports](https://www.openaleph.io/docs/skills/results-and-exports)). - **4-Box matrix**: the talent matrix ([Talent matrix](https://www.openaleph.io/docs/skills/talent-matrix)). ## Reviewees tab The table lists each reviewee with their **Owner** (name and email), the **Template** (multiple-templates cycles), the **Skills number** and the **Completion** (submitted reviews out of all reviews for that person, for example "1/2"). A reviewee without any reviewer shows **Set reviewer(s)**. Use **Search**, the rows-per-page selector and **Filter** (completion, owner, or any profile field such as hire date, job title or work location). ### Actions on one reviewee Open the **⋮** menu at the end of the row: | Action | What it does | |---|---| | **See reviewee profile** | Opens the person's profile. | | **Send invitation email** | Sends the review invitation again to every reviewer of this reviewee. | | **Send reminder email** | Sends a reminder to the reviewers of this reviewee who haven't submitted yet. | | **Manage reviewers** | Opens the list of reviewers of this reviewee. Add or remove people, then **Save**. | | **Change owner** | Opens **Set another owner**: pick the new **Owner** (a manager or above) and click **Apply**. All the reviews of this reviewee get the new owner. | | **Remove review from cycle** | Removes the reviewee from the cycle after confirmation. | > **Important:** removing a reviewer in **Manage reviewers**, removing a reviewee, or deleting reviews deletes the corresponding reviews and their answers. Adding reviewers through **Manage reviewers** doesn't email them: use **Send invitation email** afterwards. ### Actions on several reviewees Tick the reviewees (or use the header checkbox to select everyone matching your filters). Three icons appear in a bar above the table: - the bell (**Send notifications**) › **Send invitation email** or **Send reminder email**, for the reviewers of all selected reviewees; - the person-and-gear icon (**Assign owner or reviewers**): the **Assign** window opens. In **Role to assign**, choose **Owner** (then pick a manager or above) or **Reviewers** (then pick any members in **Reviewers**), and click **Apply**. Added reviewers receive an invitation email and notification straight away; - the bin (**Delete**): removes the selected reviewees' reviews from the cycle after the **Delete reviews ?** confirmation. ### Add reviewees after launch 1. In the **Reviewees** tab, click the **Add reviewees** icon (a person with a plus sign, next to the rows-per-page selector). 2. In the **Add reviewees** window ("Choose the new reviewees and one owner for their reviews to launch them."), pick the **Owner** of the new reviewees' reviews (mandatory, a manager or above). 3. In a multiple-templates cycle, pick the **Template** they will answer. 4. Select the people in the list (search, filters, or everyone matching them). 5. Click **Add**. The message tells you how many reviewees are being added, and how many were left out because they are already in the cycle or, in automatic cycles, because they have no job title. Reviews are created in the background within a few seconds. The new reviewees get the reviewers defined by the cycle's reviewer rules (manager, peers, direct team, self-assessment). No email is sent automatically: use **Send invitation email** once they appear. A reviewee you removed can be added back the same way. ## Reviews tab: share a review with contributors The **Reviews** tab lists one row per review: **Reviewee**, **Reviewer**, **Contributors** (**No contributors** or, for example, "1 contributor"), **Status** (**Not started**, **In Progress**, **Submitted**) and **Template**. Use **Search a reviewee** to find one. A contributor co-writes a review with its reviewer: they open the same form, can answer and submit it, and the answers are credited to the whole group. This is different from adding a reviewer, which creates a separate review. - For one review: **⋮ › Manage contributors**, select the people in **Contributors on this review**, then **Save**. - For several reviews: tick them, then click **Add contributors** or **Remove contributors**. New contributors receive an email and a notification ("You co-write a skill review"). Removed contributors can no longer open or write the review; the answers already written stay. A review that has no reviewer cannot have contributors. Contributors can be added or removed even after the review is submitted. > **Permissions:** the cycle creator, its co-pilots, the reviewee's owner and admins can manage contributors. The reviewer can also do it from the review page with **Manage contributors**. ## Co-pilots Co-pilots help run a cycle: they open the cycle page, follow progress, manage reviewers and see all the reviews. 1. On the cycle page, open **⋮ › Manage co-pilots** (available on current cycles). 2. In the **Manage co-pilots** window, search or filter the list and tick the co-pilots (only manager creators and above are listed), then click **Continue**. New co-pilots receive the email "You are Co-pilot for the skills review cycle ...". ## Edit a cycle **⋮ › Edit cycle** opens **Edit review cycle** on the **Configuration** step. After launch, only the **Cycle title** and the **Cycle period** can be changed; the template assignment and the other options are greyed out and shown for information. Click **Save**. ## Relaunch a cycle **Relaunch cycle** (current cycles) creates a new cycle copied from this one: same title, period, template mode and templates, options, reviewer rules, owner rule, reviewees and 4-box configuration. The **Relaunch review cycle** wizard opens so you can adjust it; click **Relaunch cycle** and choose whether to send invitation emails. The original cycle is not changed. ## Delete and restore a cycle 1. Open **⋮ › Delete cycle**. The **Delete the review cycle ?** window reminds you that "Deleted cycles are stored for 30 days. After this period, they will be permanently deleted." Confirm with **Delete**. 2. Deleted cycles are kept for 30 days, then permanently deleted. To see them, go to **Skills › Reviews** (or the **Review Cycles** page) and open **⋮ › View deleted cycles**. 3. From that list, **Restore** a cycle or delete it permanently. You can also open a deleted cycle: its page offers **Restore** and **Delete permanently**. While a cycle is deleted, its reviews can't be answered: reviewers opening one see **Cycle Deleted**. Links between the cycle and goals are removed. ## Common questions ### A manager can't open the cycle page. The cycle page is reserved to manager creators and above. Owners follow their reviewees' reviews from **Skills › Reviews › Your reviews**, where they can also send invitations and reminders, manage reviewers and change the owner. ### A scoped admin doesn't see a cycle. Scoped admins see the cycles created or co-piloted by people in their population, plus those they are involved in. A cycle created by someone outside their population isn't listed, even if it reviews people inside it, unless they are a co-pilot. ### I added reviewees but nothing happened. Reviews are created in the background: refresh the page after a few seconds. People already in the cycle, and people without a job title in automatic cycles, are skipped. ### Can I change the reviewer rules or the template after launch? No. Add reviewers per reviewee (**Manage reviewers**, **Assign owner or reviewers**) or relaunch the cycle with other settings. ### How do I close a cycle early? Edit the cycle and set the end date to today: the cycle shows as **Finished** from the next day. There is no separate close button, and submitted reviews stay available for analysis. --- # Answer a skills review Source: https://www.openaleph.io/docs/skills/answer-a-skills-review Roles: Employee, Manager, Manager creator, Scoped admin, Admin > Find the skills reviews you have to write, rate each skill, use Aleph AI and dictation, submit, create a goal, and follow the reviews you own. When you are a reviewer in a skills review cycle, you rate the skills of a reviewee (a colleague, a team member, your manager or yourself) on the cycle's scale. This page explains how to find your reviews, answer and submit them, and how owners follow the reviews of their reviewees. ## Find your reviews - **Email and notification:** when a cycle is launched with invitations, you receive "You are a Reviewer for ... in the skills review cycle ..." with a **Go to My Review** link. The in-app notification "Skill review to complete" opens the review directly. - **Home page:** your pending reviews of current cycles appear in the **Next up!** section. - **Skills › Reviews › Your reviews:** the full list of the reviews you write, co-write or own, for cycles that have started. By default it shows the reviews still to do (**Not started** and **In Progress**). Use the filter to change the **Status** or filter by **Deadline**, and the search bar to find a person. Employees see only **Reviews** and **Framework** under **Skills** in the menu. - **Mobile app:** go to **Apps › Skills** to open **Skill Reviews**, with **To do** and **Done** tabs. Each card shows the cycle title, the reviewee, the **Deadline** and the status (**Not started**, **In Progress**, **Completed**). If a review was shared with you, the card says **You are a contributor on this review**, followed by the reviewer's name ("— Reviewer: Jane Doe"). Click the arrow button of the card to open the review. The **⋮** menu of a card offers **See reviewee profile**, and, if you are the owner, the owner actions described below. The **Review Cycles in Progress** panel on the right lists the current cycles you take part in, with their due date. ## Answer a review The review page shows the title of the form (for example the template name), the **Reviewee**, the **Reviewer** (or **Reviewer & contributors** when the review is shared), and the **Deadline**. The top bar holds a save status tag, the **Manage contributors** icon, the **Download pdf** icon and the **Submit** button (plus **Submit all** when you have several reviews in the cycle). 1. If earlier review cycles led to goals for this person, a **From previous reviews** block lists them, for context. It is read-only. 2. In the skills section ("Rate each skill on the agreed scale. Use comments to back up your scores."), skills are grouped by skill category. For each skill: - Read the definition shown under the skill name: it is what you rate against. - Click the stars to give your rating (for example 1 to 5 on a 1-5 scale). - If comments are allowed, click the comment icon next to the stars to open a comment field and justify your rating. 3. In the **Conclusion** section, answer the optional questions of the cycle, if any: - a **True** / **False** question, - an open question (free text), - a **Job title** list to pick the job title this person should hold next. 4. Your answers are saved automatically. The tag at the top shows **Saving...** then **Saved**. All questions marked with * must be answered before you can submit. If you have several reviews to write in the same cycle, use **Previous review** and **Next review** at the top to move between reviewees. ## Review faster with Aleph AI At the top of an open review, the **Review faster with Aleph AI** panel lets you describe the person in your own words and have the form filled for you. It is folded by default: click it to open it. It reminds you that "Aleph AI can misinterpret, please check AI-filled reviews." (See also [Aleph AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant).) 1. Type your note in the field (**Type or dictate to complete this review in one go…**), or click the microphone (**Dictate your note**) and speak. Click **Accept dictation** to insert the transcript or **Cancel dictation** to discard it. If your browser doesn't support it, the message "Speech-to-text is not supported in this browser" appears. 2. Click **Apply my note**. The form is dimmed while Aleph AI works, and you are notified when it is done. 3. Each answer filled by the AI carries an **AI-filled** tag. Read and adjust them: Aleph AI can misinterpret. When you change an answer yourself, the tag disappears. > **Important:** applying a note treats the review as blank: the AI can overwrite answers you already gave. Check every answer before submitting. ## Submit the review 1. Click **Submit** (top bar, or bottom of the screen on mobile). 2. If a question is missing, the page scrolls to it and shows "Please answer all required questions (*)". 3. Confirm with **Submit** in **Answers of this review will be locked** ("Submitting this review will lock your answers. Ask an admin to unlock them if needed."). If the review has contributors, the text tells you that the answers are locked for them too. 4. The **Congratulations !** window confirms the submission ("Review submitted successfully, your answers are locked."). Click **Back to reviews**, or **Create a goal** (see below). Once submitted, the review is read-only for everyone who writes it (tag **Submitted** in the top bar): each answer shows the author and the date and time it was given. The owner, admins, the cycle creator and co-pilots can still correct the answers from the analysis panel of the cycle (see [Results and exports](https://www.openaleph.io/docs/skills/results-and-exports)). ### Submit all your reviews of a cycle at once If you have several reviews in the same cycle, click **Submit all**. The **Submit all completed reviews** window lists your reviews with "This review is ready to be submitted." or "This review is not ready to be submitted.". **Submit reviews** is available once all of them are complete. ### Download a review as PDF Click the download icon (**Download pdf**) in the top bar. On the mobile app, the PDF is available once the review is submitted. ## Create a goal from a review If your company has the [Goals](https://www.openaleph.io/docs/goals) app, you can turn a submitted review into a goal for the reviewee: - right after submitting, in the **Congratulations !** window, click **Create a goal**, - or later, at the bottom of the submitted review, click **Create a goal**. The goal creation window opens with the reviewee as assignee and the cycle as related item (see [Create a goal](https://www.openaleph.io/docs/goals/create-a-goal)). The goal has its own owner, deadline and follow-up. In the next skills review cycle of that person, the goal appears in **From previous reviews**. ## Co-write a review (contributors) A review can be shared with colleagues, called contributors. Everyone on the review answers the same form, can submit it, and the answers are credited to the group, not to one person. Submitting locks the review for the whole group. As the reviewer, click the **Manage contributors** icon (a person with a plus sign) in the top bar. In **Contributors on this review** ("Everyone selected here writes this review together. The answers are credited to the group, not to one person."), search or filter the list, tick people and click **Save**. They receive an email and a notification ("You co-write a skill review"), and the review appears in their **Your reviews** list. ## Follow the reviews you own The owner of a reviewee (by default their manager) oversees all the reviews about that person. In **Your reviews**, the owner's card says **You are the owner of this review in** followed by the cycle name, and shows how many reviews are submitted out of the total (for example "1/2"). Click the chevron of the card to unfold the **Reviewers** list with the status of each review (**Not started**, **In Progress**, **Completed**) and the **See answers** button. If you are also one of the reviewers (for example a manager reviewing their team member), your own review is listed in that **Reviewers** list: click the arrow next to your name to open and answer it. The owner card can appear once for each review of the reviewee. The card's **⋮** menu lets the owner: - **Send invitation email** or **Send reminder email** to the reviewers of that reviewee (reminders only go to reviewers who haven't submitted), - **Manage reviewers**: add or remove reviewers (removing one deletes their review and answers), - **Change owner**: pick another owner (a manager or above) and click **Apply**, - **View all review answers**: open a read-only page showing, for each question, the answer of every reviewer. ## Who sees which reviews - As a reviewer or contributor, you see the reviews you write. - On an employee's profile, the **Skills reviews** tab lists the reviews about them. An employee looking at their own profile only sees their self-reviews. Their managers (direct and indirect), admins and scoped admins with access to them see every review about them. - Owners, cycle creators, co-pilots, the reviewee's managers, scoped admins for their population and admins can see all the answers about a reviewee. ## Common questions ### I received an invitation but the review isn't in my list. Reviews appear from the cycle's start date. If the invitation was sent early, come back on the start date. Also check the filter of **Your reviews**: by default it only shows reviews still to do. ### I submitted by mistake. Can I change my answers? Not yourself: submitting locks the answers. Ask the owner of the review or an admin: they can edit the answers from the cycle's analysis panel. ### I can't submit my review. A question is still unanswered. The page scrolls to the first missing answer. Every question marked with * must have an answer, including the conclusion questions. ### Is the owner notified when I submit? The owner follows the progress of each reviewer in **Your reviews** and on the cycle page. No email is sent to them for each submission. ### Can I answer on my phone? Yes. In the OpenAleph mobile app, go to **Apps › Skills**, open the review in **To do**, answer and tap **Submit**. ### The Create a goal button is missing. It only appears on submitted reviews, and only if your company has the Goals app. --- # Results and exports Source: https://www.openaleph.io/docs/skills/results-and-exports Roles: Manager creator, Scoped admin, Admin > Analyse a skills review cycle - progress report, charts, results grouped by skill category, analysis panel, editing answers, and XLSX and PDF exports. Each review cycle has its own analytics: a progress report with charts, a results table grouped by skill category, a detailed analysis panel per reviewee and several exports. Open the cycle from **Skills › Reviews** (see [Manage a review cycle](https://www.openaleph.io/docs/skills/manage-a-review-cycle)), then use the **Overview** and **Results** tabs. ## Before you start - The cycle page is available to the cycle creator, its co-pilots, scoped admins (cycles run by their population) and admins, from the Manager creator role up. - Scoped admins only see the reviewees of their population in the results. - Scores only take **submitted** reviews into account. ## Overview tab ### Progress report Four figures at the top: **Completion rate**, **Reviewees**, **Reviews in progress** and **Reviews submitted**. ### Charts | Chart | What it shows | |---|---| | **Reviews sets completion - All** | How many reviews are **Submitted**, **In progress** and **Not started**. | | **Review completion - Category** | Completion compared by the values of a profile field. Choose the field in **Attribute** (for example department, location or job title). | | **How each ... was scored** | The average score for each value of the chosen **Attribute**, out of the cycle's scale ("mixed scales" when the cycle uses templates with different scales). | | **People per box** | How the reviewees are spread across the four boxes of the talent matrix. Shown once the 4-box is configured. | | **Team score over time** | The average score of the people reviewed in this cycle, in this cycle and in their previous cycles. If none of them was scored before, **Nothing to compare yet** is shown. | ### Skill summary table The **Skill summary table** lists every skill of the cycle with its **Population** (number of reviewees rated on it) and the share of each rating. Search a skill by name, or narrow the table by **Skill category**, **Job titles** or another profile field (**See more** shows the other fields). Click a row to open **Skills summary details**: every rating given on that skill, with the **Participant**, the **Reviewer**, the **Rating** and the **Date of rating**. You can filter it by **Access level**, **Gender** or **Manager**. ## Results tab The **Results** tab shows one row per reviewee: - **Reviewee** (pinned on the left when you scroll), with the number of submitted reviews out of the total under the name (for example "1/2 Reviews"), - the two 4-box axis scores, named after the axes of the cycle's matrix (for example **Performance** and **Potential**), as percentages, and the **Box label**. Until the 4-box is configured, these three columns show **Not set yet**, - then one column per question. Questions are **grouped by skill category**: a header row above the columns names each category, in the framework's order. The True/False and next-job-title questions are grouped under **Conclusion**. Cell values: | Value | Meaning | |---|---| | A rating such as "4/5" | The rating out of the scale's maximum (average when several reviewers submitted). | | **True** / **False**, a job title | The answer to a conclusion question. | | **Not submitted** | No submitted review yet for this person. | | **Not applied** | The question is not part of this person's form (for example a job-specific skill for another job title). | Use the **Job title** list above the table to show only the reviewees and the questions of one or more job titles. Use **Search** to find a person, the rows-per-page selector, and **Filter** to narrow the table by **Manager**, by any profile field (for example job title: only the questions that apply to the selected job titles are then shown as columns), or by the dominant answer to the True/False question. ## Analysis details panel Click a person on the **4-Box matrix** tab (or a row of the **Results** tab) to open the **Analysis details** panel on the right. The icon next to the close cross opens it in a full page. - The reviewee's name and job title, and arrows to go to the previous or next reviewee. - The reviewer, or the list of **Reviewers** to switch from one review to another. - The answers of the selected review, grouped by skill category, with comments. - **Related**: the goals of the reviewee linked to this cycle. Click **Edit related** to choose them in **Set related items**. - **Create new goal** (if your company has the [Goals](https://www.openaleph.io/docs/goals) app), **View answers** to open the full review page, and **Edit answers**. - If the selected review isn't submitted: **Review not submitted yet** and a **Send reminder** button that emails the reviewer. ### Edit the answers of a submitted review 1. In **Analysis details**, select the review and click **Edit answers**. 2. Change the ratings, comments or conclusion answers (the True/False question is shown as **Yes** / **No** in this mode). 3. Click **Save changes** (or **Cancel**). The review then shows **Edited by** with the name of the person and the date. This is how a submitted, locked review is corrected. > **Permissions:** editing answers is possible for admins, the reviewee's owner, the cycle creator and co-pilots, and scoped admins for their population. ## Exports ### Cycle exports 1. On the cycle page, click the export icon (**Export to .xlsx**) in the top bar. 2. In **Export data**, choose the **Export type**. The window shows the **File format** of the selected type: | Type | Description in the window | Content | Format | |---|---|---|---| | **Progress** (default) | "Monitor campaign completion" | Completion of each review, to monitor the cycle. | XLSX | | **Answers** | "Focus on responses and insights" | Every answer and score, to analyse responses. Columns follow the framework order. | XLSX | | **Overview** | "The progress report and its charts, as a document" | The progress report and its charts, with the attributes currently selected in the charts. | PDF | 3. Click **Export**. The file downloads automatically after a few seconds; you can close the message in the meantime. ### Other exports - **Talent matrix**: **Export › Export PDF** or **Export Excel** on the **4-Box matrix** tab or the company matrix (see [Talent matrix](https://www.openaleph.io/docs/skills/talent-matrix)). - **One review**: **Download pdf** on the review page. - Exports of other modules and company data are listed in [Exports and reports](https://www.openaleph.io/docs/administration/exports-and-reports). ## Skills reviews on a profile On an employee's profile (see [Employee profile](https://www.openaleph.io/docs/people/employee-profile)), the **Skills reviews** tab shows **Reviews in progress** and **Total reviews** and lists the reviews about that person in launched cycles. Click one to open it (all answers when you are allowed to see them). Employees viewing their own profile only see their self-reviews; managers, scoped admins and admins with access to the person see all of them. ## Common questions ### Why is a reviewee's score empty? Scores only count submitted reviews. Check the **Reviewees** tab to see who hasn't submitted, and send a reminder. ### Why do Performance, Potential and Box label show "Not set yet"? The cycle's 4-box matrix isn't configured yet. Set it up in the **4-Box matrix** tab. ### Why do I see "Not applied" in some columns? The person's form didn't contain that question, usually because the skill is assigned to another job title, or because the cycle uses several templates. ### A scoped admin sees fewer reviewees than an admin. That's expected: scoped admins only see the reviewees of their population. ### How are scores calculated? Each rating is converted to a percentage of the scale's maximum, then averaged using the skills' weights from the framework. The 4-box axes use the skills of the categories assigned to each axis. --- # Talent matrix (4-box) Source: https://www.openaleph.io/docs/skills/talent-matrix Roles: Manager, Manager creator, Scoped admin, Admin > Set up and read the 4-box talent matrix of a skills review cycle, the company talent matrix, and the saved group configurations. The talent matrix (4-box) places each reviewee in one of four boxes according to two axes, for example **Performance** (horizontal) and **Potential** (vertical). Each axis is scored from the skill categories you assign to it. OpenAleph has a matrix for each review cycle (the **4-Box matrix** tab) and a **Company talent matrix** that aggregates the latest results of every employee. ## How positions are calculated - Each axis is linked to one or more **skill categories** of the framework. - For each reviewee, OpenAleph takes the ratings of their **submitted** reviews on the skills of those categories, converts each rating into a percentage of the scale's maximum, and averages them using the skills' weights. The axis score goes from 0% to 100%. - Each axis has a threshold (the "cut") between low and high. The two cuts split the chart into four boxes, numbered 1 to 4. Box numbers are fixed references used in analytics; each box also has a name you choose. - People without a submitted review on the axis skills are not placed. ## Set up the matrix of a cycle A cycle can start with a matrix already configured: when you create it, the summary step lets you pick a saved configuration or the **Group default** (see [Create and launch a review cycle](https://www.openaleph.io/docs/skills/create-a-review-cycle)). Otherwise, or to change it: 1. Open the cycle and go to the **4-Box matrix** tab. 2. Click **Configure now** (when there is no matrix yet, **No talent matrix yet**) or the settings icon (**Talent matrix configuration**). 3. In **Set up the talent matrix**, answer **How would you like to set up the matrix?**: - **Use an existing configuration**: start from one of the talent matrix templates saved for the group. Pick one (the default one is tagged **Default**) and click **Use this configuration**. If none exists, **No group configuration to use** is shown. - **Configure from scratch**: choose the axes, their skill categories and the box limits yourself, then click **Continue**. 4. If the cycle already had a matrix, a warning reminds you that the new one replaces it: people already reviewed may land in a different box, but their reviews and answers are untouched. ### Configure from scratch The **Talent matrix configuration (4-Box)** window has three steps, with a **4-Box preview** on the side: 1. **Axes: What do you want to evaluate?** Name the **Horizontal axis** (for example "Performance") and the **Vertical axis** (for example "Potential"), and pick one or more skill categories in the **Categories** list under each. Click **Next**. 2. **Boxes: What do you want to call them?** Give each quadrant a name (**Box 1** to **Box 4**, all mandatory). The fields suggest what each box covers: Box 1 "Low performance, Low potential", Box 2 "High performance, Low potential", Box 3 "Low performance, High potential", Box 4 "High performance, High potential". Box numbers are fixed references used in analytics. Click **Next**. 3. **Thresholds: Where do you draw the line?** For each axis (horizontal cut and vertical cut), set **High-from**, the percentage where "high" begins; "low" goes from **Low-from** up to that value. Scores always range from 0% to 100%. Set both thresholds before saving. 4. Click **Save**. The message "4-box matrix configuration updated successfully." confirms it, and people are placed immediately. ## Read the matrix - Each reviewee appears as an avatar (their initials) in their box. Hover over or click an avatar to see the person's name and scores on both axes. - When several people overlap, click the group to open a list and choose one. - Click a person to open **Analysis details** with their reviews (see [Results and exports](https://www.openaleph.io/docs/skills/results-and-exports)). - Use **Zoom in**, **Zoom out** and **Recenter** to navigate. - Use **Search** to find a person, and **Filter** to narrow the matrix by profile fields (department, job title...) or by the dominant answer to the True/False question. - **Export › Export PDF** or **Export Excel** downloads the matrix. The spreadsheet lists each person with their job title, box and both axis scores. The **Results** tab of the cycle also shows each reviewee's axis scores and box label, and the **Overview** tab a **People per box** chart. ## Company talent matrix Go to **Skills › Company matrix** to open the **Company talent matrix**: an aggregated 4-box view of each employee's latest review result. Who appears depends on your role: | Role | People shown | |---|---| | **Admin** | Everyone in the company. | | **Scoped admin** | Their population. | | **Manager** / **Manager creator** | Their direct and indirect reports, plus the people reviewed in cycles they created or co-pilot. | Employees don't have access to this page. The page offers **Search employees**, **Filter**, **Export** (PDF or Excel), zoom controls and the settings icon (**Talent matrix configuration**). Click a box title to open the list of its **Members**, then a member to see their analysis. If nothing is configured, the page reads **No company talent matrix yet** ("Once a company-wide 4-box configuration is published you will see employees positioned here."), the settings icon is greyed out and a **Configure now** button opens the same **Set up the talent matrix** window as on a cycle (**Configure from scratch** or **Use an existing configuration**). Once the company matrix exists, admins can use the settings icon to rename its axes and boxes (**Company talent matrix configuration** › **Rename axes and boxes**). Only the names are editable there: thresholds are managed company-wide. ## Saved configurations (Talent matrix templates) Below the company matrix, the **Talent matrix templates** list holds the group's reusable configurations. A new cycle starts from the default one, and any cycle can be switched to another. Admins manage them: 1. Click **New template**, fill in the **Configuration name** (for example "Sales teams") and go through the same three steps (axes, boxes, thresholds; the cuts start at 50%). Click **Save**. "Configuration created." confirms it, and the list shows the configuration with its axes and categories, for example "Performance (Technical skills) · Potential (Leadership)". 2. In the options of a template (**Template options**), choose **Edit template**, **Make it the default** or **Delete template**. The default configuration is tagged **Default** ("New cycles will start from this configuration."). 3. A template tagged **Incomplete** has no category on its axes or no thresholds: it can't place anyone, so it can't be used to prefill a cycle. Deleting a configuration (**Delete this configuration?**) doesn't affect cycles already using it: they keep their own copy. Only new cycles are affected. > **Permissions:** managers and above can see the configurations; only admins can create, edit, delete them or change the default. Setting up the matrix of a cycle is open to the people who manage that cycle. ## Common questions ### The matrix is empty although the cycle is configured. Only reviewees with submitted reviews on the skills of the axis categories are placed. Check the progress in the **Reviewees** tab. ### Why did someone change box after I changed the configuration? Positions are recalculated with the new categories and thresholds. Reviews and answers are not changed. ### The cycle launched without a matrix. No configuration was picked and the group has no usable default. Set it up in the **4-Box matrix** tab. ### Can a manager see the whole company on the company matrix? No. Managers see their reports (direct and indirect) and the reviewees of cycles they run. --- # Notifications and emails Source: https://www.openaleph.io/docs/skills/notifications Roles: Employee, Manager, Manager creator, Admin > Every email, in-app and push notification sent by the Skills module - invitations, reminders, deadline reminders, contributors, co-pilots and cycle launch. The Skills module informs reviewers, owners, contributors and cycle creators by email and, for reviewers and contributors, by in-app notification (and push notification on the mobile app). Emails are sent in the recipient's language (set in their profile, see [Profile and preferences](https://www.openaleph.io/docs/getting-started/profile-and-preferences)) and their links open the right page directly. For notifications in general, see [Notifications](https://www.openaleph.io/docs/getting-started/notifications) and [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app). ## Summary | Notification | Recipient | When | Channel | |---|---|---|---| | **You are a Reviewer for ... in the skills review cycle ...** ("Skill review to complete") | Each reviewer | At launch if you chose **Yes, send emails** (on the start date if the cycle starts later); when you click **Send invitation email**; when reviewers are added with **Assign owner or reviewers** | Email, in-app, push | | **You are Responsible for ...'s review in the skills review cycle ...** | The owner of each reviewee | At launch if you chose **Yes, send emails** | Email | | **Reminder: Please complete your review for ...** ("Skill review reminder") | Reviewers who haven't submitted | When the owner or cycle manager clicks **Send reminder email** or **Send reminder** | Email, in-app, push | | **Reminder: Your review for ... is due tomorrow** ("Skill review due tomorrow") | Reviewers who haven't submitted | Automatically, the day before the cycle's end date | Email, in-app, push | | **You now co-write ...'s review** ("You co-write a skill review") | New contributors of a review | When they are added as contributors | Email, in-app, push | | **You are Co-pilot for the skills review cycle ...** | New co-pilots | When they are added in **Manage co-pilots** | Email | | **Your skills review cycle ... is launched!** | The cycle creator | At every launch or relaunch | Email | | Aleph AI autofill finished | The person who applied a note | When the AI has filled the review | In-app | ## What is not sent automatically - Launching with **No** in **Send invitation emails?** sends nothing to reviewers and owners. - Adding reviewees after launch (**Add reviewees**) doesn't send invitations: select them in the **Reviewees** tab and use **Send notifications › Send invitation email**. - Adding reviewers through **Manage reviewers** or changing the owner with **Change owner** doesn't send an email. - Owners aren't emailed each time a review is submitted: they follow progress in **Your reviews** and on the cycle page. ## Send invitations and reminders - **One reviewee:** in the cycle's **Reviewees** tab, **⋮ › Send invitation email** or **Send reminder email**; or, as an owner, from the card's **⋮** menu in **Skills › Reviews › Your reviews**. - **Several reviewees:** tick them in the **Reviewees** tab, then **Send notifications › Send invitation email** or **Send reminder email**, and confirm with **Send**. - **One review:** in **Analysis details**, **Send reminder** on a review that isn't submitted. Invitations and reminders go to the **reviewers** of the selected reviewees (the reviewee only receives one if they are their own reviewer, in a self-assessment). Reminders skip reviews already submitted. ## Common questions ### A reviewer says they never received the invitation. Check that invitations were sent at launch, that the cycle has started (emails for future cycles go out on the start date), and ask them to check their spam. Then resend with **Send invitation email**. ### Can I turn off the deadline reminder? No. It is sent automatically the day before the end date to every reviewer whose review isn't submitted. ### Do notifications open the review on mobile? Yes. Tapping a skills review push notification opens the review in the OpenAleph mobile app. --- # Learn (LMS) Source: https://www.openaleph.io/docs/learn Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Overview of OpenAleph Learn - modules, playlists, trainings, sessions, certificates and training plans - and who can do what in each role. OpenAleph Learn is the learning module of OpenAleph. Employees follow structured trainings and browse a catalog of short learning units; content creators build that content, with AI help if they want it; training managers run training sessions, track who completed what, issue certificates and, with the training management option, follow training plans and budgets. You find it in the main navigation under **Learn**. The menu has up to five entries: **My Learning**, **Catalog**, **Trainings**, **Training Plans** and **My content**. **My Learning**, **Catalog** and **Trainings** are shown to everyone who has Learn; **My content** only to Manager creators and above; **Training Plans** only to Admins and Super admins whose company has the training management option (see below). ## Key concepts | Term | What it is | |---|---| | **Module** | The smallest learning unit: a rich-text page (text, images, videos, tables...) with an optional audio narration and one **evaluation**. Learners complete the evaluation inside a training; once they pass it, the module is **Acquired**. | | **Evaluation** | What a learner must do to acquire a module. There are three types: **Self-assessment** (the learner confirms they understood the learning objectives), **Quiz** (100% of answers must be correct) and **Face-to-face evaluation** (open questions reviewed by an expert). | | **Playlist** | A curated, ordered list of modules, published in the catalog. Anyone can read it; it isn't assigned to anyone and has no evaluation or completion tracking. | | **Catalog** | Every published module and playlist of your company, visible to all employees. | | **Training** | A structured learning path made of **sections**, each holding modules. A training isn't visible in the catalog: learners get it by being enrolled in a **training session**, and it's where they complete evaluations. | | **Training session** | One run of a training for a group of people, with a start date, a deadline, a mode (**Online** or **Offline / Onsite**) and its participants (internal employees and, if used, external learners). | | **Co-pilot** | A colleague (any role) you add to a training to help run it: edit its content, launch sessions and follow learners. | | **Co-author** | A Manager creator or admin credited on a module you created. | | **Certificate** | A certificate of completion that a training can issue to learners, automatically or manually, with a public verification link and QR code. | | **Badge** | A gamification reward earned by acquiring modules, completing trainings, adding modules to favorites and reacting to modules. | | **Training plan** | A group of training sessions (with or without a training behind them) to follow their schedule, participants and spend in one place. Part of the training management option. | | **Provider / Expense category** | Company-wide lists used to tag sessions with the suppliers who ran them and to categorise session expenses. | ## Licences: LMS and TMS Learn is sold as two features that your company can have together or separately: - **LMS** (learning): My Learning, Catalog, Trainings, modules, playlists, sessions, certificates, My content. - **TMS** (training management): **Training Plans**, analytics on spend, session costs and expenses, attached documents, providers and expense categories. The training session page opens with either licence; its cost and expense parts only appear with the TMS. If you don't see an entry described in these pages, your company may not have the corresponding feature enabled: ask your admin. See [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences). ## Who can do what | Action | Employee | Manager | Manager creator | Scoped admin | Admin / Super admin | |---|---|---|---|---|---| | Follow assigned trainings, complete evaluations, earn badges and certificates | Yes | Yes | Yes | Yes | Yes | | Browse the catalog, add favorites, react and comment on modules | Yes | Yes | Yes | Yes | Yes | | Be a co-pilot of a training (edit it, launch sessions, follow learners) | If added | If added | If added | If added | Yes, all trainings | | Open **My content**, create modules, playlists and trainings | No | No | Yes | Yes | Yes | | Edit or delete a module or playlist | No | No | Their own | All | All | | Delete a training | No | No | Their own | Their own | All | | See trainings in **Learn › Trainings** | Those they co-pilot | Those they co-pilot | Own and co-piloted | All | All | | **Training Plans**, plan analytics, providers, expense categories (TMS) | No | No | No | No | Yes | > **Permissions:** Training plans, providers and expense categories are reserved to Admins and Super admins. A Scoped admin doesn't have access to them. The access levels themselves are explained in [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access) and [Access levels](https://www.openaleph.io/docs/administration/access-levels). ## Pages in this section For learners: - [My Learning, assigned trainings and favorites](https://www.openaleph.io/docs/learn/my-learning) - [Browse the catalog](https://www.openaleph.io/docs/learn/browse-the-catalog) - [Follow a module](https://www.openaleph.io/docs/learn/follow-a-module) - [Evaluations and quizzes](https://www.openaleph.io/docs/learn/evaluations-and-quizzes) - [Follow a training](https://www.openaleph.io/docs/learn/follow-a-training) - [Playlists](https://www.openaleph.io/docs/learn/playlists) For content creators: - [My content](https://www.openaleph.io/docs/learn/my-content) - [Create a module](https://www.openaleph.io/docs/learn/create-a-module) - [The module editor and evaluations](https://www.openaleph.io/docs/learn/module-editor) - [AI features in Learn](https://www.openaleph.io/docs/learn/ai-features) - [Create a training](https://www.openaleph.io/docs/learn/create-a-training) For training managers and admins: - [Launch and manage training sessions](https://www.openaleph.io/docs/learn/training-sessions) - [Manage a training: analytics, learners and sessions](https://www.openaleph.io/docs/learn/manage-a-training) - [Certificates and badges](https://www.openaleph.io/docs/learn/certificates-and-badges) - [Training plans](https://www.openaleph.io/docs/learn/training-plans) - [Session costs, expenses and documents](https://www.openaleph.io/docs/learn/session-costs-and-documents) - [Providers and expense categories](https://www.openaleph.io/docs/learn/providers-and-expense-categories) - [Training plan analytics and exports](https://www.openaleph.io/docs/learn/training-plan-analytics) For everyone: - [Notifications, emails and mobile app](https://www.openaleph.io/docs/learn/notifications-and-mobile) People outside your company (clients, partners) can also follow your trainings through Academy: see [Academy](https://www.openaleph.io/docs/academy). ## Typical workflow, end to end 1. A content creator opens **Learn › My content**, clicks **Create** and creates a **Module**: writes the content in the editor (or asks Aleph AI to draft it), sets the duration, tags and cover, chooses the evaluation type, then clicks **Publish**. The module appears in the **Catalog** for everyone. 2. Optionally, the creator groups modules into a **Playlist**, and translates modules into other languages or adds an audio narration. 3. To have people learn and be evaluated, the creator builds a **Training** (**Learn › Trainings › New training**): sections, modules, estimated cost, co-pilots, then **Publish**. 4. Right after publishing, they **Launch a training session**: title, mode, start date and deadline, participants, cost, and choose whether to send the invitation email. 5. Learners find the training in **Learn › My Learning** under **Assigned Trainings**, follow each module in the learning studio and pass each evaluation. The training is completed when every module is acquired. 6. The trainer follows progress on the training's management page (**Analytics**, **Training sessions**, **Learners** tabs), sends reminders and, if configured, certificates are issued. 7. With the TMS, admins group sessions into **Training Plans**, record actual costs and expenses, tag providers, and read spend analytics, exportable to PDF or Excel. --- # My Learning, assigned trainings and favorites Source: https://www.openaleph.io/docs/learn/my-learning Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Use the My Learning dashboard to track your trainings, see acquired modules, open assigned trainings and find your favorite modules and playlists. **My Learning** is your personal learning home. It shows the trainings you have to complete, your progress, the modules you recently acquired, new modules to discover and your favorites. Clicking **Learn** in the navigation opens this page by default. > **Tip:** OpenAleph Home also lists your trainings to do in its next actions. See [Home and navigation](https://www.openaleph.io/docs/getting-started/home-and-navigation). ## Open My Learning Go to **Learn › My Learning**. The page is titled **My Learning** ("Track your progress and access your learning content."). > **Note:** If you don't see **Learn** in the navigation, your company may not have the Learn module (LMS) enabled. Ask your admin. ## The dashboard The top of the page has three cards. ### My Learning Progress Lists up to three trainings you still have to complete. For each one you see the training title, a **Deadline** line and a **Progress** bar with the percentage of modules you have acquired. Click a training to open it in the learning studio (see [Follow a training](https://www.openaleph.io/docs/learn/follow-a-training)). If nothing is assigned to you, the card reads "Your trainings to complete will show up here." ### Learning Overview Three counters: | Counter | Meaning | |---|---| | **Trainings To Do** | Trainings you are enrolled in and haven't completed yet. | | **Completed Trainings** | Trainings in which you acquired every module. | | **Modules Acquired** | All modules you acquired, inside or outside trainings. | ### Recently Acquired Modules Your latest acquired modules, with their acquisition date ("Acquired: ..."). Click one to open it. ## The carousels Below the dashboard, carousels group your content. Each carousel has a **See all** button. A carousel only appears if it has content. | Carousel | Content | See all opens | |---|---|---| | **Assigned Trainings** | Trainings you are enrolled in, with a status tag (**Not started**, **In progress**, **Completed**) and their total duration. | The **Assigned Trainings** page | | **New Modules to discover** | Recently published modules of your company. | The **Catalog** | | **Favorite modules** | Modules you added to your favorites. | **Favorites**, Modules tab | | **Favorite playlists** | Playlists you added to your favorites. | **Favorites**, Playlists tab | Module cards show the duration, the reactions they received and an **Acquired** tag if you already acquired them. Hover a module or playlist card to see quick actions: - **Favorite**: add or remove the item from your favorites (the heart is filled when it is a favorite). - **Copy Link**: copy a direct link to share the module or playlist. - On a playlist you created (or any playlist if you are an admin): **Update playlist** (edit title and description) and **Delete playlist**. ## Assigned Trainings The **Assigned Trainings** page ("Here is the list of all your assigned trainings.") lists every training you are enrolled in, through any training session. 1. Open it from **See all** on the **Assigned Trainings** carousel. 2. Use the tabs **To do** and **Completed** (each shows a count), and the **Search** field to find a training by title. 3. Click a training card to open it in the learning studio. A training appears here as soon as someone enrolls you in a session of it. If the session is online and the organiser chose to notify participants, you also receive an invitation email (see [Notifications, emails and mobile app](https://www.openaleph.io/docs/learn/notifications-and-mobile)). ## Favorites The **Favorites** page ("Here is the list of all your favorite modules and playlists.") has two tabs, **Modules** and **Playlists**. - Search by title with **Search**. - Filter by **Published at** / **Created at**, **Duration**, **Themes** and **Author**. - Click a card to open the module or playlist. To add a favorite, click the heart on a card (catalog, My Learning) or at the top of a module or playlist page. Favorites also appear on your OpenAleph Home and in **My library** in the mobile app. Click it again to remove it. Favorites are personal: nobody else sees them. > **Tip:** Adding modules to your favorites earns badges at 1, 5, 10 and 25 favorites. See [Certificates and badges](https://www.openaleph.io/docs/learn/certificates-and-badges). ## Common questions ### A training I was told about doesn't appear in my assigned trainings. Why? Trainings are not in the catalog: you only see one once you are enrolled in one of its sessions. Ask the trainer to check that you are in the session's participants. If you were removed from the session, the training disappears from your list. ### Why is my progress at 0% although I read the modules? A module counts only once it is **Acquired**, that is once you completed its evaluation inside the training (confirmation, quiz passed at 100%, or face-to-face evaluation validated with your expert). Reading the content, in the training or in the catalog, isn't enough. See [Evaluations and quizzes](https://www.openaleph.io/docs/learn/evaluations-and-quizzes). ### What is the deadline shown on a training? The deadline is the end date the organiser set on your training session. If the card shows **None**, ask the organiser for the date. Nothing blocks you after the deadline, but your trainer may send reminders. ### Can I see my learning history elsewhere? Your profile lists your training sessions and their completion, and shows your badges. See [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile). --- # Browse the catalog Source: https://www.openaleph.io/docs/learn/browse-the-catalog Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Explore all published modules and playlists of your company in the Learn catalog, search, filter, sort, favorite, share and add modules to playlists. The **Catalog** gathers every published module and playlist of your company. Everyone with access to Learn can browse it and read any content freely, without being assigned to it. > **Note:** Modules opened from the catalog are for reading: their evaluation isn't shown there. You complete evaluations, and acquire modules, inside the [trainings](https://www.openaleph.io/docs/learn/follow-a-training) you are enrolled in. ## Open the catalog Go to **Learn › Catalog**. The page is titled **Catalog** ("Here is all contents created in your company."). If your company hasn't published anything yet, it reads "All contents created in your company will show up here." ## What the catalog page shows The catalog home is made of several blocks, each shown only if it has content: | Block | Content | |---|---| | **Modules** | The latest published modules, with **See all** to open the full module list. | | **Playlists** | The latest playlists, with **See all** to open the full playlist list. | | **Featured Playlist** | A highlighted playlist (the most viewed one) with its **Total duration** and a **Go to playlist** button. | | **Recommended themes** | Theme tags. Click a theme to open the module list filtered on it. | | **Most popular modules** | The modules with the most views. | Each module card shows the cover image, title, duration, reactions (emoji and count) and an **Acquired** tag if you have already acquired it. Each playlist card shows its number of modules (for example "3 module(s)"). Click a card to open the module or playlist. ## Full module list Click **See all** next to **Modules**. The page **Modules** ("Here is the list of all your modules.") lets you: - **Search** by title. - **Sort by**: **Last updated**, **Date published**, **Views** or **Alphabetical**. - **Filter** by **Date published**, **Duration**, **Themes** and **Author**. ## Full playlist list Click **See all** next to **Playlists**. The page **Playlists** ("Here is the list of all your playlists.") lets you search, **Sort by** **Last updated**, **Date created** or **Alphabetical**, and **Filter** by **Date created**, **Author**, **Duration** and **Themes**. ## Quick actions on cards Hover a card (or tap its menu on a small screen) to see its actions: | Action | Who | What it does | |---|---|---| | **Favorite** | Everyone | Adds or removes the item from your [favorites](https://www.openaleph.io/docs/learn/my-learning#favorites). | | **Copy Link** | Everyone | Copies a direct link to the module or playlist. | | **Duplicate module** | Module creator, admins | Creates a copy of the module with a new title (all content, evaluation included). | | **Add to playlist** | Module creator, admins | Opens a picker to add the module to one or more playlists. | | **Delete module** | Module creator, admins | Moves the module to the deleted items (see below). | | **Update playlist** / **Delete playlist** | Playlist creator, admins | Edits the playlist title and description, or deletes it. | "Admins" here means Scoped admins, Admins and Super admins. ### Add a module to a playlist 1. On a module card, choose **Add to playlist**. 2. In the picker, select one or several playlists (you can search). 3. Confirm with **Continue**. A message confirms the addition. ### Delete a module When you delete a module, it goes to the deleted items for 30 days, then is permanently deleted. It disappears from the catalog, from every playlist and from the trainings that contain it. If a training contained only this module, the training itself is moved to the deleted trainings. You can restore a deleted module from **My content › View deleted items** (see [My content](https://www.openaleph.io/docs/learn/my-content)). ## Common questions ### Can I see modules that are not published yet? No. The catalog only shows published content. Drafts are visible to their creator (and admins) in **My content**. ### Why can't I find a training in the catalog? Trainings are never listed in the catalog. They are assigned through training sessions and appear in **My Learning › Assigned Trainings**. ### I don't see "Duplicate module" or "Delete module". These actions are reserved to the module's creator (with the Manager creator role) and to admins. ### Can I follow a module in another language? Yes, if the creator translated it: open the module and use the language button at the top. See [Follow a module](https://www.openaleph.io/docs/learn/follow-a-module). ### Why is there no quiz at the end of a module I opened from the catalog? Evaluations are only available inside trainings. Open the module from the training you are enrolled in (**Learn › My Learning › Assigned Trainings**) to complete it. If it isn't part of any of your trainings, you can still read it, react and comment. ### Some blocks described here don't appear on my catalog. Each block only shows when it has content: **Featured Playlist** needs playlists that have been viewed, and **Recommended themes** needs modules tagged with themes. --- # Follow a module Source: https://www.openaleph.io/docs/learn/follow-a-module Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Read a Learn module, listen to its audio narration, switch language, react, give feedback and comment, and know where its evaluation is completed. A module is a single learning page with an evaluation at the end. This page explains what you see on a module page and how you interact with it. The evaluation itself, which makes the module **Acquired**, is completed inside a training: see [Follow a training](https://www.openaleph.io/docs/learn/follow-a-training) and [Evaluations and quizzes](https://www.openaleph.io/docs/learn/evaluations-and-quizzes). ## Open a module Click a module card anywhere in Learn: the **Catalog**, **My Learning**, **Favorites**, a playlist, or a link someone shared with you. The module page opens. > **Important:** A module opened from the catalog, a playlist, your favorites or a shared link is for reading only: its evaluation isn't shown there, so you can't acquire it from that page. To be evaluated, open the module from a training you are enrolled in (**Learn › My Learning › Assigned Trainings**). If you think you should have a training containing this module, ask your trainer or HR team. ## The module page ### Top bar | Button | What it does | |---|---| | Back arrow | Returns to where you came from (the playlist, the catalog...). | | Language (translate icon) | Only if the module exists in several languages. Choose the language you want to read. | | Edit (pencil) | Only for the module creator and admins. Opens the [module editor](https://www.openaleph.io/docs/learn/module-editor). | | Comments | Opens the **Comments** panel, with the number of comments. | | Favorite (heart) | Adds or removes the module from your favorites. | | Copy link | Copies the module link ("Link copied to clipboard."). | ### Details Under the title you see the description, the cover image, the author (**By** ..., or **Multiple authors** when the module has co-authors), the **Duration**, the **Updated at** date, the number of reactions (or **No reaction**) and the module's themes. Once you have acquired the module, **Acquired on** shows the date. ### Content The **Content** section holds the lesson itself: text, headings, lists, images, tables, embedded YouTube videos, quotes and code blocks. ### Audio narration If the creator added an audio narration, a play button lets you open an audio player at the bottom of the page. You can listen while you read, pause and seek. ### "This module has just been updated !" If the creator publishes a new version while you are reading, a banner offers **Reload this page** to see the latest version. ## Where the evaluation happens In a training, the end of the module shows its evaluation block ("🙌 You've reached the end! ..."): a self-assessment, a quiz or a face-to-face evaluation. Completing it marks the module as **Acquired**, and a window **Module acquired!** congratulates you with **Close** and **Next module** (or **Continue** on the last module). Acquisition is per module: a module you acquired in one training is acquired everywhere, including on its catalog page. The details of each type, results and retakes are explained in [Evaluations and quizzes](https://www.openaleph.io/docs/learn/evaluations-and-quizzes). ## React and share feedback At the bottom of the module, the block **What did you think of the module?** lets you give feedback: 1. Click **Share Your Feedback🙌**. 2. In **Share your feedback**, pick one reaction: **Engaging course**, **Useful in my work**, **A bit boring**, **Difficult to understand** or **Needs an update**. 3. Optionally write a message in **Want to add something ?** (up to 400 characters). 4. Click **Submit feedback**. A message confirms "Feedback was submitted." Your reaction is counted on the module ("1 reaction") and helps creators improve their content (they see reactions in [My content analytics](https://www.openaleph.io/docs/learn/my-content#content-performance-analytics)). Your written message is posted in the module's comments, with your reaction label. To change your reaction later, reopen **Share Your Feedback🙌**: the button in the window then reads **Edit feedback**. ## Comments Click **Add comment** (or the comments icon in the top bar) to open **Comments**. You can: - Type in **Add a comment** and send it: it is visible to everyone who opens the module. - **Reply** to a comment to start a thread. - Delete your own comment (**Delete comment**, then confirm; this is permanent). The module creator receives an email for each new comment ("... commented the module ..."), and people in a thread are notified of new replies. A message written in the feedback window doesn't send this email. ## Common questions ### I read everything but the module is not acquired. Reading isn't enough: you must complete the evaluation, and evaluations are only available inside a training. Open the module from your assigned training in **My Learning** and scroll to the end of the module. ### The module I opened from the catalog has no quiz. That's expected: the catalog is for reading. The evaluation appears when you follow the module inside a training you are enrolled in. ### The creator changed the evaluation type. Do I lose my acquisition? No. Anyone who already acquired the module keeps their status. ### Why is the language button missing? The module exists in only one language. Translations are added by the creator. ### Can I follow modules on my phone? Yes, in the OpenAleph mobile app. See [Notifications, emails and mobile app](https://www.openaleph.io/docs/learn/notifications-and-mobile). --- # Evaluations and quizzes Source: https://www.openaleph.io/docs/learn/evaluations-and-quizzes Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > How learners complete the three Learn evaluation types in a training - self-assessment, quiz and face-to-face evaluation - read quiz results and retake an evaluation. Every module ends with one evaluation. Completing it marks the module as **Acquired**, which counts towards your trainings, your **Modules Acquired** counter and your badges. The creator chooses the evaluation type; you can't change it. ## Where you take an evaluation Evaluations are taken inside a training, in the learning studio: open the training from **Learn › My Learning** (see [Follow a training](https://www.openaleph.io/docs/learn/follow-a-training)), open a module and scroll to the end of its content. The evaluation block starts with "🙌 You've reached the end!". A module opened from the catalog, a playlist or your favorites doesn't show its evaluation. If you need to be evaluated on a module that isn't in any of your trainings, ask your trainer to enrol you in a training that contains it. ## Self-assessment The block reads "🙌 You've reached the end! Did you learn all the following learning objectives?" followed by the learning objectives written by the creator. 1. Read the objectives. 2. Click **Yes, it's all clear to me!**. If a confirmation window **Module will be acquired** appears, click **Confirm**. The module is acquired immediately and the window **Module acquired!** appears. Later, the button becomes **Update acquisition date**, which records today as your new acquisition date. ## Quiz The block reads "🙌 You've reached the end! Ready for the quiz?" and "To complete this module, evaluate yourself with a quiz." 1. Click **Start the quiz**. The quiz opens (if a reminder window appears first, click **Start**, or **Do it later**). 2. The quiz shows one question at a time (**Question** n/total). Each question has several answer options, and **one or more** of them can be correct: tick every correct option. 3. Move between questions with **Next** and **Previous question**. 4. On the last question, click **Validate answers**. > **Important:** If you leave the quiz before validating, a window warns "Your answers will be lost." Click **Yes, leave** only if you want to discard them. ### Results The result page shows **Module acquired** or **Module not acquired**, then **Check your results**: your percentage of **correct answers** and how many **right answers**, **partially right answer** and **wrong answers** you gave. The module is acquired only with 100% correct answers. Buttons under the result: - **Back to module**: return to the module content. - **Retake quiz**: start again. - **Continue training**: go on to the next module of the training. - **Continue your training with AI** (**Beta**) › **Continue**: open the AI tutor of the training (see [AI features](https://www.openaleph.io/docs/learn/ai-features#ai-tutor-for-learners)). Below, the **Corrected quiz** lets you review every question: each one is marked **Right answer**, **Partially right** or **Wrong answer**, with the options you chose. Use **Go to question** to jump to a question. Once the module is acquired, its evaluation block offers **View my results** and **Retake quiz**. Unlocking a new badge level shows the window **New badge acquired!** with **View my badges**. ## Face-to-face evaluation This evaluation is reviewed by an expert (a trainer, your manager, a senior colleague). The block reads "🙌 You've reached the end! Validate your evaluation to complete this module." and "To successfully complete this module, your answers must be reviewed in real time by your expert." 1. Click **Start evaluation** (if a window appears, click **Start**). 2. Each step shows one question (**Question** n/total) with the creator's guidance. Type your answer in **Answer** and click **Next**. Validate the evaluation together with your expert, for example during a meeting. 3. The last step is **Select your expert**: "Please select the expert who will review your answers. After validation, they will receive a copy of this evaluation by email." Choose the person in **My expert** (type a few letters to search). 4. Click **Validate answers**. The window **Module acquired!** confirms that your answers have been sent to your expert, with **Close** and **Next module**. Your expert receives a copy by email, " - Evaluation of ", with a link to download the evaluation as a PDF. At any step, **Print Evaluation (PDF)** downloads the evaluation, and **Previous question** takes you back. If you leave before validating, your answers are lost. After acquisition, the block offers **Restart evaluation**; an unfinished evaluation shows **Continue evaluation**. ## Evaluations on mobile The OpenAleph mobile app supports the three evaluation types (quiz, self-assessment and face-to-face), also inside trainings only. See [Notifications, emails and mobile app](https://www.openaleph.io/docs/learn/notifications-and-mobile). ## Common questions ### I answered almost everything correctly, why is the module not acquired? A quiz requires 100% correct answers. For a question with several correct options, you must tick all of them and none of the wrong ones. Review the **Corrected quiz** and click **Retake quiz**. ### I don't see any evaluation at the end of the module. You probably opened the module from the catalog, a playlist or a link. Open it from your training in **My Learning** instead. ### My expert didn't receive the email. Check that you selected the right person in **My expert** and ask them to look in their spam folder. You can also send them the PDF from **Print Evaluation (PDF)**. ### The quiz is in English but I switched the module to another language. The quiz follows the language you selected if the creator translated the evaluation. Otherwise it stays in the module's primary language. --- # Follow a training Source: https://www.openaleph.io/docs/learn/follow-a-training Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Open an assigned training in the learning studio, move through its sections and modules, track your progress and deadline, and complete it. A training is a structured path made of sections and modules that someone assigned to you through a training session. You follow it in the **learning studio**, a full-screen player that keeps track of your progress. ## Open a training Use any of these entry points: - **Learn › My Learning**, card **My Learning Progress** or carousel **Assigned Trainings**. - **Learn › My Learning › Assigned Trainings** (**See all**). - The link in your invitation or reminder email (**Start training**, **Go to training**), or the notification in the app. - The home page, when a training appears in **Next up!** (see [Home and navigation](https://www.openaleph.io/docs/getting-started/home-and-navigation)). ## Training introduction When the studio opens, a **Training introduction** window shows the training cover, title, description, author (**By** ...), number of sections and modules and total duration. Click **Continue** to start. ## The learning studio On a computer the studio has two columns. **Left column (list)** - A summary card with the number of sections and modules, the total duration, a **Deadline:** line and your completion percentage with a progress bar. - The timeline of sections and modules. Each module shows its duration and evaluation type (**Face to Face**, **Quiz**, **Self-assessment**) and a green check once acquired. The current module is highlighted. Click any module to open it: you can follow modules in any order. **Right column (content)** - The module header: title, description, author, update date, reactions, a button to play the **audio narration** (when available) and a language button (when the module is translated). The language window **Choose language** lets you pick a language and **Apply**. - The module content, then its evaluation (see [Evaluations and quizzes](https://www.openaleph.io/docs/learn/evaluations-and-quizzes)), then the feedback block **What did you think of the module?** (see [Follow a module](https://www.openaleph.io/docs/learn/follow-a-module#react-and-share-feedback)). - Buttons at the top right to go back to the previous module (arrow) or to the **Next module**. On a phone, the studio has two tabs, **List** and **Content**, with navigation buttons at the bottom. ## Progress and completion - A module counts when it is acquired. Your completion percentage is the share of acquired modules in the training. - When you finish the last module of a section, a window **Section complete!** announces "Moving on to "..."" with the next section's module count and duration. - After each evaluation, the window **Module acquired!** offers **Next module** (or **Continue** on the last module) and **Close**. - The training is **Completed** when every module is acquired. It then moves to the **Completed** tab of **Assigned Trainings** and increases your **Completed Trainings** counter. - Modules you already acquired in another training are already counted as acquired. - If the training issues a certificate automatically, you receive it by email as soon as you complete the training. See [Certificates and badges](https://www.openaleph.io/docs/learn/certificates-and-badges). Close the studio with the close button at the top to return to **My Learning**. ## Learn with the AI tutor Inside a training, on a quiz result page you can click **Continue** under **Continue your training with AI**: Aleph AI acts as a tutor on the training content, sums up what you have completed, suggests questions and proposes to take the next quiz or evaluation. See [AI features](https://www.openaleph.io/docs/learn/ai-features#ai-tutor-for-learners). ## Common questions ### Do I have to follow the modules in order? No. The timeline suggests an order, but you can open any module. ### What happens after the deadline? Nothing is locked: you can still complete the training. The deadline is the end date of your session, and your trainer can see who hasn't finished and send reminders. ### A module is already marked as acquired, although I never opened it in this training. You acquired it before, in another training (or it was marked as acquired for you by a trainer). Acquisition is per module, not per training. ### The training has new modules and my status went back to "In progress". The trainer added content. Complete the new modules to finish the training again. ### A section of the timeline has no modules. The trainer left an empty section in the training. It doesn't count in your progress; only modules do. ### Where is my certificate? If the training issues certificates, you receive an email "🎓 Your certificate for ..." when it's issued. See [Certificates and badges](https://www.openaleph.io/docs/learn/certificates-and-badges#what-the-learner-receives). --- # Playlists Source: https://www.openaleph.io/docs/learn/playlists Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Follow a playlist of modules, and for creators create a playlist, add, reorder and remove modules, edit, share and delete it. A playlist is an ordered selection of modules published in the catalog, for example "Onboarding essentials" or "Managing remotely". Anyone can read a playlist; nobody is assigned to it, it has no deadline and its modules show no evaluation. To assign learning to people with evaluations, tracking and deadlines, use a [training](https://www.openaleph.io/docs/learn/create-a-training) instead. ## Follow a playlist 1. Open a playlist from **Learn › Catalog** (block **Playlists** or **Featured Playlist**), from **My Learning › Favorite playlists**, or from a shared link. 2. The playlist page shows its title, total **Duration**, description, the themes of its modules and, under **Content**, the list of its modules with their duration and themes. 3. Click a module to read it (see [Follow a module](https://www.openaleph.io/docs/learn/follow-a-module)). The back arrow returns to the playlist. Top bar actions: **Favorite** (heart), copy the link, and for the creator or an admin, edit (pencil) and a menu with **Delete playlist**. ## Create a playlist > **Permissions:** Creating playlists requires the Manager creator role or above. 1. Go to **Learn › My content**, click **Create**, select **Playlist** ("A Playlist is a curated list of Modules.") and click **Continue**. On the **Playlists** tab you can also use **Create new playlist**. 2. In **Create new playlist**, fill in **Playlist title** (required) and **Description**, then click **Save**. 3. The playlist page opens ("All modules in playlist will show up here."). Click **Add modules**, tick modules in the **Add module** picker (search, **Filter** by **Themes**) and click **Continue**. A message confirms "Modules successfully added to playlist." The playlist is published in the catalog as soon as it is created. Only published modules can be added. You can also add a module to playlists from a module card: **Add to playlist** (see [Browse the catalog](https://www.openaleph.io/docs/learn/browse-the-catalog#add-a-module-to-a-playlist)). ## Manage a playlist As the playlist creator (or an admin): - **Reorder modules**: drag and drop modules in the **Content** list. The new order is saved automatically ("Saved"). - **Remove a module**: open the module's menu (three dots) and choose **Remove module from playlist**, then confirm. The module itself isn't deleted; you can add it back later. - **Edit title and description**: click the pencil in the top bar (or **Update playlist** on the card), change the fields in **Edit playlist** and click **Save**. - **Edit a module**: module menu › **Edit module** (only for modules you can edit). - **Delete the playlist**: top bar menu (three dots) › **Delete playlist**, then **Delete**. "Deleted playlists are stored for 30 days. After this period, they will be permanently deleted." The modules are not deleted. Restore it from **My content › View deleted items**. ## Turn a playlist into a training, or the reverse - In the training editor, **Import playlist** copies the modules of one or more playlists into new sections (one section per playlist). Modules already in the training aren't added twice. See [Create a training](https://www.openaleph.io/docs/learn/create-a-training#import-playlists). - In a training, a section can be exported with **Export as a playlist**, which publishes its modules as a new playlist in the catalog. ## Common questions ### Is my progress tracked in a playlist? No. A playlist has no evaluation, completion status, deadline or certificate: modules are acquired in trainings. Use a training to have people evaluated and tracked. ### I can't reorder or remove modules. Only the playlist creator and admins can modify a playlist. ### A module disappeared from my playlist. The module was deleted by its creator or an admin. Deleted modules are removed from every playlist. --- # My content Source: https://www.openaleph.io/docs/learn/my-content Roles: Manager creator, Scoped admin, Admin, Super admin > The creator dashboard of Learn - overview of your modules, playlists, trainings and sessions, creation, deleted items and content performance analytics. **My content** is the workspace of content creators. It lists what you created, lets you create new content and shows how your modules perform with learners. ## Before you start > **Permissions:** **My content** is available to Manager creators, Scoped admins, Admins and Super admins (see [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access)). Employees and Managers don't have access to it. It lists **your own** content: even as an admin, you only see the modules, playlists, trainings and sessions you created here. The full company catalog is in **Learn › Catalog** and all trainings in **Learn › Trainings**. Go to **Learn › My content**. The page is titled **My content** ("Manage your content, get insights into your modules and trainings, and track learner feedback."). ## Your content overview The card **Your content overview** counts your **Modules**, **Playlists**, **Trainings** and **Training sessions**. **See Analytics** scrolls to the analytics section at the bottom of the page. ## The content list Four tabs, each with **Search** and filters: | Tab | Columns | Filters | Clicking a row opens | |---|---|---|---| | **Modules** | **Title**, **Status** (Published or Draft), **Last update**, **Views**, **Reactions**, **Theme** | **Date published**, **Status**, **Duration**, **Theme** | The module editor | | **Playlists** | **Title**, **Modules**, **Created at**, **Theme** | **Date created**, **Duration**, **Theme** | The playlist page | | **Trainings** | **Title**, **Content** (sections, modules), **Status**, **Training sessions** (sessions and participants), **Last update** | **Last update**, **Status**, **Duration** | The training management page | | **Training sessions** | **Title** (with the training name), **Duration**, **Completion** (learners who completed / all learners), **Start date**, **Deadline** | **Completion**, **Start date**, **Deadline** | The [session page](https://www.openaleph.io/docs/learn/session-costs-and-documents) | A module is **Draft** until you publish it for the first time. A published module that you are editing stays **Published** for learners: your changes live in a draft until you click **Update**. ### Row actions Each row has a menu: - **Modules**: **Copy link**, **Duplicate module**, **Add to playlist**, **Delete module**. - **Playlists**: **Update playlist**, **Delete playlist**. - **Trainings**: **Edit training**, **Launch new training session**, **Duplicate training**, **Delete training**. - **Training sessions**: **Edit training session**, **Delete training session**. ## Create content 1. Click **Create**. 2. In **Create new content** ("Choose the type of content you want to create:"), select: - **Module**: "A Module is the smallest and core learning unit in OpenAleph Learn." See [Create a module](https://www.openaleph.io/docs/learn/create-a-module). - **Playlist**: "A Playlist is a curated list of Modules." See [Playlists](https://www.openaleph.io/docs/learn/playlists). - **Training**: "A Training is a structured learning content." See [Create a training](https://www.openaleph.io/docs/learn/create-a-training). 3. Click **Continue**. ## Deleted items Deleted modules, playlists and trainings are kept for 30 days before being permanently deleted. 1. Open the menu (three dots) next to **Create** and choose **View deleted items**. Deleted trainings can also be found from **Learn › Trainings** (menu next to **New training** › **View deleted items**). 2. Choose the type of item, search if needed. 3. For each item: **Restore** puts it back where it was (a restored module is published again), **Delete permanently** removes it for good after confirmation ("This is a permanent action."). > **Important:** A deleted module is also removed from playlists and trainings. Restoring it doesn't add it back to those playlists and trainings: you have to add it again. ## Content Performance Analytics At the bottom of the page, **Content Performance Analytics** ("Key engagement insights — comparing views, acquisitions, and total reactions on your published content.") shows: - A **Module** selector (**All Modules** or one module) and a **Date range**: **Last 30 Days**, **Last 3 Months**, **Last 6 Months**, **Last 12 Months**. - **Views vs Acquisitions**: a chart of how many times your modules were viewed and acquired over time. A view counts when someone stays on the module long enough to read part of it. - **Total Reactions**: the breakdown of reactions: **Engaging course**, **Useful in my work**, **A bit boring**, **Difficult to understand**, **Needs an update**. Use it to spot modules that are opened but rarely acquired (the evaluation may be too hard) or flagged **Needs an update**. ## Common questions ### I'm an admin but My content doesn't show a colleague's modules. It's by design: **My content** only lists what you created. Find other modules in the **Catalog**, where admins can edit or delete them. ### Where are the learners' written comments? On the module itself, in the comments panel (messages written with a reaction appear there too). You also receive an email for each new comment posted in the panel. ### Can I recover a module deleted more than 30 days ago? No. After 30 days, deleted items are permanently removed. --- # Create a module Source: https://www.openaleph.io/docs/learn/create-a-module Roles: Manager creator, Scoped admin, Admin, Super admin > Create a Learn module, configure its title, description, cover, duration, tags, language and co-authors, preview it and publish or update it in the catalog. A module is the core learning unit of OpenAleph Learn: a page of content with one evaluation. This page covers creating a module, its settings and publishing. Writing the content and building the evaluation are covered in [The module editor and evaluations](https://www.openaleph.io/docs/learn/module-editor). ## Before you start > **Permissions:** You need the Manager creator role or above (see [Roles and access levels](https://www.openaleph.io/docs/getting-started/roles-and-access)). A Manager creator can edit and delete the modules they created; Scoped admins, Admins and Super admins can edit any module of the company. ## Create the module 1. Go to **Learn › My content** and click **Create**. 2. Select **Module** and click **Continue**. 3. In **Module setup**, fill in: - **Module title** (required), - **Description** (optional, up to 400 characters, shown on the catalog card), - **Language**: "Select the language for this module" (pre-filled with your language). This becomes the module's primary language. 4. Click **Create**. The module editor opens, with a default cover image. You can also create a module directly from a training: in a section, **Add module › Create a New Module**. Once published, the module is automatically added to that section. The module is created as a **Draft**. Nobody else sees it until you publish it. Everything you do in the editor is saved automatically (the top bar shows **Saved**). The back arrow at the top left leaves the editor. ## The editor layout On a computer, the editor has two panels: - **Left panel**, with two segments: **AI Tools** (see [AI features](https://www.openaleph.io/docs/learn/ai-features)) and **Configure** (the settings below). - **Right panel**, with two segments: **Content** and **Evaluation**, and a **Language** selector to switch between the module's languages. On a phone, two tabs **Settings** and **Content** replace the panels. Publishing is only available on a larger screen. ## Configure the module Click **Configure** in the left panel. ### General information - **Module title**. - **Description**: click **Add description** / **Show description** / **Hide description** to edit it. - **Cover image**: a default image is set; use **Update image** to replace it ("Recommended format: JPG or PNG.", max 10 MB). You can reposition the image in its frame. ### Estimated duration "Add time needed to acquire this module." Enter a value and a **Unit** (**Minutes** or **Hours**). Without a value, the module counts as 30 minutes. Durations are added up to show playlist and training durations, and can be used as a filter in the catalog. ### Tags Themes help learners find your module and power **Recommended themes** in the catalog. "Choose from the list or type and press Enter to add a theme." Click the **Add new theme** field, pick an existing theme or type a new name and press Enter (a message confirms "New theme ... created"). Remove a theme with the cross on its tag. ### Primary language "Select the language used in this module." It is the reference language for translations. ### Co-authors "Invite collaborators to edit this module." Up to 10 co-authors, chosen among Manager creators, Scoped admins, Admins and Super admins. 1. Click the button next to **Co-authors**. The window **Manage co-authors** lists the eligible colleagues, with **Search** and filters. 2. Tick the people to add (untick to remove), then click **Continue**. 3. Answer **Send invitation emails?** ("Do you wish to send invitation by email to co-authors? They will be sent now."): **Yes, send emails** notifies them now, in their own language ("You've been added as a co-author for ..."), **No** adds them silently. The co-authors' avatars appear in the editor's top bar, and the module shows **Multiple authors** to learners. Editing and publishing remain with the module's creator and admins (see [Before you start](#before-you-start)). ### Languages "Manage languages in this module": the button opens the **Languages** window listing the module's languages. See [AI features › Translate a module](https://www.openaleph.io/docs/learn/ai-features#translate-a-module). ### Duplicate and Delete - **Duplicate**: enter a **Module title** for the copy and click **Duplicate**. All the content is duplicated, and the copy is yours. - **Delete**: moves the module to the deleted items (30 days). It is removed from playlists and trainings. ## Preview Click the eye icon in the top bar to preview the module as learners will see it, in the language currently selected. ## Publish 1. Click **Publish** in the top bar. 2. OpenAleph checks that the title is filled, that an evaluation type is chosen ("Evaluation type must be set.") and that the required fields of the evaluation are filled (for example the **Learning objectives** of a self-assessment). Otherwise a message reads "Please fill required fields (*)." 3. Confirm in **Module will be published**: "Your module will be added to the Catalog and will be visible to everyone." Click **Publish**. The message "Module published!" appears and the module page opens. The module appears in the catalog (**Modules**, and **New Modules to discover** in everyone's My Learning). To have people take its evaluation, add it to a [training](https://www.openaleph.io/docs/learn/create-a-training). ## Update a published module Open the module (edit pencil on the module page, or the row in **My content**). The top bar button now reads **Update**. Your changes are kept in a draft; learners keep seeing the published version. When ready, click **Update** and confirm **Module will be updated** ("Your module will be updated in the Catalog and will be visible to everyone.") with **Update**. Learners who have the module open see a banner inviting them to reload. ## Common questions ### I can't publish my module. Check the required fields (*), that an evaluation type is set in the **Evaluation** segment, and that you are on a computer or tablet screen. ### Can a co-author edit or publish? Co-authors are credited on the module. Editing and publishing are done by the module's creator and by Scoped admins, Admins and Super admins. ### I edited a published module but learners still see the old version. Click **Update** to publish your changes. ### Does changing the evaluation type reset learners? No. Learners who already acquired the module keep their status. --- # The module editor and evaluations Source: https://www.openaleph.io/docs/learn/module-editor Roles: Manager creator, Scoped admin, Admin, Super admin > Write module content with the rich-text editor (headings, lists, images, videos, tables) and build the evaluation - self-assessment, quiz or face-to-face. The right panel of the module editor has two segments: **Content**, where you write the lesson, and **Evaluation**, where you define how learners acquire the module. Everything is saved automatically as you type. ## Write the content Click **Content**. The editor is a free page ("Type / to browse options"): click anywhere and start typing. ### Insert blocks with "/" Type **/** at the start of a line to open the block menu, then type to filter and press Enter or click: | Group | Block | Use | |---|---|---| | Format | **Heading 1**, **Heading 2**, **Heading 3** | Section titles of decreasing importance | | Format | **Bulleted List**, **Numbered List** | Lists | | Format | **Quote** | A highlighted quotation | | Format | **Code Block** | Code or preformatted text | | Insert | **Table** | A 3x3 table with a header row; add or remove rows and columns afterwards | | Insert | **Image** | An image, see below | | Insert | **Youtube** | Paste a YouTube URL to embed the video | | Insert | **Divider** | A horizontal separator | ### Format text Select text to format it: bold, italic, underline, strikethrough, highlight, text colour, links and alignment. Usual shortcuts work (Ctrl/Cmd+B, Ctrl/Cmd+I, Ctrl/Cmd+U). ### Images The **Image** block offers three sources: - **Upload a file** from your computer, - **Embed link**: paste an image URL and click **Embed image**, - **Unsplash**: **Search for an image** in the free Unsplash library and click one. ### Audio narration If you generated an audio narration (see [AI features](https://www.openaleph.io/docs/learn/ai-features#generate-an-audio-narration)), a player appears under the content. Its menu lets you **Delete audio** ("This action will permanently remove this audio from your module."). ### Collaborative editing If a co-author or another editor changes the module at the same time, a banner "This module has just been updated !" offers **Reload this page** to get the latest version. ## Build the evaluation Click **Evaluation**. If no evaluation exists yet, the segment reads **Choose your evaluation type** ("Choose the evaluation type to start creating the evaluation."). Click **Create evaluation**, choose a type in the window **Create Evaluation** and click **Continue**: | Type | Rule for learners | |---|---| | **Self-assessment** | "The learner must confirm they have fully understood the module before proceeding." | | **Quiz** | "The learner must pass the quiz with a score of 100% correct answers to successfully complete this section." | | **Face-to-face evaluation** | "The learner's answers will be evaluated in real time by an expert, ensuring accurate assessment and personalized feedback." | A module has exactly one active evaluation. The **Evaluation type** selector at the top of the segment shows it (**Self-assessment**, **Quiz** or **Face-to-face**) and lets you switch. > **Tip:** **Generate with AI** creates the evaluation from your content (objectives, quiz questions or open questions). Review the result before publishing. See [AI features](https://www.openaleph.io/docs/learn/ai-features#generate-the-evaluation). ### Self-assessment Fill in **Learning objectives*** (required): the list of what the learner should now know. Learners see it at the end of the module and confirm with **Yes, it's all clear to me!**. ### Quiz Each question is a block with: - **Question**: the question text. - **Answer options (use checkbox for right answers)**: fields **Option A**, **Option B**... Type each option and tick the checkbox next to every correct one. A question can have several correct options. Use **Add answer option** to add one; two identical options are flagged "This option is identical to another option". The icons at the top right of a block move the question up or down, duplicate it or delete it. Click **Add** under a block to insert a new question. Learners must tick exactly the correct options of every question to reach 100%. ### Face-to-face evaluation Each block is an open question with a **Question** and an optional **Description** (guidance for the learner and the expert). Use **Add** to add questions and the block icons to move, duplicate or delete them. Learners validate the evaluation together with their expert, who receives a copy (a link to the evaluation PDF) by email. ### Change the evaluation type Select another type in **Evaluation type**. If the module is already published, confirm **Change evaluation type?**: "Learners will now be evaluated with the new type. Anyone who already completed this module keeps their completion status." Click **Yes, change** (or **Cancel**). The previous evaluation's questions are kept if you switch back. The change reaches learners when you click **Update**. ### Evaluations in other languages The evaluation is written in the primary language. When you translate the module and tick **Translate evaluation**, the questions are translated too; you can then review them by switching the **Language** selector (for example **English (Primary)** / **French**). Creating a new evaluation with AI is only possible in the primary language. Remember that learners take the evaluation inside trainings only: add the module to a [training](https://www.openaleph.io/docs/learn/create-a-training) so it can be acquired. ## Common questions ### How do I add a video that isn't on YouTube? Only YouTube embeds are supported in the editor. You can add a link to another platform in the text. ### When is my content saved? Content is saved automatically a moment after you stop typing. Wait for **Saved** in the top bar before closing. ### Can I have a quiz and a self-assessment in the same module? No, one evaluation per module. Split the content into two modules if you need both. --- # AI features in Learn Source: https://www.openaleph.io/docs/learn/ai-features Roles: Employee, Manager creator, Scoped admin, Admin, Super admin > Use Aleph AI in Learn to draft module content, generate evaluations and audio narrations, translate modules, and let learners train with an AI tutor. Aleph AI is built into Learn. Creators use it in the module editor to write, evaluate, narrate and translate modules; learners use it as a tutor inside trainings. AI output can contain mistakes: always review generated content before publishing ("Aleph AI can make mistakes."). The general **Ask AlephAI** assistant available everywhere in OpenAleph is described in [AI assistant](https://www.openaleph.io/docs/getting-started/ai-assistant). ## AI Tools in the module editor Open a module in the editor and click **AI Tools** in the left panel. Four tools are available: | Tool | Description | |---|---| | **Create Content** | "Generate structured lessons and materials for this module." | | **Generate Audio Narration** | "Turn your content into natural-sounding voice narration." | | **Create evaluation** | "Choose from multiple evaluation types and generate them automatically." (primary language only) | | **Add Another Language** | "Translate this module into another language in few clicks." | > **Permissions:** AI tools are available to everyone who can edit the module: its creator (Manager creator) and admins. ## Aleph AI assistant (Create Content) **Create Content** opens the Aleph AI panel ("Boost your content with Aleph AI!") with a first request prepared from your module title and description. 1. Type your request in **Ask Aleph AI about...**, for example "Write an introduction on GDPR basics with three examples", "Make the tone more casual", "Shorten the second part". 2. Aleph AI answers in the panel. Under a written answer: - **Insert** adds the text to your module content, - **Copy** copies it to paste it where you want. 3. The assistant can also act on the module directly when you ask: change the title, the description (max 400 characters) or the duration, add themes, switch or generate the evaluation, generate the audio narration, translate the module or switch the language you are editing. 4. After an action, **Undo** reverts the last change made by the assistant. Aleph AI is in beta: review its answers. ## Generate the evaluation Two ways: - **AI Tools › Create evaluation**: if the module has no evaluation yet, choose the type (**Self-assessment**, **Quiz** or **Face-to-face evaluation**) and the AI generates it. If an evaluation type is already set, it is generated directly ("Generating the evaluation… please wait."). - In the **Evaluation** segment, click **Generate with AI**. The AI writes the learning objectives (self-assessment), multiple-choice questions with correct options ticked (quiz) or open questions (face-to-face) from the module content. A message confirms "Evaluation generated successfully." Edit anything before publishing. ## Generate an audio narration 1. Click **AI Tools › Generate Audio Narration**. The panel **Generate Audio Narration** opens for the language you are editing (for example "(English)"). 2. Set the options: - **Who should speak?** ("Select a voice that best fits your module's tone."): **Voice** **Female** or **Male**. - **How long should the audio be?**: **Short**, **Default** or **Long** ("Longer clips may take a few seconds more to generate."). - **What should be the focus in this audio?** ("Be specific to help AI match the right tone and message."): optional instructions, e.g. "Introduce the lesson in an enthusiastic tone". 3. Click **Generate**. Generation takes a little while ("Generating Audio", "Come back in a few minutes"); you can keep working. 4. Listen to the result. Use **Edit prompt** and **Re-generate** to try again, then **Insert** to attach the narration to the module. Learners then see a play button on the module (and **Learn with audio** in the mobile app). Each language can have its own narration. To remove it, use **Delete audio** in the player menu of the editor. ## Translate a module Supported languages: English, German (listed as **Deutsch**), French, Italian, Spanish and Swedish. 1. Click **AI Tools › Add Another Language** (or the **Languages** block in **Configure**). 2. "Which language would you like to translate this module into?": **Select language**. 3. "The main content will be translated. What else would you like to include?": tick **Translate title and description**, **Translate evaluation** and/or **Translate audio narration** (optional). 4. Click **Translate**. "A new language(s) will be added. Your main language module will remain unchanged." The translation takes from a few seconds to a minute; the editor then switches to the new language so you can review it. Use the **Language** selector above the content (for example **English (Primary)**, **French**) to review and edit each translation. While a non-primary language is selected, **Create evaluation** is greyed out. Publish the translations with **Update** (or **Publish**). ### Manage languages In **Configure**, click the button next to **Languages**. The window **Languages** lists the **Languages in this module**: the primary language is marked **Primary**, a status icon shows whether each translation is complete, and a bin icon deletes a language. Click **Save** to apply. - **Incomplete Translation**: when some parts (content, title and description, evaluation, audio narration) haven't been translated yet, click **Translate** to complete them ("We recommend completing these translations before switching."). - You can't delete the primary language, nor the language you are currently viewing. Learners choose their language with the translate button at the top of the module. ## AI tutor for learners Inside a training, learners can study with an AI tutor that knows the training content. 1. On a quiz result page inside a training, find **Continue your training with AI** (**Beta**) and click **Continue**. 2. The **Aleph AI** chat opens with a welcome message that lists the modules you have already completed, the next module, and suggested questions you can click. Type your own question in **Ask me anything about this training...** ("Shift + Enter to add a line"). 3. When you're ready, the tutor proposes buttons to **Take quiz now** ("Start the quiz for this module"), **Start Evaluation** for a face-to-face module, or **Return to Module**. 4. The icon at the top right restarts the conversation and clears the chat history, after a confirmation. The back arrow leaves the chat; the conversation isn't saved. "Aleph AI can make mistakes.": check important answers against the module content. ## Common questions ### The AI tools are greyed out. **Create evaluation** is only available when the primary language is selected. Other tools may be temporarily disabled while a generation or translation is running. ### Does the AI publish anything by itself? No. Everything it creates goes into your draft. Learners only see it after you click **Publish** or **Update**. ### Can I translate into a language that isn't listed? No, only the listed languages are supported. --- # Create a training Source: https://www.openaleph.io/docs/learn/create-a-training Roles: Manager creator, Scoped admin, Admin, Super admin > Build a Learn training with sections and modules, import playlists, set an estimated cost, add co-pilots, then publish it and launch its first session. A training is a structured learning path: an ordered list of sections, each containing modules. Unlike playlists, trainings are not in the catalog: you assign them to people through [training sessions](https://www.openaleph.io/docs/learn/training-sessions), which gives you deadlines, progress tracking, reminders and certificates. ## Before you start > **Permissions:** Creating a training requires the Manager creator role or above. Co-pilots you add to a training (any colleague) can then edit it too. Only the training creator, Admins and Super admins can delete it. Publish the modules you want to use first: only published modules can be added to a training (you can also create new modules from the training). ## Create the training 1. Go to **Learn › Trainings** and click **New training**, or go to **Learn › My content › Create**, select **Training** and click **Continue**. 2. The training editor opens full screen, with the placeholder title "Training Title", a default cover image and a first empty section, **Section 1**. Everything is saved automatically (**Saving...**, then **Saved** in the top bar). Until you publish, the training is a draft that learners can't see. ## Title, description and cover In **Training title and description**: - Replace the default cover image on the left (max 10 MB; you can reposition it). - **Training title** (required). - **Description**: shown to learners in the **Training introduction**. ## Estimated cost "Estimate your training cost in order to better manage your training plans. All fields below are optional." - **Cost type**: **Flat cost** (one amount for the whole session, the default) or **Per participant** (multiplied by the number of participants). - **Estimated cost** in euros. The management page then shows it as, for example, "Estimated cost: €200.00 (Flat cost)". This estimate pre-fills the cost of each new session of the training, which you can override at launch (see [Session costs, expenses and documents](https://www.openaleph.io/docs/learn/session-costs-and-documents)). ## Build the content The **Training content** block shows the number of **Section(s)** and **Module(s)**, the total duration, **Collapse all** / **Expand all**, and an icon button **Import playlist**. Click a section header to expand or collapse it. ### Sections - **New section** adds a section at the end. Give it a **Title** and an optional **Description** (**Edit section**). - Drag the handle to reorder sections. - Section menu (three dots): **Edit section**, **Duplicate section**, **Export as a playlist**, and **Delete section** (confirm with **Yes, delete**). **Delete section** is only offered when the section holds at least two modules. An empty section shows "Section is empty" and "Add at least one module with the button below." Learners see it in their timeline too, so fill it or leave it out when possible. ### Add modules 1. In a section, click **Add module**. 2. In **Add new module** ("Choose how you'd like to add a module to your training."), choose: - **Add an Existing Module**: "Choose from all modules available in the catalog of your company." Click **Continue**, then in **Add module to training** tick one or several modules (search, **Filter** by **Themes**) and click **Continue**. A message confirms "Modules added to section successfully." - **Create a New Module** (Manager creator and above): "Start from scratch and build a brand-new module for this training." The module editor opens; when you publish the module, it is added to this section and you come back to the training. 3. Drag modules to reorder them or move them between sections. Each module row shows its last update date, evaluation type (**Self-assessment**, **Quiz**, **Face-to-face evaluation** or **None**) and duration, a menu with **View module** and **Edit module**, and a bin icon (**Delete item**) that removes the module from the section. The bin is disabled when the module is the only one in its section. On a phone, **Remove from section** is in the menu instead. > **Important:** Modules are acquired through their evaluation: make sure every module of the training has one so learners can complete it. ### Import playlists Click the **Import playlist** icon, then in **Import playlists to the training** tick playlists: "Select playlists to add to your training. Each playlist's modules will be grouped into a new section." Click **Continue**. Each playlist becomes a new section named after it ("1 playlist(s) imported as sections"). Modules that are already in the training aren't added a second time. ### Export a section as a playlist Section menu **Export as a playlist**: "Export this section and its modules as a playlist to the catalog." Adjust the title if needed and click **Export**. ## Co-pilots Co-pilots help you run the training: they can edit its content, launch and manage sessions, follow learners and handle certificates. 1. In the top bar menu (three dots), choose **Manage co-pilots**. 2. Search (**Search**, filters) and tick colleagues of any role, then click **Continue**. A message confirms "Co-pilot(s) updated successfully." 3. Each new co-pilot receives the email "You are a co-pilot for the training ...": "You've been added as a co-pilot for the training ... Your role is to support the training by helping manage its content, structure and sessions." ## Publish 1. Click **Publish**. The training needs a title and at least one module ("A training needs to contain at least 1 module to be launched, please add a module from any section."). 2. The message "Training published successfully." appears, then the dialog **Launch your first training session** ("Your training is published now, do you want to launch your first training session ?"). 3. Click **Launch** to open the session wizard (see [Launch and manage training sessions](https://www.openaleph.io/docs/learn/training-sessions)), or **Not now**. ## Edit a published training Open it with **Edit training** (training row menu in **Learn › Trainings**, pencil on the management page). Changes are kept in a draft until you click **Update**; learners keep the published version meanwhile. After an update, learners who had completed the training and now have new modules are back **In progress** until they acquire them. ## Duplicate or delete - **Duplicate training**: enter the **Duplicated training title** (and a **Description**), then **Duplicate**. All the content is duplicated; sessions and learners are not copied. - **Delete training** (creator, Admins and Super admins; row menu in **Learn › Trainings** or **My content**): the training moves to the deleted items for 30 days ("Deleted trainings are stored for 30 days. After this period, they will be permanently deleted."). Restore it from **Learn › Trainings › View deleted items**, or from its page with **Restore**. ## Common questions ### Why can't learners see my training? A training is only visible to people enrolled in one of its sessions. Launch a session and add participants. ### Can I use the same module in several trainings? Yes. A learner who acquired it once has it acquired in every training. ### I can't find "Create a New Module" in Add module. It is only offered to Manager creators and above. Co-pilots with the Employee or Manager role can only add existing modules. --- # Launch and manage training sessions Source: https://www.openaleph.io/docs/learn/training-sessions Roles: Manager creator, Scoped admin, Admin, Super admin > Launch a training session - mode, dates, participants, cost and invitation email - then edit it, change its status or delete it from the Trainings page. A training session is one run of a training for a group of learners, for example "Safety training - March cohort". It sets the start date and deadline, the mode (online or on site) and the participants. A training can have as many sessions as you need; a learner is enrolled in a training through one of its sessions. With the training management option (TMS), a session can also be run without any training behind it (for an external course, a conference...), belong to a training plan and carry costs, expenses, providers and documents. ## Before you start > **Permissions:** Manager creators and above can launch sessions; co-pilots can launch sessions of the trainings they co-pilot. A session can be edited by its creator, the training creator, the training's co-pilots and Admins; it can be deleted by its creator, Admins and Super admins. Costs, expenses and documents are managed by the session's creator and Admins (see [Session page](https://www.openaleph.io/docs/learn/session-costs-and-documents)). The training must be published first (see [Create a training](https://www.openaleph.io/docs/learn/create-a-training)). ## Where to launch a session - Right after publishing a training: **Launch** in the dialog **Launch your first training session**. - **Learn › Trainings**: button **Launch a training session**, or the row menu of a training › **Launch new training session**. - The training's management page: **Launch new training session** at the top right. - **Learn › My content**, row menu of a training: **Launch new training session**. - A training plan: **Add a training session › Launch a new training session** (see [Training plans](https://www.openaleph.io/docs/learn/training-plans)). ## The launch wizard The window **Create new training session** has four steps (1/4 to 4/4). Use **Next** and **Back** to move between them. ### 1. Configuration | Field | Details | |---|---| | **Training** | The training to run. Pre-filled and locked when you start from a training. Links **No training available yet?** / **Create a new training** help if none exists. When you start from a training plan, it reads **Training (Optional)**: a session without training is then allowed. | | **Training plan** | Only when you start from a training plan (TMS): the plan is pre-filled and fixed. | | **Training session title** | Required. | | **Providers (Optional)** | Only when you start from a training plan (TMS): the suppliers who run the session. Admins can type a new name and choose it with "(New provider)" to create it. | | **Training session mode** | **Online** ("Notifies learners") or **Offline / Onsite** ("No notifications sent"). | | **Period** | **Start date** and **Deadline** (both required; the deadline must be after the start). Pick them in the calendar and click **OK**. | ### 2. Select assignees Two tabs: - **Internal members**: search and tick employees, or use the filters (access level, manager, job title, work location...) to select everyone matching them. - **External members**: people from your external workspaces (Academy), with their **Organisation**, **Scope** and **Status** (**Active** or **Pending**). See [Invite and manage external learners](https://www.openaleph.io/docs/academy/manage-external-learners). You can also launch without participants and add them later. ### 3. Training cost "Pre-filled from the training estimate. Override it here — no need to edit the training session afterwards." - **Amount** and **Cost type** (**Flat cost** or **Per participant**). - **Expenses**: **Add expense** to log extra costs now: **What is the expense?** (e.g. venue rental, catering, materials), **Categories**, **Amount** and **Cost type**, then **Add**. The expense appears as a line such as "Flat cost · €50.00 · Catering". > **Note:** Only Admins and Super admins can create a new category from this field. Other roles pick an existing category (see [Providers and expense categories](https://www.openaleph.io/docs/learn/providers-and-expense-categories)). Costs are recorded with the TMS feature. ### 4. Summary Review **Assignees** (number of members), **Title**, **Period**, **Training**, **Training plan** (from a plan) and **Training cost**, then click **Launch training session**. ### Invitation email If the session has a training and participants, the dialog **Send an email to the participants?** appears: "They will receive an invitation email for this training session. Choose to launch it without notifying them if they have already been informed." - **Send the email**: each participant receives, in their own language, "You're invited to the training ..." with a **Start training** button, plus an in-app and push notification. - **Launch without email**: nobody is notified. > **Note:** Invitation emails are only sent for **Online** sessions. For **Offline / Onsite** sessions, participants are enrolled silently; they still find the training in **My Learning**. The message "Training session has been launched successfully." confirms the launch and the [session page](https://www.openaleph.io/docs/learn/session-costs-and-documents) opens (from a training plan, you stay on the plan). Learners see the training in **My Learning › Assigned Trainings** immediately. ## The Trainings page **Learn › Trainings** ("Here is the list of all current and upcoming trainings and training sessions.") has two tabs. Buttons at the top: **Launch a training session**, **New training**, and a menu (three dots) with **View deleted items**. **Trainings** tab: **Title** (with total duration), **Content** (sections and modules), **Training sessions** (number of sessions and participants), **Last update**, with filters **Authors**, **Last update** and **Duration**. Click a training to open its [management page](https://www.openaleph.io/docs/learn/manage-a-training). Row menu: **Edit training**, **Launch new training session**, **Duplicate training**, **Delete training**. **Training sessions** tab: **Title**, **Training**, **Status**, **Start date**, **Deadline** and, with the TMS, **Total cost** (with the number of participants). Row menu: **Edit training session**, **Change status**, **Delete training session**. Manager creators see the trainings they created or co-pilot; Employees and Managers see the trainings they co-pilot ("All your trainings will show up here." when there are none); Scoped admins, Admins and Super admins see all trainings of the company. ## Edit a session Choose **Edit training session** (row menu, or the pencil on the session page). The window **Edit training session** shows the configuration step (title, mode, dates and, for plan sessions, providers). Click **Save**. To add or remove participants, use the session page or the session details in [Manage a training](https://www.openaleph.io/docs/learn/manage-a-training#training-sessions-tab). ## Change the session status Choose **Change status** (or use the **Status** field on the session page). In **Session status**, pick **Not started**, **In progress** or **Done** and click **Save**. "This status is recorded by hand — it does not follow the session dates." For a session without training, a **Done** status counts as completed for its participants. ## Delete a session Choose **Delete training session** and confirm: "This will permanently delete this training session and unenroll every participant from it." Participants lose the training from their list (their acquired modules stay acquired). ## Common questions ### A participant didn't get the invitation. The email is only sent for online sessions with a training, and only if you chose **Send the email**. Send it again from the session page: select the participant and use **Send/Resend invitation**. ### Can a learner be in two sessions of the same training? A learner is added only once per training: if they are already in a session of this training, they aren't added again. ### Can I change the training of an existing session? No. Create a new session for the other training. ### I need an expense category that doesn't exist yet. Creating categories is reserved to Admins and Super admins. Pick an existing category, or ask an admin to add the category first. --- # Manage a training - analytics, learners and sessions Source: https://www.openaleph.io/docs/learn/manage-a-training Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Follow a training from its management page - analytics, content, sessions, learners, reminders, invitations, marking as acquired and removing learners. Each published training has a management page where its creator, co-pilots and admins follow progress and act on learners. Open it from **Learn › Trainings** by clicking the training, or from **Learn › My content › Trainings**. Co-pilots also get there with the **Go to training** button of their co-pilot email. ## Before you start > **Permissions:** The page is available to the training creator, its co-pilots (whatever their role: Employee, Manager or above) and Admins and Super admins. ## The page header The header shows the training cover, title, description, the **Estimated cost** (for example "Estimated cost: €200.00 (Flat cost)") and the author (**By** ...). Buttons at the top right: - **Edit training** (pencil): opens the [training editor](https://www.openaleph.io/docs/learn/create-a-training). - **Launch new training session**: opens the [session wizard](https://www.openaleph.io/docs/learn/training-sessions). A deleted training shows **Restore** and **Delete permanently** instead. The page has five tabs: **Analytics**, **Content**, **Training sessions**, **Learners** and **Certification**. ## Analytics tab **Learning Status** shows two key figures, **Learners** and **Completion rate**, and a **Training session** selector (**All training sessions** or one session: "Select a training session to view its analysis and data"). The selected session applies to the charts below. Charts: - **Module completion funnel**: "Top modules of this training among all its training sessions": how many learners acquired each module, to spot where learners drop off. - **Learner progress distribution**: "Breakdown of learners by completion status": **Completed**, **In progress**, **Not started**. Its **Work location** selector (**All work locations** or one location) narrows the chart. - **Learning progress by attribute**: completion broken down by an employee **Attribute** of your choice (job title by default; team, gender, level... or **External users** to group external learners by workspace). Attributes come from your company's [people attributes](https://www.openaleph.io/docs/administration/people-attributes). ## Content tab A read-only view of the sections and modules, with their counts and durations. To change them, click **Edit training**. ## Training sessions tab Lists the sessions of this training: **Title**, **Mode**, **Completion** (learners who completed / all learners), **Start date**, **Deadline**, with **Search** and **Filter**. The row menu offers **Edit training session** and **Delete training session**. Click a session to open **Training session details**: the session and training titles, a **Completion** tag and the learner list with **Learner**, **Origin** (**Internal** or **External**), **Completion** (acquired modules / total), **Last module acquisition** and **Training acquisition**. | Completion tag | Meaning | |---|---| | **Upcoming** | The session hasn't started yet. | | **Not started** | The session has started but no learner has acquired a module yet. | | **In progress** | At least one learner has started. | | **Completed** | Every learner has completed the training. | In this window: - **Add learners** (person icon above the list): search people and add them. Online sessions send them an invitation. - Tick learners, then use the icons above the list: - **Send reminder**: "A reminder email will be sent to the selected learners to complete their training session." Confirm with **Send**. The message "Reminder email sent successfully." confirms it. - **Send/Resend invitation**: "An invitation email will be sent to the selected learners with details to join the training session." - **Mark as acquired**: "This will mark the training and all its modules as acquired for the selected learners." Confirm with **Acquire**. Use it for learners who attended an in-person session, for example. - **Remove learners**: "This will remove the selected learners from this training session. They will lose access to all training session content and progress." Confirm with **Remove**. - Each learner's menu (three dots): **Send Reminder**, **Send/Resend invitation**, **Completion details**, **Remove Learner**. ## Learners tab Every learner of every session of the training: **Learner**, **Type** (**Internal** / **External**), **Training session**, **Completion**, **Last module acquisition** and **Training acquired on**. **Search** and **Filter** by completion. Tick learners to **Send reminder**, **Send/Resend invitation** or **Remove learners** ("The selected learners will be removed from their training sessions in this training."). Each learner's menu offers **Send Reminder**, **Send/Resend invitation**, **Completion details** and **Remove Learner**. Click a learner (or **Completion details**) to open **Learner completion details**: the learner, their **Completion**, and each module with its section, **Evaluation type** (**Self-assessment**, **Face-to-face**, **Quiz**) and **Acquisition** (**Acquired** or **Not acquired**). To see a learner's trainings across all of Learn, open their profile (see [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile)). ## Certification tab Set up and send certificates of completion. See [Certificates and badges](https://www.openaleph.io/docs/learn/certificates-and-badges). ## Reminder email A reminder reaches each selected learner as "👋 Reminder : complete the training ..." by email (in their language), in the app and as a push notification, with a **Go to training** button. ## Common questions ### A learner attended the in-person session but has no evaluation done. How do I validate them? Open the session in **Training sessions**, tick the learner and use **Mark as acquired**. All modules of the training become acquired for them, and a certificate is issued if the training issues them automatically. ### Can I move a learner from one session to another? Remove them from the first session, then add them to the other one. Their already acquired modules stay acquired. ### Can I send a reminder to everyone who hasn't finished? Yes: in the **Learners** tab, **Filter** on the completion you want, tick all the learners shown and click **Send reminder**. ### I'm a co-pilot but I can't delete the training. Deleting a training is reserved to its creator, Admins and Super admins. --- # Certificates and badges Source: https://www.openaleph.io/docs/learn/certificates-and-badges Roles: Employee, Manager creator, Scoped admin, Admin, Super admin > Configure certificates of completion for a training, send, verify and cancel them, download them as PDF, and learn how Learn badges are earned. Learn rewards learners in two ways: **certificates of completion**, issued per training with a public verification link, and **badges**, earned automatically as you learn. ## Certificates: set up a training > **Permissions:** Certificates are configured on the training's management page by its creator, co-pilots and admins. Sending and cancelling certificates requires the Manager creator role or above. 1. Open the training's management page (**Learn › Trainings**, click the training) and go to the **Certification** tab. 2. Turn on **Issue a certificate for this training** ("Learners who meet the criteria below receive a certificate automatically or manually."). 3. In **Setup**, configure the sections below. Changes are saved automatically, and a **Live preview — sample learner** on the right shows the certificate with your company name. Under it, **What the learner must do** sums up the rule you chose (for example "Complete every module in the training" and "Certificate is sent automatically — no trainer action needed"). ### How learners earn it "Define what triggers certificate issuance." - **Automatic — all modules completed** (selected by default): "Certificate is sent to the learner automatically as soon as they finish every module. No manual action needed." - **Manual — trainer or co-pilot sends it**: "The trainer, manager, or co-pilot reviews completion and manually triggers the certificate from the Recipients tab." ### Validity "Some certifications need periodic renewal (safety, compliance, ISO…)." - **Never expires**: "A permanent certificate of completion." - **Expires and requires recertification**: "Learner must retake the training to stay certified." Set **Valid for**: a **Duration** and a **Unit** (**years** or **months**). The certificate shows **Valid until** with the expiry date. ### Certificate content "What appears on the certificate. Updates the preview live." - **Title** (default **Certificate of Completion**), - **Signatory name** and **Signatory role** (e.g. "Head of Learning"), - **Logo**: **Use company logo**, **Upload custom logo** (PNG or SVG, max 2 MB) or **No logo**. ### Verification "Lets clients, auditors and recruiters confirm a certificate is genuine via a unique QR code and verification link." Turn on **Public verification page + QR code**: "Each certificate gets a unique ID and a public verification URL." ## Certificates: recipients Click **Recipients** (with the number of learners, for example **Recipients (2)**) in the **Certification** tab. Counters show how many certificates are **Sent**, **Not sent** and **Cancelled**. The list shows each **Recipient** (name and email), their **Type** (**Internal** or **External**), **Completed** (completion date), **Certificate status** and **Issued** date. Search and **Filter** above the list. Row actions depend on the status: | Status | Actions | |---|---| | **Not sent** | **Send certificate** | | **Sent** | **View certificate**, **Verification link** (copies the public link), **Cancel certificate** | | **Cancelled** | **Send anyway** (issues it again) | "External recipients appear here alongside internal learners. Certificates are issued and revocable by the trainer or co-pilot." ## What the learner receives When a certificate is issued, the learner gets the email "🎓 Your certificate for ...": "Congratulations! You've been awarded a certificate of completion for ..., issued by ." with a **View my certificate** button. It opens the certificate page, which shows **Certificate of completion**, the training, **Awarded to**, **Issued by** (your company), **Issued on**, **Valid until** (if it expires), the **Certificate ID**, a QR code (**Scan to verify**) and "Issued through OpenAleph.io". At the top of that page: - **Verification link** copies the public link to share with clients or recruiters. - **Download** opens **Download certificate** ("Choose the language of your certificate PDF."): choose **English** or **Français** in **Language** and click **Download**. External learners also find their certificates in their Academy space. See [Academy certificates](https://www.openaleph.io/docs/academy/certificates). ## Verify a certificate Anyone with the verification link or QR code can open the public page, without an OpenAleph account. If the certificate was cancelled or the link is wrong, the page shows **Certificate not found** ("This verification link is invalid. The certificate may have been removed or the link is incorrect."). ## Badges Badges are earned automatically. When you unlock one, a window **New badge acquired!** appears ("You earned ... badge by acquiring a module. Congratulations!") with a **View my badges** button, which opens your profile. Your badges are shown on your profile in **Badges** (see [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile)). Each badge family has four levels, reached at 1, 5, 10 and 25 actions: | Family | Earned by | Levels (1 / 5 / 10 / 25) | |---|---|---| | Trainings | Completing trainings | Accomplished Apprentice, Trained and Competent, Certified Expert, Training Champion | | Modules | Acquiring modules | Enlightened Novice, Knowledge Explorer, Thirsty for Knowledge, Curriculum Master | | Favorites | Adding modules to favorites | The Selector, Content Lover, Informed Collector, Resource Guardian | | Reactions | Reacting to modules | The Approver, Positive Supporter, Enlightened Evaluator, Master of Emotions | ## Common questions ### A learner completed the training but didn't get a certificate. Check the **Certification** tab: certificates must be enabled, and with **Manual** issuance you must click **Send certificate**. Certificates are issued automatically only from the moment the option is enabled; send the missing ones from **Recipients**. ### Can I change the certificate design after sending some? Yes. The new settings apply to the certificates issued from then on. ### What happens when I cancel a certificate? Its verification page stops working and shows **Certificate not found**. You can issue it again with **Send anyway**. --- # Training plans Source: https://www.openaleph.io/docs/learn/training-plans Roles: Admin, Super admin > Group training sessions into training plans to follow their schedule, members and spend - create, edit, archive and delete plans, add and remove sessions. A training plan groups training sessions, for example "2026 training plan" or "Sales onboarding Q1", so you can follow their schedule, the people they train and what they cost in one place. Plans are part of the training management option (TMS) and are marked **Beta**. ## Before you start > **Permissions:** **Training Plans** is reserved to Admins and Super admins, and requires the TMS feature on your company. Scoped admins, Manager creators and other roles don't see it (see [Access levels](https://www.openaleph.io/docs/administration/access-levels)). If the menu entry is missing, ask your admin whether the TMS is enabled (see [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences)). A plan groups **sessions**, not trainings: the trainings a plan covers are those its sessions run. A session belongs to at most one plan. Sessions without a training (an external course, a seminar) can only exist inside a plan. ## The Training Plans page Go to **Learn › Training Plans** ("Group trainings into plans to track their schedule and spend in one place."). **Left: the list of plans**, with the **New plan** button, two tabs **Current** (current and upcoming plans) and **Archived** with their counts, a search field **Search a training plan…** and participant filters (**Participants**, **Access level**, **Manager**, **Team level**, **Gender**, **Hire date**, **Job title**, **Work location**...). Each card shows the plan title, its period (or **None**), its total cost and counts such as "2 ongoing training sessions" and "3 planned training sessions". Click a card to open the plan. **Right: the company summary**, with a period selector (**All time**, **Last month** by default, **Last trimester**, **Last semester**, **Last year**, **Custom range** with **From** / **To**): - **Total company cost**: "Sum of all training sessions expenses. Upcoming training sessions cost might be estimated." - **Total ongoing training sessions**. - **All spendings by attributes (in €)**: spend broken down by the employee attribute chosen in **Filter by** (job title by default). **View analytics** (top right) opens the company-wide analytics page (see [Training plan analytics and exports](https://www.openaleph.io/docs/learn/training-plan-analytics)). ## Plan statuses | Status | Meaning | |---|---| | **Current** | The start date is today or in the past. | | **Upcoming** | The start date is in the future. | | **Undefined** | The plan has no start date. | | **Archived** | Someone archived the plan. Its content can no longer be changed. | Statuses other than **Archived** are computed from the dates: a plan becomes current on its start date without any action. ## Create a plan 1. Click **New plan**. 2. In **Create training plan**, enter a **Title** (required) and a **Period**: **Start date (Optional)** and **Deadline (Optional)**. 3. Click **Create training plan**. The plan appears in the **Current** list; click it to open it. ## The plan page The header shows **TRAINING PLAN**, the title, the status tag and the period, then three figures: **Total cost**, **Cost per training session (avg.)** and **Cost per participant (avg.)**. At the top right, the pencil opens **Edit training plan** and the menu (three dots) offers **Archive plan** (or **Unarchive plan**) and **Delete plan**. Three tabs: **Training sessions**, **Members** and **Analytics**. ### Training sessions tab Lists the plan's sessions with **Title**, **Training** (**Not set** for a session without training), **Status**, **Start date**, **Deadline** and **Total cost** (with the number of participants). Click a session to open its [session page](https://www.openaleph.io/docs/learn/session-costs-and-documents). Row menu: - **Edit training session**, - **Change status** (**Not started**, **In progress**, **Done**), - **Remove from plan** (only for sessions that run a training): "The training session itself will be kept with its participants, it will only be detached from this plan.", - **Delete training session**: "This will permanently delete this training session and unenroll every participant from it." ### Add a session to the plan 1. Click **Add a training session**. 2. "How do you want to add a training session to this plan?": - **Launch a new training session**: "Set up a training session from scratch and enrol its participants." The [session wizard](https://www.openaleph.io/docs/learn/training-sessions) opens with the plan pre-selected; the training is optional and you can set **Providers**. Without a training, no invitation email is sent. - **Use an existing training session**: "Attach one of your training sessions that is not part of any plan yet." Choose it in **Training session** ("Only your training sessions that are not part of a plan yet are listed.") and click **Add a training session**. 3. Click **Continue**. ### Members tab "Everyone assigned to a training session of this plan will show up here." Each person appears once, with **Assigned training sessions**, **Job title**, **Trainings duration** and **Total cost** (their share of the spend). Search and **Filter** (for example by **Gender**, **Access level**, **Team level** or **Manager**). Click a member to see **Training sessions followed**: each session with its training, dates and status. ### Analytics tab Charts on the plan's spend, exportable to PDF and Excel. See [Training plan analytics and exports](https://www.openaleph.io/docs/learn/training-plan-analytics#analytics-of-one-plan). ## Edit, archive or delete a plan - **Edit plan** (pencil): change the title and period in **Edit training plan**, then **Save**. - **Archive plan**: applied immediately, without confirmation. The plan moves to the **Archived** tab and becomes a read-only record: no **Add a training session** button and no row menu on its sessions, and its sessions can't be edited from their own page either. The menu then only offers **Unarchive plan**, which brings it back ("Training plan has been unarchived."). - **Delete plan** (not available on an archived plan): confirm **Training plan will be deleted**. "The trainings linked to this plan will not be deleted, only the plan itself." The sessions of the plan are deleted with it. > **Important:** Deleting a plan deletes its sessions and unenrolls their participants. To keep a session that runs a training, use **Remove from plan** on it before deleting the plan. ## Common questions ### I don't see Training Plans in the Learn menu. You need to be an Admin or Super admin and your company needs the TMS feature. ### A session doesn't appear in "Use an existing training session". Only sessions you created that are not already in a plan are listed. ### Why is a plan "Undefined"? It has no start date. Edit the plan and set a **Start date (Optional)**. ### I can't find "Remove from plan" on a session. It's only offered for sessions that run a training. A session without a training needs its plan; delete it instead if you no longer need it. --- # Session page - participants, costs, expenses and documents Source: https://www.openaleph.io/docs/learn/session-costs-and-documents Roles: Manager creator, Scoped admin, Admin, Super admin > Use the training session page to manage participants, record the actual session cost, log expenses by category and attach documents and links. Each training session has its own page gathering its general information, its participants and, with the training management option (TMS), its costs and expenses and attached documents. ## Open a session page - From a training plan: **Training sessions** tab, click the session. - From **Learn › My content**: **Training sessions** tab, click the session. - Right after launching a session from a training (the page opens automatically). > **Permissions:** The session's creator and Admins can manage its costs, expenses and documents (a Manager creator only for the sessions they created); co-pilots of the training can manage its participants. With the Learn (LMS) licence only, the page shows the participants but no cost figures, expenses or documents. A session of an archived plan is read-only. ## General info The page is titled **TRAINING SESSION** with the session title. The side panel **General info** shows: | Field | Content | |---|---| | **Status** | **Not started**, **In progress** or **Done**, set by hand in the **Label** field (see [Change the session status](https://www.openaleph.io/docs/learn/training-sessions#change-the-session-status)). | | **Training** | The training behind the session (link to its management page), or none. | | **Providers** | The suppliers the session is attributed to (only when set). | | **Mode** | **Online** or **Onsite**. | | **Start date** / **Deadline** | The session period. | | **Participants** | Number of enrolled people. | | **Training session cost** | The session's own cost (**Flat cost** or **Per participant**), or **No cost recorded**. | | **Total cost** | Session cost plus all expenses. | | **Learner progress** | Completion of the participants (**Not started**, **In progress**...). | A card under the panel links to the training (cover, title, duration, description), with an arrow to open it. Top bar: **Edit training session** (pencil) and a menu (three dots) with **Delete training session** and, for Admins and Super admins with the TMS, **Manage providers** and **Manage expense tag categories**. If the session belongs to an archived plan, it can't be edited. ## Participants tab Lists participants with **Participant**, **Completion** (acquired modules / total) and **Last module acquisition**, with **Search** and **Filter**. - **Add participant**: search people and add them. - Tick participants, then use the icons above the list: send a reminder, send or resend the invitation, or remove them ("They will lose access to all training session content and progress."). - Each participant's menu (three dots): **Send Reminder**, **Send/Resend invitation**, **Completion details**, **Remove Learner**. For a session without training, only **Remove Learner** is offered. ## Expenses tab (TMS) This tab lists everything the session costs. ### The training session cost The first row is the **Training session cost** (training title, cost type, amount). Click it to open **Training session cost**: - The estimate from the training, for example "Estimated cost: €200.00 (Flat cost)" (read-only). - **Actual cost**: the real amount (e.g. 500). It can't be negative. - **Cost type**: **Flat cost** or **Per participant**. With **Per participant**, the amount is multiplied by the number of participants (the window shows the total). - **Reset to estimate** goes back to the training's estimate. Click **Save**. ### Additional expenses 1. Click **Add expense**. 2. Fill in **Title**, **Categories** (pick existing categories or type a new one and choose **New category**), **Amount** and **Cost type**. 3. Click **Add**. Expenses are listed as **Additional expense** rows with their cost type, amount and categories. Click an expense to change it (**Edit expense**, **Save**) or **Delete** it. The bottom of the tab shows the **Cost per participant** and the **Total**. With no data yet: "Record the training session cost or log an expense to start tracking spend." ## Attached documents tab (TMS) Share resources about the session (agenda, handouts, slides, useful links). - **Documents** ("No documents yet" / "Attach files such as agendas, handouts, or slides for this training session."): **Add document**, then in **Source file** click **Upload file**, give a **Document name** and click **Save**. Open a document to **Download file**, **Replace file** or **Remove file**. - **Links** ("No links yet"): **Add link**, enter the **URL** ("Enter a full URL starting with http:// or https://") and a **Link name**, then **Save** ("Link saved successfully."). Click a link to open **Edit link**: **Go to link**, change it and **Save**, or **Remove link** (under **Dangerous action**). ## Common questions ### What's the difference between the session cost and expenses? The session cost is what the training itself costs (often the provider's price). Expenses are extra costs on top, such as venue, travel or catering, tagged by category for analytics. ### Why is the total cost different from what I entered? A **Per participant** amount is multiplied by the current number of participants, so the total changes when people are added or removed. ### I don't see the Expenses tab. Your company doesn't have the TMS feature, or you aren't the session's creator or an admin. --- # Providers and expense categories Source: https://www.openaleph.io/docs/learn/providers-and-expense-categories Roles: Admin, Super admin > Manage the company-wide lists of training providers and expense tag categories used on training sessions - add, rename and delete. Providers and expense categories are two company-wide lists used by training sessions: - **Providers**: "The suppliers your training sessions can be attributed to." A session can list several providers. - **Expense tag categories**: "The categories your session expenses can be tagged with." An expense can carry several categories. They feed the analytics **Spending by provider** and **Expenses by category**. ## Before you start > **Permissions:** Admins and Super admins with the TMS feature. They can also create a provider or category on the fly while filling a session (type the name and pick the "(New provider)" or "(New category)" suggestion). Other roles, Manager creators included, can only pick existing entries. ## Open the lists Open any session page (see [Session page](https://www.openaleph.io/docs/learn/session-costs-and-documents)), open the top menu (three dots) and choose **Manage providers** or **Manage expense tag categories**. There is no entry for these lists in the Learn menu. ## Providers The **Providers** page ("The suppliers your training sessions can be attributed to. Renaming one updates every session that already lists it.") lists each **Provider** and the number of **Sessions** attributed to it. Search with **Search providers...**. Each row has a menu (three dots) with **Rename provider** and **Delete provider**. - **Add provider**: enter the **Provider name** and click **Add**. - **Rename provider**: change the name and click **Save**. "Renaming one updates every session that already lists it." - **Delete provider**: confirm **Provider will be deleted**. "This will permanently delete this provider. The training sessions attributed to it keep their data and simply stop listing it." ## Expense tag categories The **Expense tag categories** page ("The categories your session expenses can be tagged with. Renaming one updates every expense that already carries it.") lists each **Category** and the number of **Expenses** tagged with it. Search with **Search expense tag categories...**. Each row has a menu with **Rename category** and **Delete category**. - **Add category**: enter the **Category name** and click **Add**. - **Rename category**: "Renaming one updates every expense that already carries it." - **Delete category**: confirm **Category will be deleted**. "The expenses carrying it keep their amounts and simply stop showing it." ## Common questions ### Two providers are duplicates (e.g. "Acme" and "ACME Training"). How do I merge them? There is no merge: edit the sessions that list the duplicate to use the right provider, then delete the duplicate. ### I'm a Manager creator: how do I get a new provider or category? Ask an Admin to add it in **Manage providers** or **Manage expense tag categories**. It then appears in the lists of the session wizard. ### Does deleting a category change my totals? No. Expense amounts are kept; only the category label disappears from them and from the category chart. --- # Training plan analytics and exports Source: https://www.openaleph.io/docs/learn/training-plan-analytics Roles: Admin, Super admin > Read training spend across all plans or within one plan - by plan, session, provider, attendance mode, category and employee attribute - and export to PDF or Excel. Training plan analytics show where the training budget goes and what it buys. There are two levels: the company-wide analytics, which read every plan together, and the **Analytics** tab of a single plan. Both need the TMS feature and are reserved to Admins and Super admins. ## How spend is calculated - Each session costs its **training session cost** (the actual cost if recorded, otherwise the estimate from the training) plus its **expenses**. - A **Per participant** amount is multiplied by the number of people enrolled. - A plan's **Total cost** is the sum of its sessions. Its **Cost per participant** divides that total by the number of distinct people it trained (someone attending three sessions counts once). - Everything is computed live: when you change a cost, add an expense or enrol someone, the figures update. ## Company-wide analytics Go to **Learn › Training Plans** and click **View analytics**. The page **Training plans analytics** ("Every training plan of the company, read together: where the budget goes and what it buys.") has **Back to training plans**, **Export to PDF** and **Export to Excel**. ### Filters - **Period**: **All time** (default), **Last month**, **Last trimester**, **Last semester**, **Last year** or **Custom range** (**From** / **To**). - **Training plan**: read one plan only (the subtitle then reads "..., read on its own"). - Participant filters: **Participants**, **Access level**, **Manager**, **Team level**, **Gender**, **Hire date**, **Job title**, **Work location** and your company's other [people attributes](https://www.openaleph.io/docs/administration/people-attributes). "For a plan to be included, it must: have at least one session within the selected period; have at least one participant matching the chosen criteria." ### Charts | Chart | What it shows | |---|---| | **All spendings by attributes (in €)** | Spend split by the employee attribute chosen in **Filter by** (job title by default; e.g. team or location). | | **Spending by training plan (in €)** | "How the company total splits across the plans that cost something". Small plans are grouped as **Other training plans**. | | **Training cost vs. expenses by plan (in €)** | "What each plan was billed, and what was logged as an expense on top of it". | | **Cost per participant by plan (in €)** | "What one head cost in each plan — a total normalised by how many people it trained". | | **Spending by plan status (in €)** | "How much of the budget is on live plans and how much is closed" (current, upcoming, archived...). | | **Spending by attendance mode (in €)** | "What the company spends running its sessions online and on site". Sessions without a mode show as **Mode not set**. | | **Spending by provider (in €)** | "What the company spends with each provider its training sessions were run with". | | **Expenses by category (in €)** | "What the expenses logged across every plan went to, by the category they are tagged with". | **Maximise chart** opens a chart in a larger **Chart detail** window, with its own period filter. ## Analytics of one plan Open a plan and click the **Analytics** tab. It has its own **Export to PDF** and **Export to Excel** buttons and a **Filter by** attribute selector. Charts are read within the plan: - **Spending by attribute (in €)**, - **Share of spending by training session (in €)**: "How the plan total splits across the training sessions that cost something" (small ones grouped as **Other training sessions**), - **Training cost vs. expenses by session (in €)**, - **Cost per participant by session (in €)**: "What one head cost in each session, dearest first — a total normalised by how many people it trained", - **Spending by attendance mode (in €)**: "What the plan spends running its sessions online and on site", - **Expenses by category (in €)**: "What the expenses logged on this plan went to, by the category they are tagged with", - **Spending by provider (in €)**: "What the plan spends with each provider its training sessions were run with". A new plan shows messages such as "No training session of this plan has cost anything yet." until its sessions have a cost. ## Export to PDF or Excel 1. Set the filters you want: the export follows them. 2. Click **Export to PDF** or **Export to Excel**. 3. "The export generation is in progress. You can close this message." When it's ready, "Your export will automatically be downloaded in a few seconds." The PDF contains the charts; the Excel file contains the underlying figures, for further analysis. The export of a single plan always covers the whole plan. For other exports available in OpenAleph, see [Exports and reports](https://www.openaleph.io/docs/administration/exports-and-reports). ## Common questions ### A plan is missing from the analytics. It has no session in the selected period, or none of its participants matches the participant filters. Widen the period to **All time** and clear the filters. ### The totals include sessions that haven't happened yet. Yes: upcoming sessions count with their recorded or estimated cost ("Upcoming training sessions cost might be estimated."). Use the period filter to exclude them. ### Charts say "No training plan of this company has cost anything yet." No session has a cost or expense. Record costs on the [session page](https://www.openaleph.io/docs/learn/session-costs-and-documents). --- # Notifications, emails and mobile app Source: https://www.openaleph.io/docs/learn/notifications-and-mobile Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > The emails and notifications sent by Learn (invitations, reminders, comments, co-authors, co-pilots, certificates, badges) and what you can do in the mobile app. This page lists what Learn sends and when, and what the OpenAleph mobile app lets you do. ## Emails and notifications | Message | Sent to | When | Channel | |---|---|---|---| | "You're invited to the training ..." (with **Start training**) | Each new participant | A session is launched with **Send the email**, a participant is added to an online session, or someone uses **Send/Resend invitation**. Only for **Online** sessions with a training. | Email, in-app, push | | "👋 Reminder : complete the training ..." | The selected learners | The trainer, a co-pilot or an admin uses **Send reminder** on a training's management page or a session page. | Email, in-app, push | | "... commented the module ..." | The module creator | Someone posts a new comment in the module's comments panel (a message added with a reaction doesn't trigger it). | Email | | "... replied to a thread in ..." | The comment author, the module creator and people who replied in the thread | Someone replies to a comment. | Email | | "You've been added as a co-author for ..." | The new co-author | The creator chooses **Yes, send emails** in **Manage co-authors**. | Email | | "You are a co-pilot for the training ..." (with **Go to training**) | The new co-pilot | Someone adds them in **Manage co-pilots**. Sent automatically. | Email | | " - Evaluation of " (with a link to the PDF) | The expert chosen by the learner | A learner validates a face-to-face evaluation. | Email | | "🎓 Your certificate for ..." | The learner | A certificate is issued (automatically or with **Send certificate**). | Email | | **New badge acquired!** | The learner | A badge level is reached. | In-app window | | AI generation results | The creator | An AI evaluation, translation or audio generation finishes. | In-app | Emails are written in the recipient's language (the one set in their profile). You manage your general notification preferences as described in [Notifications and emails](https://www.openaleph.io/docs/getting-started/notifications). ## Learn on the mobile app The OpenAleph mobile app (iOS and Android) includes a **Learn** app for learners. See [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app) to install it. ### My learning Tabs **To do** and **Completed** list your assigned trainings. Open a training to see its sections as an accordion and tap **Start training** or **Continue training**. The deadline is displayed. ### Catalog Tabs **Modules** and **Playlists**, with search, filters (**Favorites only**, **Themes**, **Duration**) and sorting (**Newest first**, **Most viewed**, **Title A-Z**). ### Modules - Read the content, change the **Text size**, switch the language when the module is translated. - **Learn with audio**: play the audio narration. - Add to favorites, read and write comments. - Inside a training, complete the evaluation: quiz, self-assessment or face-to-face evaluation (with expert selection), then view your results or retake. As on the web, a module opened from the catalog shows no evaluation. - Move to the previous or next module inside a playlist or training. ### My library In your profile, **My library** gathers your favorite modules and playlists. ### Not available on mobile Content creation and management (My content, module editor, trainings, sessions, certificates, training plans) are only available in the web app. ## Common questions ### I don't receive Learn emails. Check your spam folder. Invitations are only sent for online sessions and only if the organiser chose to send them. Reminders are sent manually by the trainer. More tips in [Troubleshooting](https://www.openaleph.io/docs/getting-started/troubleshooting). ### Can I turn off push notifications for Learn? Push notifications are managed in your phone settings and in the app's notification preferences. --- # OpenAleph Academy Source: https://www.openaleph.io/docs/academy Roles: External learner, Manager creator, Admin > OpenAleph Academy is the learning space for external learners (partners, clients, freelancers) invited by your company to follow its trainings. OpenAleph Academy is a dedicated learning portal for people **outside your company**: partners, distributors, franchisees, clients, freelancers or any other external audience you want to train. External learners sign in to OpenAleph, land directly in the Academy of the organisation that invited them and follow the trainings assigned to them, without ever seeing your internal OpenAleph suite (people directory, org chart, interviews, skills and so on). The trainings themselves are the ones your company builds in [Learn](https://www.openaleph.io/docs/learn). The Academy is simply the place where external people take them. ## Academy vs Learn | | Learn | OpenAleph Academy | |---|---|---| | Who uses it | Your employees, managers and admins | External learners invited by your company | | Where | Inside the full OpenAleph suite | A separate, simplified portal (one per external workspace) | | Content | Catalog, trainings, modules, training plans, sessions | Only the trainings the learner is enrolled in | | Created by | Manager creators and admins | Nothing is created in the Academy: content comes from Learn | | HR data | Linked to the employee profile | No HR profile. External learners never appear in Members, Org chart, Skills or other HR features | ## Key concepts | Term | Meaning | |---|---| | **External workspace** | The Academy space of your company for a given external audience. It is set up for your company by the OpenAleph team (contact your OpenAleph account manager). A company can have several external workspaces. | | **External user** | A person invited into an external workspace. They have no company account in OpenAleph; they only access what their scope permits. | | **Access scope** | What the external user can do. Today, **Learner** is the available scope. | | **Training** | A learning path built in Learn, made of **sections** that contain **modules**. | | **Training session** | An instance of a training with dates. External learners are enrolled in a session; its end date is shown as the **due date**. | | **Module** | A unit of content (text, media, optional audio version) that usually ends with an evaluation. | | **Evaluation** | How a module is validated: **Quiz**, **Self-assessment** or **Face to Face**. A validated module is "acquired". | | **Certificate** | A certificate of completion that can be issued when the learner completes a training. | ## Who does what | Role | What they can do | |---|---| | **External learner** | Sign in, open the Academy, follow assigned trainings, pass evaluations, comment and give feedback on modules, download certificates, view their profile. | | **Manager creator**, **Scoped admin**, **Admin**, **Super admin** (your company) | Invite external users, assign them to training sessions, resend invitations, deactivate or reactivate them, follow their progress and certificates from **People › External users**. | | **Manager**, **Employee** | No access to external user management (the **External users** menu is hidden). | > **Note:** An employee of your company can also be given access to one of your external workspaces. They keep signing in with their usual account and can switch between the internal suite and the Academy. ## Typical workflow 1. The OpenAleph team sets up an external workspace for your company. 2. In Learn, a manager creator or admin publishes the training(s) intended for external learners. 3. From **People › External users**, they invite each external learner into the workspace and optionally assign training sessions (or add external learners to a session from Learn). 4. The learner receives an invitation email, sets a password and signs in. 5. The learner lands in the Academy, opens a training from **My learning**, reads each module and passes its evaluation. 6. When every module is acquired, the training is completed; if the training issues certificates automatically, the learner receives it by email and can download it from the Academy. 7. Your team follows progress and certificates from the external user's profile in **People › External users**. ## Pages in this section - [Sign in and access the Academy](https://www.openaleph.io/docs/academy/access-and-sign-in): activate your account, sign in, choose a workspace, switch workspace, log out. - [My learning dashboard](https://www.openaleph.io/docs/academy/my-learning): your statistics and the list of your trainings. - [Follow a training](https://www.openaleph.io/docs/academy/training-player): the learning studio, modules, languages, audio version, comments and feedback. - [Module evaluations](https://www.openaleph.io/docs/academy/module-evaluations): quiz, self-assessment and face-to-face evaluations. - [Certificates](https://www.openaleph.io/docs/academy/certificates): when you get a certificate and how to open or download it. - [Your Academy profile](https://www.openaleph.io/docs/academy/profile): your details and learning summary. - [Invite and manage external learners](https://www.openaleph.io/docs/academy/manage-external-learners): the company-side view for manager creators and admins. Related pages in other sections: [External users](https://www.openaleph.io/docs/people/external-users) in People, [Training sessions](https://www.openaleph.io/docs/learn/training-sessions) and [Certificates and badges](https://www.openaleph.io/docs/learn/certificates-and-badges) in Learn, and [Roles and access](https://www.openaleph.io/docs/getting-started/roles-and-access). ## Good to know - **Language:** the Academy interface (including the sign-in pages and the workspace screen) is available in English; emails follow the learner's account language. Module content can be available in several languages (see [Follow a training](https://www.openaleph.io/docs/academy/training-player)), and certificates can be downloaded in English or French. - **Devices:** the Academy works in a web browser on computer, tablet and phone (the layout adapts to small screens). It is not part of the OpenAleph mobile app. - **Availability:** if your company has no external workspace, the Academy is not available and you cannot invite external users. Ask your OpenAleph account manager. --- # Sign in and access the Academy Source: https://www.openaleph.io/docs/academy/access-and-sign-in Roles: External learner > How external learners activate their OpenAleph account, sign in, choose a workspace, switch workspace and log out of the Academy. External learners do not have a company account in OpenAleph: they are invited by an organisation into its Academy. This page explains how to activate your account after the invitation, how to sign in, and how to move between workspaces. ## Before you start - You must have been invited by the organisation that runs the Academy. You cannot create an account yourself. - Look for an email with the subject **"👋 You've been invited to "** (in French: **"👋 Vous avez été invité à "**). The email language follows your account language. ## Activate your account 1. Open the invitation email ("You've been given external access to on OpenAleph") and click **Activate my account**. 2. The **Create password** page opens ("Please type and confirm your new password."). Type your password in **Password** and again in **Confirm password**, then confirm. 3. You are taken to the OpenAleph sign-in page. Sign in with the email address the invitation was sent to and your new password (see below). Setting your password activates your account: on the organisation's side, your status changes from **Pending** to **Active**. > **Important:** If the activation link no longer works, ask the person who invited you to resend the invitation (they can do it from **People › External users**), or use the **Forgot?** link on the sign-in page. > **Note:** If you already work for the company that owns the Academy and sign in to OpenAleph with your company account, you don't receive an activation email: your access is added to your existing account and you keep using your usual password or single sign-on. ## Sign in 1. Go to the OpenAleph sign-in page (**Log in** / **Continue to OpenAleph**). 2. Type your email and click **Continue with email**, then type your password and click **Log in**. You can also use **Continue with Google** or **Continue with Microsoft** if your email is a Google or Microsoft account. Forgot your password? Click **Forgot?** next to the password field. 3. The **Where would you like to go?** screen opens. It shows who you are signed in as (**Signed in as**) and lists the spaces you can enter: - **External access**: each Academy you have been invited into, with its name, the description "Learn portal" and your role badge (for example **Learner**). - **Internal access**: only shown if you are also an employee of a company using OpenAleph ("Full OpenAleph suite"). 4. Click the workspace you want to enter. For an external workspace, the Academy opens on your **My learning** dashboard. > **Note:** The workspace screen is shown even if you only have one Academy. Just click it to continue. ## Switch workspace If you have access to several workspaces (several Academies, or an Academy plus your company's internal suite): - **From the Academy:** click your name at the bottom of the left sidebar, then **Switch workspace**. You go back to the **Where would you like to go?** screen. - **From the internal OpenAleph suite:** open your profile menu (top right) and click **Switch workspace**. This option only appears when you have more than one space. ## Log out In the Academy, click your name at the bottom of the left sidebar, then **Log out**. On the workspace screen, you can also click **Sign out** next to **Not you?**. ## The Academy interface Once in a workspace, the Academy has: - A **left sidebar** with the workspace name at the top, the **Learning** group (**My learning**, with a badge showing how many trainings are assigned to you), the **Account** group (**Profile**) and, at the bottom, your name and role with the account menu (**Switch workspace**, **Log out**). On small screens, the sidebar is hidden: open it with the **Toggle Sidebar** button at the top left. - A **top bar** with a **Toggle Sidebar** button (to hide or show the sidebar), the breadcrumb (**OpenAleph Academy** › current page) and a **Toggle theme** button (moon / sun icon) to switch between light and dark mode. External learners only see the Academy: the menus of the internal OpenAleph suite are never shown to them. ## Common questions ### I didn't receive the invitation email. Check your spam folder, then ask the person who invited you to check your email address and click **Resend invitation** (they manage this from [External users](https://www.openaleph.io/docs/people/external-users)). Only people invited by email (with no existing company account) receive this email. ### The activation link doesn't work anymore. Ask for the invitation to be resent. You can also click **Forgot?** on the sign-in page and use the same email address. ### I'm sent back to the workspace screen when I open the Academy. This happens when you no longer have access to that workspace (your access was deactivated) or when the link points to a workspace you don't belong to. Pick another workspace, or contact the organisation that invited you. ### I can't sign in anymore. If you can't sign in and your password is correct, your access may have been deactivated: contact the organisation that invited you so they can reactivate it. If you simply forgot your password, click **Forgot?**. ### The workspace screen says "We could not load your workspaces." Click **Try again**. If the message persists, your access may have been deactivated: contact the organisation that invited you. ### Can I use the OpenAleph mobile app? No. The Academy is used in a web browser; it works on phones and tablets as well as on computers. ### Can I change the interface language? The Academy interface, the sign-in pages and the workspace screen are available in English. Emails (invitation, certificate) follow your account language. Module content and certificates can be available in other languages. --- # My learning dashboard Source: https://www.openaleph.io/docs/academy/my-learning Roles: External learner > The Academy home page: your training statistics, the list of trainings assigned to you, search, filters, progress and due dates. **My learning** is the home page of the Academy. It greets you (**Welcome back, **), summarises your progress and lists every training the organisation has assigned to you. Open it at any time from the left sidebar (**Learning › My learning**) or by clicking the workspace name at the top of the sidebar. ## Statistics Three tiles sit at the top of the page: | Tile | What it counts | |---|---| | **Assigned trainings** | All the trainings you are enrolled in, in this workspace. The caption shows how many of them have a due date (**N with a due date**). | | **In progress** | Trainings where you have acquired at least one module but not all of them (**Currently learning**). | | **Completed** | Trainings where every module is acquired. The caption shows your completion rate (**N% completion rate**) = completed trainings / assigned trainings. | The badge next to **My learning** in the sidebar shows the number of assigned trainings. ## My trainings The **My trainings** section lists your trainings as cards. ### Search and filter - **Search trainings**: type part of a training title (or of the session title). The list updates as you type. - Tabs: - **All**: every assigned training. - **To do**: trainings you haven't completed yet. - **Completed**: trainings you have completed. If nothing matches, the page shows **No trainings found – Try adjusting your search or filter.** ### What a training card shows - The **cover image** of the training, with a badge showing the number of modules (**N modules**) and the total duration. - The **title** and a short **description**. - The **status** and a **progress bar** with the percentage of acquired modules: | Status | Meaning | |---|---| | **Not started** | No module acquired yet. | | **In progress** | Some modules acquired. | | **Completed** | All modules acquired. | - The **due date** (**Due **), which is the end date of the training session you are enrolled in, or **No due date**. - An action button: | Button | When it appears | What it does | |---|---|---| | **Start** | Not started | Opens the training in the learning studio. | | **Resume** | In progress | Opens the training where you left off (first module in progress or not started). | | **Review** | Completed, no certificate | Opens the training again so you can re-read the modules. | | **Download certificate** | A certificate has been issued to you for this training | Opens the certificate language choice, then lets you open or download it. See [Certificates](https://www.openaleph.io/docs/academy/certificates). | ## Common questions ### A training I expected is not in my list. Only trainings you have been enrolled in by the organisation appear here, and only for the workspace you are in. Check that you are in the right workspace (**Switch workspace** in the sidebar menu), then contact the organisation that invited you. ### The due date looks one day off. Dates are displayed in your browser's time zone. If you are far from the organisation's time zone, the displayed day can differ by one. If in doubt, check with the organisation. ### What happens if I miss the due date? The Academy doesn't lock the training: you can keep learning. The organisation may follow up with you, as they see your progress. ### Why is my training still "In progress" although I read every module? Reading is not enough: a module counts as acquired once its evaluation is validated (quiz passed with 100% correct answers, self-assessment confirmed or face-to-face evaluation validated). Open the training and look for modules that are not yet acquired. See [Module evaluations](https://www.openaleph.io/docs/academy/module-evaluations). ### The message "Could not load trainings" appears. It's usually a temporary connection problem. Wait a moment and reload the page. --- # Follow a training Source: https://www.openaleph.io/docs/academy/training-player Roles: External learner > How to follow a training in the Academy learning studio: sections and modules, navigation, module languages, audio version, reactions, comments and feedback. When you click **Start**, **Resume** or **Review** on a training card, the training opens full screen in the **learning studio**. This is where you read the modules, move from one module to the next and reach each module's evaluation. ## Opening a training 1. Go to **My learning** and click **Start**, **Resume** or **Review** on a training card. 2. A **Training introduction** window opens with the training's cover, title, description, author (**By **), number of sections, number of modules and total duration. 3. Click **Continue** to close it and start learning. The studio automatically selects the first module that is **in progress**, otherwise the first module **not started**, otherwise the first module of the training. To leave the studio, click the **X** (Close learning studio) at the top right. You return to **My learning**. ## Layout of the studio ### Left panel: training content - **Training summary**: title, number of sections and modules, total duration, **Deadline: ** (or **None**) and your progress. - **Timeline**: the training's sections (**Section 1: **, **Section 2: <title>**...), each with a progress ring, and the modules inside each section. Each module row shows its title, duration and evaluation type (**Quiz**, **Self-assessment** or **Face to Face**). Acquired modules are marked as completed; the current module is highlighted. - Click any module in the timeline to open it. You can open modules in any order. ### Right panel: the module - **Module header**: cover, title, description, author (**By <name>**), publication date and the reactions left by learners (for example 😍 🤓 and a count). Click the reactions to see the detail (**View reactions**); **No reaction** is shown when there is none yet. - **Content**: the module's text, images, videos and other embedded media. If the module is empty, you see **This module has no content yet.** - **Evaluation card** at the end of the content (see [Module evaluations](https://www.openaleph.io/docs/academy/module-evaluations)). - **Feedback card** (**What did you think of this module?**) with **Add comment** and **Share your feedback**. ### Moving between modules - Use **Previous module** and **Next module** at the top right (at the bottom of the screen on mobile). - When you move from the last module of a section to the first module of the next one, a **Section complete!** window announces the next section (**Up next: Section N: <title>**, "Moving on to <title>", with its number of modules and duration). Click **Continue**. ### On a phone or small tablet The two panels are shown one at a time. Use the **List** / **Content** switch under the training title to go from the timeline to the module and back. Selecting a module in **List** automatically shows its **Content**. ## Module options ### Change the module language If the module is available in several languages, a language button (translation icon, **Change module language**) appears in the module header. Choose a language: the content reloads in that language. Each module opens by default in its original language. ### Listen to the audio version If the module has an audio summary, a headphones button (**Play audio version**) appears in the module header. Click it to open the audio player at the bottom of the module, then use **Play audio** / **Pause audio**, **Back 15 seconds**, **Forward 15 seconds** and the progress bar. Close it with **Close audio player**. ## Comments Comments are shared with the other learners of the module. 1. At the end of the module, click **Add comment**. 2. The **Comments (N)** window ("Comments left by learners on this module.") lists the comments, with author and date. If there are none yet, it shows **No comments yet. Be the first to add one.** 3. Type your message in the **Add a comment** field at the bottom and click the send button (**Send comment**). 4. To remove one of your own comments, click the delete icon next to it (**Delete comment**). You can only delete your own comments. ## Share your feedback 1. At the end of the module, click **Share your feedback**. The window explains that your impressions and suggestions help the trainers improve each module. 2. Pick the impression that best matches your experience: | Reaction | Label | |---|---| | 😍 | **Engaging course** | | 🤓 | **Useful in my work** | | 😐 | **A bit boring** | | 😵‍💫 | **Difficult to understand** | | 👀 | **Needs an update** | 3. Optionally add a message in **Want to add something?** (400 characters max, a counter shows **0/400**). The message is also posted as a comment on the module, visible to other learners. 4. Click **Submit feedback**. You can give one reaction per module. To change it, open **Share your feedback** again, choose another reaction and click **Update feedback**. Your reaction is added to the counts shown in the module header, and the training's authors can see it. ## Common questions ### Does reading a module mark it as completed? No. A module is acquired when its evaluation is validated. Your progress and the training status are based on acquired modules. ### I get "Training not found". The training may have been removed or unpublished, or you are no longer enrolled in it. Click **Back to my learning** and contact the organisation if needed. ### I don't see the language or audio buttons. They only appear when the module actually has several languages or an audio version. ### Can other learners see my comments? Yes, comments are visible to everyone following the module. Reactions are shown as counts by type. --- # Module evaluations Source: https://www.openaleph.io/docs/academy/module-evaluations Roles: External learner > How to validate an Academy module with a quiz, a self-assessment or a face-to-face evaluation, read your quiz results and retake an evaluation. Most modules end with an **evaluation**. Passing it makes the module **acquired**, which is what counts in your progress, in the training status and for the certificate. The evaluation type is shown next to each module in the training timeline: **Quiz**, **Self-assessment** or **Face to Face**. The evaluation card appears at the end of the module content, below the text. Scroll to the bottom of the module to find it. ## Self-assessment A self-assessment asks you to confirm that you have understood the module. 1. At the end of the module, read the card **🙌 You've reached the end! Did you learn all the following learning objectives?** and the list of learning objectives. 2. If they are clear to you, click **Yes, it's all clear to me!** 3. The module is immediately acquired. Once acquired, the button becomes **Update acquisition date**: clicking it confirms again and updates the date the module was acquired. ## Quiz A quiz is a series of multiple-choice questions. Several answers can be correct for one question. ### Take the quiz 1. At the end of the module, the card reads **🙌 You've reached the end! Ready for the quiz?** Click **Start Quiz**. 2. The quiz opens full screen, with the module and training titles, a **Back to module** link and a progress bar (**Question 1/2**, **Question 2/2**...). 3. For each question, click one or more answers (A, B, C...). Click again to unselect an answer. 4. Click **Next** to go to the next question (it's only enabled once you have selected at least one answer). Use **Previous question** to go back. 5. On the last question, click **Validate answers**. To leave without submitting, click **Back to module** or the close button (**Close evaluation**) in the progress bar. A confirmation window warns **Your answers will be lost.**; click **Yes, leave** to go back to the module, or **Cancel** to continue. ### Read your results After validation, the results screen shows: - **✅ Module acquired** or **🔄 Module not acquired**, with **Check your results**. - Your score as a percentage (**N% correct answers**). Hover the information icon next to it to read the rule: **The module is acquired when 100% of answers are correct**. - A breakdown into **right answers**, **partially right answer** (some but not all correct options chosen) and **wrong answers**. - **Corrected quiz**: navigate through the questions with the question stepper (**Go to question**) or **Previous question** / **Next question**. Each question is tagged **Right answer**, **Partially right** or **Wrong answer**, and the options you selected are marked as correct or wrong. The correct answers you did not select are not revealed. Then click: - **Back to module** to return to the learning studio, or - **Retake quiz** to start again with a blank quiz. > **Important:** A quiz only validates the module when **all** answers are correct. With a partially right or wrong answer, the module stays not acquired: retake the quiz as many times as needed. When you come back to a quiz you have already passed, the results screen is shown directly and the card in the module offers **Retake Quiz**. If you haven't passed it yet, the quiz starts again blank. > **Note:** If you retake a quiz you had passed and submit answers that are not all correct, the module goes back to not acquired until you pass the quiz again. ## Face-to-face evaluation A face-to-face evaluation is done with an expert (the reviewer of the training), who checks your answers in real time. ### Before you start The card at the end of the module reads **🙌 You've reached the end! Please notify your expert before starting the evaluation.** with the reminder: "To successfully complete this module, your answers must be reviewed in real time by your expert." Make sure your expert is available (in person or on a call) before you start. ### Steps 1. Click **Start evaluation** (or **Continue evaluation** if you had already started). 2. For each open question (**Question 1/3**...; the expert step counts as the last one), type your answer in **Your answer** and click **Next**. The **Next** button is only enabled once the answer is filled in. Use **Previous question** to go back. 3. The last step, **Select your expert**, shows **Your reviewer**: the expert who reviews this module ("Your answers will be reviewed by this expert. After validation, they receive a copy of this evaluation."). If there is none, the screen says **No reviewer available for this training.** and you cannot validate; contact the organisation. 4. Validate the evaluation together with your expert: go through your answers with them, then validate (**Validate answers**). Your expert receives a copy of the evaluation. 5. The confirmation **Evaluation validated!** appears and the module is acquired. Click **Back to module**. If you close the evaluation before validating, a confirmation warns **If you leave now, your answers will be lost. Are you sure?** If you started without validating, the card reads **🙌 You've reached the end! Validate your evaluation to complete this module.** with **Continue evaluation**. Once acquired, the card reads **✅ Evaluation done, you have acquired this module!** ("This module has been acquired, but you can still restart the evaluation.") and offers **Restart evaluation** if you want to go through it again. ## How evaluations affect your progress - Each acquired module increases the training's progress percentage. - When all modules of the training are acquired, the training becomes **Completed** on your dashboard. - If the training issues certificates automatically, your certificate is issued at that moment. See [Certificates](https://www.openaleph.io/docs/academy/certificates). ## Common questions ### I answered the quiz but the module is still not acquired. You need 100% correct answers. Open the corrected quiz to see which questions were partially right or wrong, then click **Retake quiz**. ### The error "Could not submit your quiz. Please try again." appears. Check your connection and click **Validate answers** again. Your selections stay on screen as long as you don't leave the page. ### The face-to-face evaluation won't validate. Make sure every question has an answer and that a reviewer is shown on the last step. The message "Could not validate — make sure every question is answered, then try again." means an answer is missing. ### Can I retake an evaluation after the module is acquired? Yes: **Retake Quiz**, **Restart evaluation** or **Update acquisition date** are always available. --- # Certificates Source: https://www.openaleph.io/docs/academy/certificates Roles: External learner > When an Academy learner receives a certificate of completion, how to open or download it in English or French, and how to share its verification link. Some trainings award a **certificate of completion**. Once it has been issued to you, you receive it by email and can open or download it from the Academy at any time. ## When do you get a certificate? A certificate is issued in one of two ways, depending on how the organisation configured the training: - **Automatically**, as soon as every module of the training is acquired (see [Module evaluations](https://www.openaleph.io/docs/academy/module-evaluations)). - **Manually**, when someone in the organisation sends it to you. Not every training awards a certificate. If a completed training shows **Review** instead of **Download certificate**, no certificate has been issued to you for it. ## The certificate email When your certificate is issued, you receive an email with the subject **"🎓 Your certificate for <training title>"** (in French: **"🎓 Votre certificat pour <training title>"**). It congratulates you, names the training and the issuing organisation, and the **View my certificate** button opens the public verification page of your certificate. ## Open or download your certificate from the Academy 1. Go to **My learning**. 2. On the completed training's card, click **Download certificate**. Use the **Completed** tab to find it quickly. 3. In the **Certificate language** window, choose **English** or **Français**. 4. Click one of the two buttons: - **Open certificate**: opens the certificate's public verification page in a new browser tab, in the chosen language. - **Download certificate**: downloads the certificate as a PDF in the chosen language. ## Share your certificate The verification page opened by **Open certificate** (or by **View my certificate** in the email) has a public link: anyone with the link can check that the certificate is genuine, without an OpenAleph account. You can share this link with clients, employers or recruiters. The page shows the certificate itself (**Certificate of completion**, the training title, **Awarded to** with your name, **Issued by** with the signatory's name and role, **Issued on** (and **Valid until** if it expires), the **Certificate ID** and a **Scan to verify** QR code) and two buttons: - **Verification link**: copies the public link of the page, ready to paste. - **Download**: downloads the certificate as a PDF. ## Validity A certificate can have an expiry date, set by the organisation. The organisation sees the status of each certificate (**Active**, **Expiring soon**, **Expired**). If a certificate is cancelled by the organisation, it no longer appears in your Academy. ## Where to see how many certificates you have Your [Academy profile](https://www.openaleph.io/docs/academy/profile) shows the number of certificates earned in the workspace (**Certificates**) and the date of the latest one. ## Common questions ### I completed the training but have no certificate. Either the training doesn't award certificates, or certificates are sent manually by the organisation. Contact them. ### My name on the certificate is wrong. The certificate uses the name the organisation registered for you in their workspace. Ask them to correct it. ### Can I get the certificate in another language? Certificates can be opened and downloaded in English or French. Choose the language in the **Certificate language** window each time. --- # Your Academy profile Source: https://www.openaleph.io/docs/academy/profile Roles: External learner > What the Academy profile page shows (identity, details, learning summary) and how to get your name, photo or email changed. The **Profile** page shows your account in the current Academy workspace and a summary of your learning. Open it from the left sidebar: **Account › Profile**. The page header reads **Your account in the <workspace> learning space.** ## Identity card - Your photo (or your initial if there is no photo) and your full name. - Badges showing your **role** in the workspace (for example **Learner**) and the **workspace name**. - Your email address. ## Details The **Details** card lists: | Field | Content | |---|---| | **Email** | The email you sign in with. | | **Role** | Your access scope in this workspace (for example **Learner**). | | **Workspace** | The name of the Academy workspace. | | **Member since** | The date you were added to the workspace. | Under the card title, **Managed by <workspace>.** reminds you that your details are managed by the organisation that invited you and are read-only in the Academy. ## Learning summary The **Learning summary** repeats your key figures for this workspace: | Figure | Meaning | |---|---| | **Assigned trainings** | Number of trainings you're enrolled in, with how many have a due date. | | **Completed** | Completed trainings, with your completion rate. | | **In progress** | Trainings started but not completed (**Currently learning**). | | **Certificates** | Number of certificates issued to you for these trainings, with the date of the latest one (**Latest <date>**), or **None earned yet**. | ## One profile per workspace If you've been invited into several Academies, each workspace has its own profile: the organisation can register your name and photo differently in each one, and the figures only cover the trainings of the workspace you are in. Your email and password are shared by all your workspaces. ## Common questions ### How do I change my name or photo? You can't edit them from the Academy. Ask the organisation that invited you: they can edit your first name, last name and photo from their side. ### How do I change my email address? Your email is your sign-in identifier and can't be changed from the Academy. Contact the organisation that invited you. ### How do I change my password? Sign out, then click **Forgot?** on the OpenAleph sign-in page and follow the email you receive. See [Sign in and access the Academy](https://www.openaleph.io/docs/academy/access-and-sign-in). --- # Invite and manage external learners Source: https://www.openaleph.io/docs/academy/manage-external-learners Roles: Manager creator, Scoped admin, Admin, Super admin > For manager creators and admins, how to invite external users into your Academy, assign them training sessions, resend invitations, edit, deactivate and follow them. External learners are managed from your company's OpenAleph suite, in **People › External users**. From there you invite people into your Academy (external workspace), assign them training sessions, and follow their trainings and certificates. For the general presentation of external users in the People section, see [External users](https://www.openaleph.io/docs/people/external-users). ## Before you start - **Permissions:** you need the **Manager creator** role or above (Manager creator, Scoped admin, Admin, Super admin). The **External users** menu is hidden for managers and employees. See [Access levels](https://www.openaleph.io/docs/administration/access-levels). - Your company must have at least one **external workspace**. External workspaces are set up by the OpenAleph team; ask your OpenAleph account manager if the workspace list is empty when you invite someone. - The trainings you want to assign must be published in [Learn](https://www.openaleph.io/docs/learn) and have a [training session](https://www.openaleph.io/docs/learn/training-sessions). > **Note:** External users are completely separate from your workforce: no HR profile is created, and they never appear in Members, Org chart, Skills or any HR feature. ## The External users page Go to **People › External users**. The page shows: - Three figures: **Total external users** (**Across all scopes**), **Active learners** (external users with the Learner scope whose access is active, including those who haven't activated their account yet) and **Pending invitations** (**Awaiting first login**). - A table with **User**, **Organisation** (the external workspace), **Scope**, **Status**, **Training sessions** (number of sessions the user is enrolled in) and **Last seen**. - A **Search** field (by first or last name), a rows-per-page selector and a **Filter** button to filter on **Scope** and **Status**. | Status | Meaning | |---|---| | **Pending** | Invited, but the person hasn't set their password or signed in yet. | | **Active** | The person has activated their account (or is a colleague using their company account). | | **Inactive** | Access deactivated: the person can no longer enter this Academy. | ## Invite an external user 1. In **People › External users**, click **Add new user** (or **Add external user** on mobile). The **Invite external user** window opens. 2. Step 1, **Identity**: fill in **First name**, **Last name**, **Email**, and choose the **External access** (the external workspace to invite them into). All fields are required. 3. Click **Next**. 4. Step 2, **Access scope** ("Choose what this user can access. Scopes can be updated later."): choose **Learner**. 5. **Training assignment** (optional): in **Assign to training sessions**, select one or more training sessions. 6. Click **Send invitation** (or **Back** to return to step 1). The confirmation "Invitation sent to <email>" appears. What happens next: - The person receives the invitation email **"👋 You've been invited to <workspace>"** with an **Activate my account** button to set their password. The email is in the person's language. - They appear with the **Pending** status until they set their password (or sign in), then switch to **Active** automatically. - They are enrolled in the selected sessions and will see those trainings on their Academy dashboard. Sessions they are already enrolled in are skipped. > **Note:** If the email belongs to someone in your own company, no invitation email is sent: they are added directly (status **Active**) and reach the Academy with their usual login, via **Switch workspace**. > **Important:** A person can only be invited once into a given workspace. To change their details or sessions, edit them instead. ## Assign external learners from Learn You can also enrol external users when you create or edit a training session in Learn: 1. Open the session creation or edit window of a training (see [Learn](https://www.openaleph.io/docs/learn)). 2. In the **Select assignees** step, open the **External members** tab (next to **Internal members**). 3. Select the external users (you can search and filter by scope and status), then finish the session as usual. The selected external learners are enrolled in the session and see the training in their Academy. The session's end date is shown to them as the due date. ## Edit an external user 1. In the table, open the row's menu and click **Edit** (or, on the user's profile, open the **⋮** menu and click **Edit**). The **Edit external user** window opens. 2. You can change **First name**, **Last name** and the **Access scope**, and add training sessions. The email and the workspace can't be changed. 3. Click **Next**, then **Save**. The name you set here is specific to this workspace (it's the name shown in the Academy and printed on certificates). It doesn't change the person's account in other workspaces. To change the photo, open the user's profile and click **Edit photo**. ## Resend an invitation - For one person: row menu › **Resend invitation**, or **Resend invite** on their profile. The confirmation "Invitation email sent successfully." appears. - For several: select them in the table, click the **Send / Resend invitation email** icon above the table, then confirm with **Send email** in the **Send the invitation email ?** window. A new invitation email is sent. Resending is only offered for external-only people (not for colleagues using their company account). ## Deactivate or reactivate - From the table: row menu › **Deactivate**. The user is deactivated immediately ("External user deactivated."). - From the profile: **⋮** menu › **Deactivate user**, then confirm with **Deactivate** in the **Deactivate this external user?** window. - Admins and Super admins can deactivate several users at once: select them, click the **Deactivate selected external users** icon above the table, then confirm with **Deactivate**. - To restore access: row menu › **Reactivate** ("External user reactivated."). A deactivated user gets the **Inactive** status and loses access to this Academy immediately; their trainings, progress and certificates are kept. An external learner with no other active Academy can no longer sign in to OpenAleph at all. External users are never deleted, only deactivated. > **Note:** If your company synchronises its users from an HR system, the bulk deactivation icon is hidden on this page. ## Follow an external user Click a user in the table to open their profile (it opens in a new browser tab). The header shows their photo (with **Edit photo** below it), name, email and workspace, and badges for the scope, the status and **External user**. On the right: **Resend invite** (external-only people) and the **⋮** menu with **Edit** and **Deactivate user**. Three tabs: | Tab | Content | |---|---| | **Overview** | **Profile** card: **Full name**, **Email**, **Organisation**, **Invited on**, **Last active** and **Access scopes**. | | **Trainings** | A searchable table of each session the person is enrolled in (session and training title), with **Mode** (**Online** / **Onsite**), **Deadline** and **Completion** (acquired modules / total, for example 3/3). | | **Certifications** | A searchable table of the certificates issued to the person: **Certification** (training and issuing organisation), **Issued**, **Expires** (**None** if it never expires) and **Status** (**Active**, **Expiring soon**, **Expired**). Row icons: **Download certificate** and **Copy verification link**. | External learners also appear in the training analytics of Learn, where you can filter on external users (see [Manage a training](https://www.openaleph.io/docs/learn/manage-a-training)). Certificate settings are defined on the training in Learn (see [Certificates and badges](https://www.openaleph.io/docs/learn/certificates-and-badges)). ## Common questions ### I don't see People › External users. You need the Manager creator role or above. Ask an admin (see [Roles and access](https://www.openaleph.io/docs/getting-started/roles-and-access)). ### The External access list is empty in the invitation window. Your company has no external workspace yet. Contact your OpenAleph account manager to set one up. ### The invited person didn't receive the email. Check the email address on their profile, ask them to look in spam, then use **Resend invitation**. ### Can external learners see my company's data? No. They only see the Academy of the workspace they were invited into and the trainings they are enrolled in. They don't see your people directory, org chart or any other module. ### Can I remove a training from an external learner? Enrolments are managed on the training session in Learn. Editing an external user only adds sessions; it doesn't remove existing ones. --- # Work time & absences Source: https://www.openaleph.io/docs/work-time Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Overview of the Work Time module - request leave, follow your balances, see who is off, approve requests and configure absence types, schedules and holidays. The **Work Time** module manages absences and leave in OpenAleph. Employees request time off and follow their leave balances, managers approve their team's requests and see who is off, and admins configure the absence types, accrual policies, working schedules and public holidays that drive every calculation. > **Note:** Work Time is licensed per company. If you don't see **Work Time** in the sidebar, your company may not have the module enabled; ask your admin (see [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences)). ## Where to find it In the sidebar, open **Work Time**. Depending on your access level you see up to four entries: | Menu entry | Who sees it | What it is for | |---|---|---| | **Work Time › My Calendar** | Everyone | Your own calendar, your leave balances and the history of your requests. This is the default page of the module. | | **Work Time › Planning** | Everyone | The team planning: who is absent, when, across your team or the whole company. | | **Work Time › Requests** | Manager and above | The approval queue for your team's absence requests. | | **Work Time › Configuration** | Admin and above | Settings: **Absence types**, **Holidays** and **Company schedules**. | ## Key concepts | Term | Meaning | |---|---| | **Absence type** | A kind of absence, for example paid leave, RTT, sick leave or unpaid leave. It has a colour, a category (**Balanced** or **Unbalanced**), a **Paid** / **Unpaid** flag and a **Day counting** mode. | | **Balanced** absence type | A type that uses a day balance which is credited automatically by one or more policies (typical for paid leave). You can only take what your balance allows, unless the policy accepts a negative balance. | | **Unbalanced** absence type | A type without a balance (typical for sick leave or special leave). Anyone can request it, there is nothing to accrue. | | **Policy** | The accrual rule of a balanced absence type: how many days are credited (**Earning rate**), how often (**Month** or **Year**), when (**Beginning of period** or **End of period**), over which period, and until when the days can be used (**Valid to**). Employees are assigned to policies. | | **Leave balance** | The number of days you have on a policy. It moves with accruals, approved absences, cancellations, manual adjustments and expiry. | | **Day counting** | How an absence is priced: **Worked days** (the days you actually work), **Open days** (Monday to Saturday, French "jours ouvrables") or **Calendar days** (every day). Set once per absence type. | | **Company schedule** | A working week (which days are worked full day, morning only, afternoon only or not at all). A default schedule, Monday to Friday, applies to everyone who is not assigned to another schedule. | | **Holiday** | A company public holiday or closing day. It is excluded from worked-days and open-days counts. | | **Request statuses** | **Pending** (waiting for approval), **Approved**, **Rejected**, **Canceled**. Only approved requests take days off your balance. | | **Reference contact** | The colleague to contact while you are away. It defaults to your manager. | ## Who does what Access levels are explained in [Roles and access](https://www.openaleph.io/docs/getting-started/roles-and-access) and [Access levels](https://www.openaleph.io/docs/administration/access-levels). Work Time relies on the manager set on each profile (see [Edit and deactivate users](https://www.openaleph.io/docs/people/edit-and-deactivate-users)): it decides who receives and approves requests. | Role | What they can do in Work Time | |---|---| | **Employee** | See their calendar and balances, request absences (full or half days), attach a document, cancel a pending request, export their own balance history, see the planning (other people's absences show as "Absent" without details). | | **Manager** | Everything an employee can do, plus: see the details of their direct and indirect reports' absences in the planning, approve or reject their pending requests, cancel their approved requests, receive an email for each new request of their direct reports. | | **Manager creator** | Same as a manager, plus the **Export absences** (planning Excel file) and **Export history** (balance history) exports from the planning page. | | **Scoped admin** | Same as a manager in Work Time: they approve or reject the requests of the people who report to them. | | **Admin** / **Super admin** | Everything above for the whole company, plus: add absences on behalf of one or several members, adjust balances, and configure absence types, policies, company schedules and holidays. | ## Typical workflow 1. An admin prepares the module in **Work Time › Configuration**: creates the [absence types](https://www.openaleph.io/docs/work-time/absence-types), a [policy](https://www.openaleph.io/docs/work-time/absence-types) for each balanced type and assigns members to it, checks the default [company schedule](https://www.openaleph.io/docs/work-time/company-schedules) and adds the [holidays](https://www.openaleph.io/docs/work-time/public-holidays). 2. Balances are credited automatically, every month or every year, according to the policies (see [Balances and exports](https://www.openaleph.io/docs/work-time/balances-and-exports)). 3. An employee [requests an absence](https://www.openaleph.io/docs/work-time/request-time-off) from **My Calendar**. The request is **Pending** and their manager receives an email and a notification. 4. The manager [approves or rejects](https://www.openaleph.io/docs/work-time/approve-requests) it from **Work Time › Requests**, optionally with a message. The employee is notified. On approval, the days are taken from the balance. 5. Everyone can check the [planning](https://www.openaleph.io/docs/work-time/planning) to see who is off. 6. Admins can [add absences on behalf](https://www.openaleph.io/docs/work-time/absence-on-behalf) of members (for example a company closing day), adjust balances and export the planning or the balance history. ## Pages in this section - [My calendar](https://www.openaleph.io/docs/work-time/my-calendar): your calendar, leave balances and request history. - [Request time off](https://www.openaleph.io/docs/work-time/request-time-off): submit, follow and cancel an absence request. - [Planning](https://www.openaleph.io/docs/work-time/planning): see who is off across the team or the company. - [Approve requests](https://www.openaleph.io/docs/work-time/approve-requests): the manager's approval queue. - [Add absences on behalf and adjust balances](https://www.openaleph.io/docs/work-time/absence-on-behalf): admin actions for other members. - [Absence types and policies](https://www.openaleph.io/docs/work-time/absence-types): configure types, accrual policies and assignees. - [Company schedules](https://www.openaleph.io/docs/work-time/company-schedules): define working weeks and who follows them. - [Holidays](https://www.openaleph.io/docs/work-time/public-holidays): manage public holidays and company closing days. - [Balances and exports](https://www.openaleph.io/docs/work-time/balances-and-exports): how balances are calculated, and the Excel exports. - [Notifications and mobile app](https://www.openaleph.io/docs/work-time/notifications-and-mobile): emails, in-app notifications and Work Time on the mobile app. --- # My calendar Source: https://www.openaleph.io/docs/work-time/my-calendar Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Use Work Time › My Calendar to see your absences and holidays, check your leave balances, estimate a future balance and review your request history. **My Calendar** is your personal Work Time page. It shows your absences and the company holidays on a calendar, your current leave balances, and the full history of your absence requests. Everyone with access to the Work Time module has this page. ## Open your calendar 1. In the sidebar, go to **Work Time › My Calendar** (clicking **Work Time** opens this page directly). 2. The page header reads **My Calendar** with the subtitle "Manage your absences, view your availability, and track your remaining balance." 3. Two tabs are available: **Calendar** (default) and **History & Requests**. 4. The **Request absence** button is at the top right on desktop. On a phone-sized screen it becomes a floating button at the bottom right of the screen. ## The Calendar tab The Calendar tab has two blocks: the **Leave Balance** card and the calendar itself. ### Leave Balance card The card lists every balanced policy you are currently assigned to (for example "Paid leave 2025 - 2026" or "RTT"). For each one you see: - a colour bar matching the absence type, - the policy name and, below it, the period (when the name ends with a year or a year range) and the counting unit (**worked days**, **open days** or **calendar days**), - your **current balance**, on the right. Unbalanced absence types (for example sick leave) have no balance, so they don't appear here. Click the information icon next to **Leave Balance** to open the detailed balance window (see below). ### The calendar The calendar shows: - your **Pending** and **Approved** absences, as coloured bars named after the policy, with their duration. Pending absences are hatched ("Awaiting approval"). Rejected and canceled requests are not shown. - the company **holidays** ("Public holiday"). - your non-working days or half-days, according to the [company schedule](https://www.openaleph.io/docs/work-time/company-schedules) you follow (by default, Saturday and Sunday). Use the header controls to navigate: | Control | What it does | |---|---| | Previous / next arrows | Move one month (or one year in **Year** view). | | **Today** | Go back to the current month. | | **Year** | Overview of the 12 months. Click a month to open it in **Month** view. | | **Month** | Classic month grid, split into morning and afternoon half-days. | | **List** | Chronological list of the absences and holidays of the month, with an **Awaiting approval** or **Approved** tag. If there is nothing, it reads "No leave to show for this month." | ### Request an absence from the calendar In **Month** view you can select days directly on the grid: 1. Press on the first half-day of your absence (morning or afternoon) and drag to the last half-day, then release. 2. The **Absence Request** window opens with the dates and day parts already filled in. 3. Complete and submit the request as described in [Request time off](https://www.openaleph.io/docs/work-time/request-time-off). Only working half-days can be selected. Closing the window without submitting clears the selection. ### Open a request Click an absence bar to open its **Absence Request summary**: requester, reference contact, dates and day parts, duration, status, the days taken from each policy, your description, the manager's message and the attachment. From this window you can: - **Add attachment** if the request has none yet (JPG, JPEG, PNG or PDF). - **Cancel request**, only while the request is **Pending**. See [Request time off](https://www.openaleph.io/docs/work-time/request-time-off#cancel-a-request). ## Detailed balance window Click the information icon next to **Leave Balance**. The **Leave Balance** window lists each of your policies with four figures: | Figure | Meaning | |---|---| | **Current balance** | Days available today: everything credited so far minus the approved absences already deducted. | | **Day booked** | Days already used through approved absences up to the selected date. | | **To be accrued** | Days that will still be credited between today and the selected date, according to the policy. | | **Estimated balance** | What you will have at the selected date: current balance plus the days to be accrued. | Use the **Before** field at the top to choose the date of the estimate: **End of** the current month or any of the next 12 months. This is useful before booking a long holiday. If a policy has an expiry date, its card shows "To use before" followed by the date: the remaining days are lost after that date. Each card also has a history icon, "Export this policy's balance history". Click it to download an Excel file of every movement on that policy (see [Balances and exports](https://www.openaleph.io/docs/work-time/balances-and-exports#export-your-own-balance-history)). If the window says "No policies assigned to this user.", you have not been assigned to any balanced policy yet; ask your HR admin. ## The History & Requests tab This tab lists all your absence requests, whatever their status, in a table: | Column | Content | |---|---| | **Requested on** | Date the request was submitted. | | **Status** | **Pending**, **Approved**, **Rejected** or **Canceled**. | | **Duration (days)** | Number of days of the request. | | **Start date** / **End date** | Period of the absence. | | (information icon) | Opens the **Absence Request summary**. | Use **Search** to find a request by its description, and the filters to narrow the list by **Requested on**, **Status**, **Start date** or **End date**. When you have no request yet the table reads "Nothing to show for now – All requests will show up here." ## Common questions ### My balance looks wrong. Why? The balance only moves when a request is **approved**: pending requests don't change it (they are however taken into account when you submit a new request, so you can't book the same days twice). Check also the **To be accrued** figure: if your policy credits days at the end of the month, this month's days are not in the current balance yet. If the figures still look wrong, your admin can export your balance history and correct it with a manual adjustment. ### A policy I used to have is missing from the Leave Balance card. The card only shows the policies you are currently assigned to. When an assignment ends or a policy expires, it disappears from the card. Your past requests stay in **History & Requests**. ### Why can't I select Saturday on the calendar? Days that are not worked in your schedule can't be selected. If you work on Saturdays, ask your admin to assign you to the right [company schedule](https://www.openaleph.io/docs/work-time/company-schedules). ### Can other people see my absences? Your colleagues see in the [planning](https://www.openaleph.io/docs/work-time/planning) that you are absent, without the type of absence. Your manager (and anyone above them in the reporting line) and admins see the details. --- # Request time off Source: https://www.openaleph.io/docs/work-time/request-time-off Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Submit an absence request in Work Time, choose full or half days, split the days across your leave balances, add a reference contact and attachment, and cancel it. You request an absence from **Work Time › My Calendar**. The request is sent to your manager for approval, and the days are only taken from your balance once it is approved. ## Before you start - You need access to the Work Time module. - To use a balanced absence type (for example paid leave or RTT), you must be assigned to one of its policies. Unbalanced types (for example sick leave) are available to everyone. - Check your balance on the **Leave Balance** card of [My calendar](https://www.openaleph.io/docs/work-time/my-calendar). ## Submit a request 1. Go to **Work Time › My Calendar** and click **Request absence**. You can also select the days directly on the calendar in **Month** view (press on the first half-day and drag to the last one). 2. The **Absence Request** window opens. 3. In the **Duration** list, choose **Single day** (default) or **Multiple days**. 4. Pick the dates in the calendar pickers (they open on today's date): - **Single day**: pick the **Absence date**, then **Full day**, **Morning** or **Afternoon**. - **Multiple days**: pick the **Start date** and choose **Full day** or **Afternoon** (you leave at midday on the first day). Then pick the **End date** and choose **Full day** or **Morning** (you come back at midday on the last day). Check this last choice: **Morning** counts only half of the last day. 5. The **Leave Balance** block updates automatically. It lists the policies you can use for these dates, with the days remaining on each ("X worked days remaining", including the days that will be credited before your absence) and, if the policy expires, "To use before" and the date. OpenAleph pre-fills how many days are taken from each policy (see [How the days are distributed](#how-the-days-are-distributed)). Adjust the numbers if needed, in steps of 0.5 day. 6. To use an unbalanced type (for example sick leave), click **Add another type of absence** and pick it in the list, then enter the number of days on it. 7. Check the **Total days** line: it shows "allocated / required". The two numbers must be equal. The allocated number turns red when they differ. 8. Under "Who is the reference contact in your absence?", choose your **Reference contact**, the person to contact while you are away. It is required and defaults to your manager; if you have no manager in OpenAleph, the field is empty and you pick someone yourself. 9. Optional: click **Add description** to write a message (up to 400 characters) for your manager. 10. Optional: click **Add attachment** to join a supporting document (JPG, JPEG, PNG or PDF), for example a medical certificate. Use the eye icon to preview it and the bin icon to remove it. 11. Click **Next**. The **Request summary** shows **Requested By**, the **Reference contact**, the start and end dates with their day part (for example "05 Oct, 2026 (All day)"), the number of days, the days taken from each policy, the **Additional description** and the attachment ("No attachment file." if there is none). 12. Click **Submit** to send the request, or **Back** to change something. The message "Request has been submitted successfully." confirms the request. It appears on your calendar as hatched (**Awaiting approval**) and in **History & Requests** with the status **Pending**. ## What happens next - Your **direct manager** receives an email ("Absence Request Pending") and an in-app notification with a link to the request. If you have no manager in OpenAleph, nobody is notified automatically: tell your HR admin (managers are set on the profile, see [Edit and deactivate users](https://www.openaleph.io/docs/people/edit-and-deactivate-users)). Your reference contact is not notified of a new request. - Your manager approves or rejects the request in [Work Time › Requests](https://www.openaleph.io/docs/work-time/approve-requests), optionally with a message. - You receive an email and a notification when the request is **Approved**, **Rejected** or **Canceled**. The manager's message, if any, is shown in the email and in the request summary under **Message from the manager**. - When the request is approved, the days are deducted from the corresponding balances. ## How the days are counted The number of days required depends on the **Day counting** mode of the absence type: | Mode | What counts | Example: Monday to Friday | |---|---|---| | **Worked days** | Only the days (or half-days) you work according to your [company schedule](https://www.openaleph.io/docs/work-time/company-schedules), excluding [holidays](https://www.openaleph.io/docs/work-time/public-holidays). | 5 days | | **Open days** | Every day except Sundays and holidays, Saturdays included. The count runs until the day before you return to work. | 6 days (the following Saturday is counted) | | **Calendar days** | Every day, weekends and holidays included. | 5 days (7 for Monday to Sunday) | With open days counting, the window shows a note naming the extra day, for example "(date) is also counted — in open-days counting, leave runs until the day before you return to work." If the policies available for your dates use different counting modes, a **Counting mode** selector appears in the **Leave Balance** block. A single request can only use policies of the same counting mode. ## How the days are distributed When you pick your dates, OpenAleph proposes a split of the required days across your balanced policies: - policies that expire soonest are used first, so you don't lose days; - the days that will be credited before the end of your absence are taken into account; - days are allocated in half-days only (a balance of 2.9 days offers 2.5 days); - a policy that accepts a negative balance is only drawn below zero once all your other balances are used. You can change the proposed numbers. A number turns red with "Days limit reached" if it exceeds what the policy allows. ## Cancel a request You can cancel your own request as long as it is **Pending**: 1. In **My Calendar**, click the absence on the calendar, or open the **History & Requests** tab and click the information icon of the request. The **Absence Request summary** opens. 2. Click **Cancel request**. 3. Confirm with **Delete request** in the **Delete pending request?** dialog ("Are you sure you want to delete this pending request? This action can’t be undone."). "Request has been canceled successfully." confirms it. The request moves to the **Canceled** status and stays in your history. Your manager and your reference contact receive an email ("Cancelation - Absence Request") and a notification. Once a request is **Approved**, you can no longer cancel it yourself: ask your manager or an admin, who can cancel it from **Work Time › Requests**. The days are then credited back to your balance. ## Edit a request The dates and days of a submitted request can't be changed. To change them, cancel the pending request and submit a new one. You can still add an attachment afterwards if the request has none: open the request summary and click **Add attachment**. ## Common questions ### "The number of selected days does not match the requested period." The allocated days in the **Leave Balance** block don't add up to the required total. Adjust the numbers until **Total days** shows the same value on both sides, or add another absence type. ### "You have no absence policy available for these dates." You are not assigned to any balanced policy covering these dates, or your balances are empty. You can still add an unbalanced type with **Add another type of absence** if one exists. Otherwise, contact your HR admin. ### "Insufficient balance for this leave request." One of the policies doesn't have enough days for the quantity you entered. Reduce the days on that policy and put the rest on another one. ### "This leave request overlaps with an existing request." You already have a pending or approved absence on at least one of the selected half-days. Check your calendar; you can book the other half of a day if only a morning or afternoon is taken. ### Can I request an absence in the past? Yes. The request follows the normal approval process. ### My request shows 2.5 days instead of 3. For **Multiple days**, check the day part of the **End date**: **Morning** means you come back at midday. Choose **Full day** to include the whole last day. ### Can I request leave from my phone? Yes, with the OpenAleph mobile app. See [Notifications and mobile app](https://www.openaleph.io/docs/work-time/notifications-and-mobile). --- # Planning Source: https://www.openaleph.io/docs/work-time/planning Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > Use Work Time › Planning to see who is absent across your team or the company, by month or week, with filters, and what managers and admins can do from it. **Planning** is the shared team calendar of the Work Time module. It shows, for each person, their pending and approved absences, the company holidays and their non-working days, so you can check who is available before booking time off or planning work. ## Open the planning 1. In the sidebar, go to **Work Time › Planning**. 2. The page header reads **Planning** with the subtitle "Plan and track approved and pending absences across your teams." 3. The planning opens on the current month, filtered on your team (see [Filter the list of people](#filter-the-list-of-people)). ## Read the planning The planning is a timeline: one row per person (you first, then the others in alphabetical order by last name) and one column per day. - Absences appear as coloured bars. Pending absences are hatched ("Awaiting approval"). - Holidays and non-working days are shaded. Each person's non-working days follow their own [company schedule](https://www.openaleph.io/docs/work-time/company-schedules), so a part-time Wednesday shows only on that person's row. - The header shows the current period, a counter of people away (for example "0 away today" in month view, "1 off this week" in week view) and a legend of the absence types shown, with their number of days. The **TEAM** column header shows how many people are listed. - The current day is marked with a vertical line. - More people load automatically as you scroll down. Use the header controls: | Control | What it does | |---|---| | Previous / next arrows | Move one month or one week. | | **Today** | Go back to the current period. | | **Month** / **Week** | Switch between a month view (the day columns scroll horizontally if needed) and a week view. | ### What you can see about others | Whose absence | What you see | |---|---| | Your own | Full details: absence type, dates, status. Click the bar to open the request summary. | | Your direct and indirect reports (managers) | Full details. Click the bar to open the request summary. | | Anyone (admins) | Full details for everyone. | | Other colleagues | The bar is labelled **Absent**, in a neutral colour, without the absence type. It can't be opened. | ## Filter the list of people By default the planning lists **My Manager and Peers** and **My Team** (your manager, your colleagues who share the same manager, and the people who report to you). 1. Type a name in **Search** to find someone. 2. Click **Filter** to show the filter bar. The button shows the number of active filters, for example **Filter (1)**. 3. Filter on **Team level** (**My Team**, **My Extended Team**, **My Manager and Peers**), **Manager**, **Hire date**, **Access level**, **Gender** or any custom profile field of your company. 4. Remove the **Team level** filter to see all active members of the company. ## Actions for managers From the planning, a manager (or scoped admin) can click the bar of a report's absence to open the **Request summary** and read the details. Approving, rejecting or canceling is done from [Work Time › Requests](https://www.openaleph.io/docs/work-time/approve-requests). ## Actions for Manager creators and above: exports Manager creators, scoped admins, admins and super admins see a three-dot menu at the top right of the page (next to **Add absences** for admins) with two exports: - **Export absences**: an Excel planning of the approved absences over a period. - **Export history**: the balance history of the members you select. See [Balances and exports](https://www.openaleph.io/docs/work-time/balances-and-exports) for the content of these files. ## Actions for admins Admins and super admins can also, from the planning: | Action | How | |---|---| | Add an absence for one person | Drag across the days on that person's row. The **Add absence (on behalf)** window opens with the dates filled in. | | Add an absence for several people | Click **Add absences** at the top right. | | See and adjust a person's balance | Click the person's name in the left column. The **Leave Balance** window opens, with an edit icon on each policy to adjust the balance. | | Approve, reject or cancel a request | Click an absence bar, then **Approve**, **Reject** (pending request) or **Cancel this request** (approved request). | These actions are described in [Add absences on behalf and adjust balances](https://www.openaleph.io/docs/work-time/absence-on-behalf). ## Common questions ### Why do I see "Absent" instead of the type of leave? The type of absence is only visible to the person, their managers (the whole reporting line above them) and admins. Other colleagues only see that the person is absent. ### Someone is missing from the planning. Only active members are listed, and the default filter only shows your close team. Remove the **Team level** filter or search for the person by name. ### Rejected or canceled absences don't appear. That's expected: the planning only shows **Pending** and **Approved** absences. ### I don't see the Add absences button or the export menu. **Add absences** is reserved to admins and super admins. The export menu is available from the Manager creator access level. Ask your admin if you need one of these actions. --- # Approve requests Source: https://www.openaleph.io/docs/work-time/approve-requests Roles: Manager, Manager creator, Scoped admin, Admin, Super admin > Review your team's absence requests in Work Time › Requests - approve, reject or cancel one or several requests, add a message, and handle negative balances. **Work Time › Requests** is the approval queue for absence requests. Managers approve or reject the requests of the people who report to them, and can cancel an approved absence. Admins can do the same for everyone in the company. ## Before you start - You need the **Manager** access level or above. Employees don't see the **Requests** menu entry. - You can act on the requests of your **direct and indirect reports** (everyone below you in the reporting line). Admins and super admins can act on every request of the company. - A **Scoped admin** approves, rejects or cancels the requests of the people who report to them, like a manager (see [Scoped admins](https://www.openaleph.io/docs/administration/scoped-admins)). ## The Requests page 1. In the sidebar, go to **Work Time › Requests**. 2. The page header reads **Requests**. 3. The requests are split into four tabs: **Pending** (opened by default), **Approved**, **Rejected** and **Canceled**. Each tab shows the number of requests matching the current filters. When a tab is empty, it reads "Nothing to show for now" (for example "All pending requests will show up here."). Each tab shows a table: | Column | Content | |---|---| | **Member** | The person who is absent. | | **Requested on** | Date the request was submitted. | | **Absence period** | Start date → end date. | | **Duration (days)** | Number of days requested. | | Actions | Information icon (**Request summary**). On the **Pending** tab, a green tick (**Approve Request**) and a red cross (**Reject Request**). On the **Approved** tab, a cancel icon. | By default the list is filtered on **Team level: My Team**: if a request you expect is missing, open **Filter** and change or clear this filter (**Clear all**). Use **Search** to find a member, and the filters to narrow the list by **Member**, **Team level** (for example **My Extended Team** to include indirect reports), **Requested on**, **Start date** or **End date**. ## Review a request Click the information icon of a row to open the **Request summary**. It shows: - **Requested for**: the member, and the **Reference contact** they chose; - the **Duration**: start and end dates with the day part (full day, morning, afternoon), the number of days and the **Status**; - for each policy used, the days requested (**Request**) and the member's current **Balance** on that policy; - the **Additional description** written by the member; - the **Message from the manager**, if a decision was already made; - the **Attachments** (click the eye icon to open the document), or "No attachment file." with an **Add attachment** button. From the summary you can click **Approve** or **Reject** (pending request), or **Cancel this request** (approved request). ## Approve a request 1. On the **Pending** tab, click the green tick of the row, or **Approve** in the request summary. 2. The **Approve request?** window explains: "This request will be approved and the employee will be notified. You won’t be able to undo this action." 3. Optional: write a **Message for the employee (optional)** (up to 400 characters). 4. Click **Approve request**. The message "Request approved. The member will be notified by email." confirms the action. The request moves to the **Approved** tab, the days are deducted from the member's balances, and the member receives an email ("Absence Request Approved") and a notification with your message. ### Approving with a negative balance If approving would put the member's balance below zero on a policy (for example because other absences were approved in the meantime), the **Approve request with negative balance?** dialog warns you: "Approving this request will put (name)’s balance into negative on (policy). Do you want to proceed?" Click **Approve** to continue. If the policy doesn't accept a negative balance, the approval is refused and a message names the member and the policy with an insufficient balance. Ask the member to change their request, or have an admin [adjust the balance](https://www.openaleph.io/docs/work-time/absence-on-behalf#adjust-a-members-balance). ## Reject a request 1. On the **Pending** tab, click the red cross of the row, or **Reject** in the request summary. 2. In the **Reject request?** window ("This request will be rejected and the employee will be notified."), optionally write a **Message for the employee (optional)**, for example the reason. 3. Click **Reject request**. The request moves to the **Rejected** tab and the member is notified by email. No days are deducted. A rejected request can't be approved afterwards: the member needs to submit a new one. ## Cancel an approved request 1. On the **Approved** tab, click the cancel icon of the row, or **Cancel this request** in the request summary. 2. The **Cancel approved request?** window explains: "This request will be cancelled and removed from the approved list. The employee will be notified." 3. Optionally write a message, then click **Cancel request**. The request moves to the **Canceled** tab, the days are credited back to the member's balances, and the member is notified by email. > **Note:** Members can cancel their own requests only while they are pending. Once approved, only a manager in their reporting line or an admin can cancel them. ## Act on several requests at once 1. Tick the checkboxes of the requests (or use the header checkbox to select all the results of the current search and filters). The action icons appear in a bar above the table. 2. Use the buttons in the selection bar: - on the **Pending** tab: **Approve requests** (tick) or **Reject requests** (cross); - on the **Approved** tab: **Cancel requests**. 3. Confirm in the window (**Approve selected requests?**, **Reject selected requests?** or **Cancel selected requests?**). You can add one message, sent to every member. A confirmation such as "3 Requests approved. Members will be notified by email." is shown. If some requests can't be processed (for example an insufficient balance), they are listed in a message and the others are processed anyway. ## How you are notified of new requests When one of your **direct reports** submits a request, you receive an email ("Absence Request Pending: (name)") and an in-app notification, both with a link to the request. When they cancel a pending request, you receive a cancelation email. Requests from indirect reports don't send you an email, but they appear in **Requests** when you filter on **My Extended Team**. ## Common questions ### I don't see the Requests menu. It's reserved to the Manager access level and above. If you manage people but see only **My Calendar** and **Planning**, ask your admin to check your access level. ### A request from my team is not in the list. Check the filters: the default filter is **My Team** (direct reports). Switch the **Team level** filter to **My Extended Team** to include indirect reports, and check the tab (the list opens on **Pending**). ### Can I change the dates of a request before approving it? No. Reject it with a message explaining what to change, and the member submits a new request. ### Can I undo an approval? Not directly. You can cancel the approved request from the **Approved** tab: the days are credited back. The member then submits a new request if needed. ### Who approves my own requests? Your own manager, like for any other member. Admins can also approve them. --- # Add absences on behalf and adjust balances Source: https://www.openaleph.io/docs/work-time/absence-on-behalf Roles: Admin, Super admin > Admins can add an absence for one member or for many at once from Work Time › Planning, and manually adjust a member's leave balance. From **Work Time › Planning**, admins can record absences for other members (for example a sick leave reported by phone, or a company closing day imposed on everyone) and correct a member's leave balance. ## Before you start - You need the **Admin** or **Super admin** access level. Managers and scoped admins can't add absences for others. - For a balanced absence type, the member must be assigned to one of its [policies](https://www.openaleph.io/docs/work-time/absence-types). ## Add an absence for one member 1. Go to **Work Time › Planning** and find the member (use **Search** or the filters). 2. On the member's row, press on the first day of the absence and drag to the last day, then release. You can select half-days where the member's schedule has them. 3. The **Add absence (on behalf)** window opens, with the member shown at the top and the dates pre-filled. Adjust the **Duration** (**Single day** or **Multiple days**), the dates and the day parts if needed. 4. In the **Leave Balance** block, check how the days are split across the member's policies. Adjust the numbers, or click **Add another type of absence** to use an unbalanced type (for example sick leave). **Total days** must match. 5. Choose the **Reference contact** (it defaults to the member's manager) and optionally click **Add description**. 6. Click **Next**, check the **Request summary**, then click **Submit**. The member receives an email ("Mandatory absence") and a notification telling them that an absence was scheduled for them. The absence is created as a **Pending** request: it appears hatched in the planning and in **Work Time › Requests**, where it must be approved like any other request before the days are deducted from the balance. You can approve it straight away from the planning by clicking the bar and choosing **Approve**. > **Note:** Attachments can't be added when you create an absence on behalf of someone. ## Add an absence for several members Use this to impose the same absence on a group, for example a company closing day on a bridge day. 1. Go to **Work Time › Planning** and click **Add absences** at the top right. The **Add absence (on behalf)** window opens. 2. **Step 1 – details**: choose the **Duration** (**Single day** or **Multiple days**), the dates and the day parts (**All day**, **Morning** or **Afternoon** for a single day; **All day** or **Afternoon** for the first day and **All day** or **Morning** for the last day), then the **Policy** to use (the list shows the policies of balanced types and the unbalanced types). Optionally click **Add description**. Click **Next**. 3. **Step 2 – assignees**: "Here, you can select the user you want to apply the absence to." The table lists the members who can receive this policy (those assigned to it for a balanced type, every active member for an unbalanced type), except people who already have an absence on these dates. The **Days/balance** column shows the days the absence will cost each person and their balance, for example "1/2.73". Search, filter and tick the members, or select all. Click **Continue**. 4. **Step 3 – summary** (**Request summary**): check **Requested for** (for example "1 member"), the **Duration**, the **Policy** and the description, then click **Add**. The absences are created **already approved**: the days are deducted immediately and the members can't cancel them themselves. Each member receives a "Mandatory absence" email and a notification. The message "Absence added for selected members. They will be notified by email." confirms it. If some members had no working day to count in the period (for example because of their schedule), they are skipped and a message tells you how many: "(count) member(s) were skipped: their period had no working day to count." To remove an imposed absence, cancel it from the **Approved** tab of [Work Time › Requests](https://www.openaleph.io/docs/work-time/approve-requests#cancel-an-approved-request): the days are credited back. ## See a member's balances 1. In **Work Time › Planning**, click the member's name in the left column. 2. The **Leave Balance** window opens, showing the member at the top and one card per policy with **Current balance**, **Day booked**, **To be accrued** and **Estimated balance**. 3. Use **Before** to estimate the balance at the end of a future month (up to 12 months ahead). 4. Click the history icon of a card to export the balance history of that policy (see [Balances and exports](https://www.openaleph.io/docs/work-time/balances-and-exports)). ## Adjust a member's balance Use a manual adjustment to add days (for example seniority days or a transfer from a previous system) or to remove days (for example to correct an error). 1. Open the member's **Leave Balance** window as described above. 2. Click the edit icon ("Adjust this user's balance for this policy") on the policy card. 3. The **Adjust balance** step opens. Check or change the **Policy** under **Choose the policy**. 4. Enter the **Amount**, in the policy's counting unit, in steps of 0.5. Use a positive number to add days and a negative number to remove days. 5. Pick the **Effective date** of the adjustment. 6. Optional: click **Add description** to explain the adjustment (up to 400 characters). 7. Click **Save**. The **Apply this balance update?** dialog summarizes the change, for example "This will adjust “Paid leave” for Jane Doe by 2 worked days, effective (date). This action cannot be undone." If the balance would become negative, a warning shows the resulting balance. 8. Click **Confirm**. "Policy balance updated successfully." confirms the adjustment. The member receives an email ("Absence types balance updated") and a notification with the policy, the amount and the effective date. > **Important:** Adjustments can't be edited or deleted. To correct a mistake, add a new adjustment with the opposite amount. ## Common questions ### The member doesn't appear in the assignees step. For a balanced type, only members assigned to the selected policy are listed: [add them to the policy](https://www.openaleph.io/docs/work-time/absence-types#manage-the-assignees-of-a-policy) first. Members who already have a pending or approved absence overlapping the chosen period are also excluded. ### "This member has no absence policy available for these dates." The member isn't assigned to a balanced policy covering these dates. Use **Add another type of absence** for an unbalanced type, or assign them to a policy. ### Can a manager add an absence for a team member? No. Only admins and super admins can create absences for others. Managers can ask their admin, or ask the team member to submit the request. ### Is the member warned when I adjust their balance? Yes, by email and in-app notification. --- # Absence types and policies Source: https://www.openaleph.io/docs/work-time/absence-types Roles: Admin, Super admin > Configure absence types (balanced or unbalanced, paid or unpaid, day counting), create accrual policies and assign members to them in Work Time › Configuration. Absence types define what employees can request (paid leave, RTT, sick leave, unpaid leave...). Balanced types get one or more **policies** that credit days automatically to the members assigned to them. Everything is set up in **Work Time › Configuration › Absence types**. ## Before you start - You need the **Admin** or **Super admin** access level. - Two settings of an absence type can't be changed after creation: the category (**Balanced** / **Unbalanced**) and the **Day counting** mode. Decide them carefully. ## Open the absence types 1. In the sidebar, go to **Work Time › Configuration**. The **Settings** page shows three cards: **Absence types**, **Holidays** and **Company schedules**. 2. On the **Absence types** card, click **Manage absences types**. 3. The page lists each absence type as an expandable panel. Open a panel to see its policies. ## Create an absence type 1. Click **Create absence type**. 2. Fill in the **Create absence type** window. By default the type is **Balanced**, **Paid**, counted in **Worked days** and coloured **Blue**: | Field | What to enter | |---|---| | **Absence type title** | The name employees will see, for example "Paid leave" or "Sick leave". Required. | | **Color** | Click the current colour and choose **Blue**, **Green**, **Light Green**, **Turquoise**, **Purple**, **Pink**, **Red**, **Orange**, **Yellow** or **Light Gray**. | | **Category** | **Balanced** (the type uses a day balance credited by policies, for example paid leave or RTT) or **Unbalanced** (no balance, for example sick leave or special leave). Can't be changed later. | | **Paid** / **Unpaid** | Whether the absence is paid. It can be changed later. | | **Day counting** | **Worked days** ("Only days actually worked in the company count — typically Monday to Friday."), **Open days** ("Every day except Sundays and public holidays counts — including Saturdays.") or **Calendar days** ("Every day counts, weekends and public holidays included — used for sick and parental leave."). The window notes that it "Applies to future requests and accruals only."; once the type is created, the mode is locked. | 3. Click **Create**. "Absence type has been created successfully." confirms it. What happens next depends on the category: - **Unbalanced** type: it is immediately available to every active member, through **Add another type of absence** in the request form. It has no policy to configure: its panel shows a single entry assigned to **All users**. - **Balanced** type: employees can't use it until you [create a policy](#create-a-policy) and assign members to it. ### Which day counting to choose | Mode | Typical use | Example: Monday to Friday off | |---|---|---| | **Worked days** (jours ouvrés) | Paid leave counted in worked days, RTT. Follows each member's [company schedule](https://www.openaleph.io/docs/work-time/company-schedules). | 5 days | | **Open days** (jours ouvrables) | Paid leave counted in open days (French legal default of 30 days a year). The count runs until the day before the return to work. | 6 days | | **Calendar days** | Sick leave, maternity, paternity or parental leave. | 5 days, 7 from Monday to Sunday | [Holidays](https://www.openaleph.io/docs/work-time/public-holidays) are never counted in worked days and open days, and always counted in calendar days. ## Edit, deactivate or delete an absence type Open the three-dot menu on the right of the absence type panel: | Action | Effect | |---|---| | **Edit absence type** | Change the title, colour and **Paid** / **Unpaid**. The category and day counting are locked. | | **Inactivate absence type** | "This absence type will no longer be available for new requests." Existing requests and balances are kept. For a balanced type you must stop all its policies first: the entry then reads **Inactivate absence type (stop all its policies first)** and is disabled. | | **Activate absence type** | Makes an inactive type available again for new requests. | | **Delete absence type** | "This absence type will be permanently deleted and can’t be recovered." Only possible while the type has never been used (no requests, no balance movements). Otherwise, inactivate it. | ## Create a policy Policies only exist for **Balanced** types. A type can have several policies, for example one per reference year ("Paid leave 2025 - 2026", "Paid leave 2026 - 2027"), but two active policies of the same type can't overlap in time. 1. Open the panel of the balanced absence type and click **Create policy** (or **Create first policy** if it has none). 2. **Step 1 – policy info**. The absence type is preselected at the top (**Absence type title**, you can pick another balanced type) with "This absence type is counted in (unit)." The period is prefilled from today to the same day next year, **Earning Frequency** on **Month** and **Credit timing** on **Beginning of period**. Fill in: | Field | What to enter | |---|---| | **Policy title** | For example "Paid leave 2025 - 2026". Ending the name with a year or a year range displays that period under the balance on the employee's calendar. | | **Earning rate** | Number of days credited each period, in steps of 0.5. Can't be 0. | | **Earning Frequency** | **Month** or **Year**. | | **Credit timing** ("When should the credit take place?") | **Beginning of period** (1st of the month, or 1 January) or **End of period** (last day of the month, or 31 December). | | **Period: Start date** | First day of accrual. | | **Period: End date** | Last day of accrual. No more days are credited after it, but the balance remains usable. | | **Valid to (optional)** | Expiry date of the balance: after this date, the remaining days are lost and the policy can no longer be used in requests. Employees see "To use before" and this date. | | **This policy can have a negative balance** | Tick it to let members book more days than they have (for example to anticipate future accruals). | If the earning rate is below the French legal paid leave minimum for the counting mode (2.08 worked days or 2.5 open days per month, 25 or 30 per year), a **Check rate** warning appears: "Below the legal paid-leave minimum of ... Make sure this policy is at least as favorable." It is only a warning; you can still create the policy. 3. Click **Next**. **Step 2 – members**: tick the members to assign to the policy, using search and filters, or select all. Click **Next**. 4. **Step 3 – assignment dates**. Under **Assigned to** you see the selected members (for example "3 users"). Choose: - **Start date**: **Hire date** (each member's hire date, or the policy start date if none is set) or **Custom** (pick a date); - **End date**: **Departure** (no end date: the member stays on the policy) or **Custom** (pick a date). 5. Click **Create**. "Policy has been created successfully." confirms it. > **Important:** When a member is assigned with a start date in the past, OpenAleph immediately credits the days they would have earned since that date, prorated to the days worked in the first period. For example, with 2.08 days a month from 1 January and a member hired on 15 January, January is credited in proportion to the worked days from 15 to 31 January. ## Read a policy Each policy of the panel shows its title, a status tag (**Active** or **Stopped**) and, when opened, the **Policy info**: start date, end date (with "Valid to:" and the expiry date if any), **Credit timing**, **Earning rate** (for example "2.08/month") and the assignees (**All users**, one name, or **Multiple users**). ## Manage the assignees of a policy Open the three-dot menu of the policy: - **Add assignees**: select members who are not yet on the policy, then choose their start and end dates (step 3 above). Their prorated days are credited immediately. - **Manage assignees**: select current assignees (the table shows their **Start date** and **End date**) and change their start or end date. Set an end date to stop crediting days to a member who changes contract or leaves. Changing the dates recalculates their credited days. > **Tip:** When you create a new member in People, OpenAleph reminds you "Remember to assign this member to an absence policy." with a shortcut to **Absence types**. ## Edit, stop or delete a policy | Action (policy menu) | Effect | |---|---| | **Edit policy** | Change the **Policy title** and the **Valid to (optional)** expiry date. The earning rate, frequency, timing and period can't be changed once the policy exists. | | **Stop policy** | "Are you sure? This policy will be permanently stopped and can’t be reactivated." No more days are credited. Members keep their remaining balance and can still use it (until the **Valid to** date, if any). | | **Delete policy** | Only offered when the policy has no assignee, and only possible if it was never used. "This policy will be permanently deleted and can’t be recovered." | To change the rules for the future (for example a new earning rate next year), stop or end the current policy and create a new one starting after it. ## Common questions ### An employee says the absence type is missing from their request form. For a balanced type, check that the employee is assigned to an active policy whose period covers the dates they chose (menu **Manage assignees**), and that they have a positive balance or that the policy accepts a negative balance. For an unbalanced type, check that it's active: employees add it with **Add another type of absence**. ### I get an error when creating a policy that overlaps another one. Two active policies of the same absence type can't cover the same dates. Change the period of the new policy, or stop the other one first. ### Can I change the day counting of an existing absence type? No. Every request and balance is counted with the mode chosen at creation. Create a new absence type with the right mode, move members to it, and inactivate the old one once its balances are used. ### How do I give extra days to one person? Use a manual adjustment from the planning: see [Adjust a member's balance](https://www.openaleph.io/docs/work-time/absence-on-behalf#adjust-a-members-balance). ### When exactly are days credited? Every day, OpenAleph checks the policies: monthly policies credit on the 1st or the last day of the month, yearly policies on 1 January or 31 December, according to the **Credit timing**. See [Balances and exports](https://www.openaleph.io/docs/work-time/balances-and-exports). --- # Company schedules Source: https://www.openaleph.io/docs/work-time/company-schedules Roles: Admin, Super admin > Define the working weeks your company runs on (full days, half days, non-working days) and assign members to them in Work Time › Configuration › Company schedules. A company schedule describes a working week: for each day, whether it is worked all day, only in the morning, only in the afternoon, or not at all. Schedules drive which half-days can be selected in a request and how many **worked days** an absence costs. Every company has a default schedule, and admins can create others for part-time staff, retail weeks and so on. ## Before you start - You need the **Admin** or **Super admin** access level. - A schedule's dates and working days are locked once it is created. Only its name, description and assignees can be changed afterwards. ## Open the company schedules 1. Go to **Work Time › Configuration**. 2. On the **Company schedules** card ("Define working weeks and assign them to people. Default Mon–Fri."), click **Manage schedules**. 3. The page **Company schedules** ("Define the working weeks your company runs on, then assign people to them.") shows a legend of the day types (**All day**: full working day, **Morning**: morning only, **Afternoon**: afternoon only, **Non-working**: company closed) and one card per active schedule. ## The default schedule The first card is the default schedule, tagged **Default**. It is created automatically as a Monday to Friday week of full days ("Standard week"). It "Applies to everyone without a custom schedule": members who are not assigned to another schedule follow it automatically, without any manual assignment. The default schedule can't be set as inactive and has no assignees to manage. You can edit its name and description. ## Read a schedule card Each card shows: - the name and description; - a strip of the week, one segment per day, coloured by day type (**All day**, **Morning**, **Afternoon**, **Non-working**); - a summary such as "5 full days · 2 non-working days"; - the period: "From (date) to (date)" or "From (date), no end date"; - the assignees: "3 people assigned" with their avatars, or "No one assigned yet". ## Create a schedule 1. Click **New schedule**. The wizard shows "Step 1 of 4". 2. **Details**: enter the **Schedule name** (required, for example "Retail week") and an optional **Description**. Under **Effective period**, pick **Effective from** (required, today or later) and optionally **Effective until**. Click **Next**. 3. **Working days**: under **Working week** ("Choose how the company runs each day of the week."), set each day to **All day**, **Morning**, **Afternoon** or **Non-working**. The **Week at a glance** preview updates. Click **Next**. 4. **Assignees**: tick the members who follow this schedule. Members who already belong to another schedule over the same period are not listed. Click **Next**. 5. **Summary**: check the **Effective period**, **Assigned people** and **Working week**, then click **Create**. 6. The dialog "Working days can't be changed later" warns: "Once this schedule is created, its dates and working days are locked. Only the title, description and assignees can be edited afterwards." Click **Continue**. "Schedule created." confirms it. Assigned members follow the schedule from its start date (or from today if it already started). When the schedule ends, they go back to the default schedule. ## Edit a schedule Open the three-dot menu of the card and click **Edit schedule**. You can change the name and the description. "The schedule's dates can't be changed once created." To change the working days, create a new schedule and move the members to it. ## Add assignees 1. In the card's menu, click **Add assignees**. 2. "Add people to the “(name)” schedule." Tick the members and click **Add**. "Assignees added." confirms it. The new members follow the schedule from today (or from the schedule's start date if it's in the future). A member can only belong to one schedule at a time. ## Remove assignees 1. In the card's menu, click **Remove assignees**. 2. "People on the “(name)” schedule. Check someone to remove them." Tick the members to remove. They are marked **Will be removed**; members who already have a planned end show "Ends (date)". 3. Pick the **End date for removed member(s)**, their last day on the schedule. It can't be earlier than yesterday. 4. Click **Save**, then confirm **Remove** in the "Remove (count) member(s) from “(name)”?" dialog: "They will follow the default schedule instead starting (date)." "Assignees updated." confirms it. Their past absences keep the schedule they had at the time. ## Set a schedule as inactive or active again - In the card's menu, click **Set as inactive**. The dialog "Set “(name)” as inactive?" explains: "All (count) assignee(s) will be removed from this schedule and will follow the default schedule instead." Click **Set as inactive**. - Inactive schedules are listed in **Inactive schedules** ("Deactivated schedules are kept here. Reactivate one to use it again."), from the menu next to **New schedule**. Click **Set as active** to reuse a schedule; its former assignees are not restored, add them again. ## How schedules affect absences - In the request form and on the calendars, only the half-days worked according to the member's schedule can be selected. - For **Worked days** absence types, only worked half-days are counted: a Friday worked in the morning only costs 0.5 day. - Prorated accruals for members joining a policy mid-period also use the member's working days. - Changing a member's schedule doesn't recalculate requests that were already submitted. ## Common questions ### Why can't I change the working days of a schedule? Every absence and accrual of its members was counted with those days. To change them, create a new schedule starting on the date of the change, remove the members from the old one (end date the day before) and add them to the new one. ### A member doesn't appear when I add assignees. They probably already belong to another schedule over the same period. Remove them from that schedule first. ### What happens on days outside any schedule's period? The member follows the default schedule. --- # Holidays Source: https://www.openaleph.io/docs/work-time/public-holidays Roles: Admin, Super admin > Add, rename and inactivate company public holidays and closing days in Work Time › Configuration › Holidays, and how they affect absence counts. Holidays are the public holidays and closing days of your company. They are shown on every calendar and in the planning, and they are excluded from the **Worked days** and **Open days** counts, so employees don't spend leave on them. Holidays apply to all members of the company. ## Before you start You need the **Admin** or **Super admin** access level. ## Open the holidays 1. Go to **Work Time › Configuration**. 2. On the **Holidays** card ("Define company holidays that apply to all employees."), click **Manage Holidays**. The **Holidays** page lists the active holidays in a table: | Column | Content | |---|---| | **Holiday** | The holiday title. | | **Date** | Its date (for a recurring holiday, the first occurrence). | | **Added on** | When it was created. | | **Repeats every year** | **Yes** or **No**. | Use **Search** to find a holiday by title, **Sort by** (**Date added** or **Holiday date**) and the filters on **Date added** and **Holiday date**. When the list is empty it reads "All company holidays will show up here." ## Add holidays 1. Click **Add Holiday**. 2. In the window ("Add one or more holidays to your calendar."), fill in the **Holiday title** and the **Holiday date**. 3. Turn on **Repeats every year** for holidays on a fixed date (for example 1 January, 1 May, 14 July, 25 December). Leave it off for holidays whose date changes every year (for example Easter Monday or Ascension Day), and add them for each year. 4. Click **Add another holiday** to add more lines in the same window. 5. Click **Save**. "Holiday(s) added successfully." confirms it. Each date can only be used once: "This date is already used by another holiday." or "Each holiday must have a unique date." means another holiday already uses it. ## Rename a holiday 1. In the row's menu, click **Edit**. 2. "Rename this holiday. Only the title can be changed." Change the **Holiday title** and click **Save**. To change the date, inactivate the holiday and add a new one. ## Inactivate a holiday 1. In the row's menu, click **Inactivate**. 2. Confirm **Inactivate** in the "Inactivate this holiday?" dialog: "This holiday will no longer apply. You can still find it in archived holidays." "Holiday inactivated." confirms it. The holiday no longer appears on calendars and is counted again as a normal day in new requests. Inactivation can't be undone: add the holiday again if needed. To see inactivated holidays, open the menu at the top of the table and click **View inactivated holidays**. The **Inactivated holidays** window lists them with an **Inactive** tag. ## How holidays affect absences | Day counting of the absence type | Effect of a holiday | |---|---| | **Worked days** | Not counted. | | **Open days** | Not counted. | | **Calendar days** | Counted, like any other day. | The count is made when the request is submitted. Adding or inactivating a holiday afterwards doesn't change requests already submitted: if needed, the member cancels and re-submits the request, or an admin [adjusts the balance](https://www.openaleph.io/docs/work-time/absence-on-behalf#adjust-a-members-balance). ## Common questions ### Can I have different holidays per country or site? No, holidays apply to the whole company. ### Can I delete a holiday? Holidays are inactivated rather than deleted, so the history of past requests stays consistent. ### Employees still see a holiday I removed. Check that you inactivated it (it should appear in **View inactivated holidays**), then ask them to refresh the page. --- # Balances and exports Source: https://www.openaleph.io/docs/work-time/balances-and-exports Roles: Employee, Manager creator, Scoped admin, Admin, Super admin > How Work Time leave balances are credited, deducted, prorated and expired, and how to export the absence planning and balance history to Excel. This page explains how leave balances move in OpenAleph, and how to download the Excel exports of the Work Time module: the absence planning and the balance history. ## How a balance is calculated A balance belongs to one member on one policy of a balanced absence type. It is the sum of all its movements up to a given date: | Movement | When it happens | Effect | |---|---|---| | **Accrual** | Automatically, according to the policy's **Earning rate**, **Earning Frequency** and **Credit timing**. | Adds days. | | **Absence** | When a request is **approved** (or an absence is imposed on several members). | Removes the days of the request. | | **Absence cancellation** | When an approved request is canceled. | Gives the days back. | | **Manual adjustment** | When an admin [adjusts the balance](https://www.openaleph.io/docs/work-time/absence-on-behalf#adjust-a-members-balance). | Adds or removes days. | | **Expiry** | The day after the policy's **Valid to** date. | Removes the remaining positive balance. | Movements are never modified or deleted: every correction is a new movement, so the history is always complete. **Pending** requests don't change the balance. They are however reserved: when a member submits a new request, the days of their other pending requests are already considered used, so the same days can't be booked twice. ### When days are credited A daily process credits the policies that are due: | Earning Frequency | Beginning of period | End of period | |---|---|---| | **Month** | 1st of each month | Last day of each month | | **Year** | 1 January | 31 December | Days are only credited between the policy's start date and end date, while the policy is active (not stopped), to members whose assignment covers that date. ### Prorating - When a member is assigned to a policy with a start date in the past, the days they would have earned since then are credited immediately. - When a member starts or leaves in the middle of a period, the credit for that period is prorated to the days they work in it (according to the absence type's day counting and their schedule). - When an assignment's dates are changed, the credited days are recalculated. ### Negative balances A request can only use a policy up to its available balance, including the days that will be credited before the end of the absence. If the policy has **This policy can have a negative balance** ticked, members can go below zero; the request form only uses it once the other balances are empty. A manager approving a request that makes a balance negative gets a warning. ### Expiry If a policy has a **Valid to** date, members see "To use before" and the date next to it. After that date the policy can no longer be used in requests and any remaining positive balance is removed with an **Expiry** movement. The policy's end date only stops new accruals; it doesn't remove the balance. ## Check a balance - Employees: **Work Time › My Calendar**, **Leave Balance** card, then the information icon for **Current balance**, **Day booked**, **To be accrued** and **Estimated balance** at the end of a chosen month. See [My calendar](https://www.openaleph.io/docs/work-time/my-calendar#detailed-balance-window). - Admins: in **Work Time › Planning**, click a member's name. ## Export your own balance history Any member can export the history of one of their policies: 1. In **Work Time › My Calendar**, click the information icon next to **Leave Balance**. 2. On the policy card, click the history icon ("Export this policy's balance history"). 3. In **Export balance history** ("Every accrual, absence, adjustment and expiry for this policy, with pending requests that did not affect the balance."), keep **Full history** on, or turn it off and choose a **Start date** and **End date**. 4. Click **Export**. Admins can export the same file for any member from the member's **Leave Balance** window in the planning. ## Export the balance history of several members Available to Manager creators, Scoped admins, Admins and Super admins. 1. Go to **Work Time › Planning**, open the three-dot menu at the top right of the page and click **Export history**. 2. **Period**: "One sheet per user, with one table per policy: every accrual, absence, adjustment and expiry, plus pending requests." Keep **Full history** or choose a **Start date** and **End date**. Click **Next**. 3. **Users**: "Here, you can select the users you want to export." Tick members (search and filters are available) or select all. Click **Continue**. 4. **Export summary**: check **Users** (for example "12 members"), **Period** and **Content**, then click **Export**. ### Content of the balance history file One sheet per member. For each policy, a summary block (**Employee**, **Email**, **Absence type**, **Policy**, **Period**, **Balance before period**, **Current balance**, **Day booked**, **To be accrued**, **Estimated balance**) followed by a table of movements: | Column | Content | |---|---| | **Date** | Effective date of the movement. | | **Event** | **Accrual**, **Absence**, **Manual adjustment**, **Expiry**, **Absence cancellation**, **Pending absence request (balance not affected)** or **Accruals to come (projected)**. | | **Quantity** | Days added or removed. | | **Balance after** | Running balance. | | **Details** | For example the absence dates and status, the employee comment, the manager message, the adjuster. | | **Notes** | The adjustment description. | | **Created by** | The person who created the movement, or **System**. | | **Recorded at** | When it was recorded. | ## Export the absence planning Available to Manager creators, Scoped admins, Admins and Super admins. 1. Go to **Work Time › Planning**, open the three-dot menu at the top right of the page and click **Export absences**. 2. Pick a **Start date** and an **End date**. The period can't exceed one year ("Export range cannot exceed one year."). 3. Click **Export**. The Excel file (sheet **Planning**) has one row per member present during the period, with their name, email and **Days worked**, and one column per day grouped by month. Approved absences are shown with the absence type, weekends and holidays are shaded, and days after a member's departure are marked **Departed**. A legend lists the absence types. Pending requests are not included. ## How exports are delivered Exports are generated in the background. The message "The export generation is in progress. You can close this message." appears, then "Your export will automatically be downloaded in a few seconds." The file downloads automatically, in your interface language. If the generation fails, you are notified with an error; try again. ## Common questions ### Can I get a payroll export? There is no payroll-specific file. Use **Export absences** for approved absences per day and **Export history** for balances; each absence type is marked **Paid** or **Unpaid** in the configuration. ### Why doesn't the planning export show a pending request? The planning export only contains approved absences. ### I don't see the export menu in Planning. It's available from the Manager creator access level. Employees can still export their own balance history from **My Calendar**. --- # Notifications and mobile app Source: https://www.openaleph.io/docs/work-time/notifications-and-mobile Roles: Employee, Manager, Manager creator, Scoped admin, Admin, Super admin > The emails and notifications sent by Work Time (requests, decisions, cancellations, imposed absences, balance adjustments) and how to use Work Time on the mobile app. Work Time informs people at each step of an absence request by email, in the in-app notifications, and by push notification on the mobile app. This page lists who receives what, and what you can do from the OpenAleph mobile app. For notifications and the mobile app in general, see [Notifications](https://www.openaleph.io/docs/getting-started/notifications) and [Mobile app](https://www.openaleph.io/docs/getting-started/mobile-app). ## Emails and notifications | Event | Who is notified | Email subject | What it contains | |---|---|---|---| | A member submits a request | Their direct manager | "Absence Request Pending: (name)" | Dates, absence types and a **Go to absence request** link to approve, reject or cancel it. | | A request is approved, rejected or canceled by a manager or admin | The member | "Absence Request Approved / Rejected / Canceled: (dates)" | Dates, types, the manager's message if any, and a **Go to absence request** link. | | A member cancels their own pending request | Their direct manager and their reference contact | "Cancelation - Absence Request: (name)" | Dates and types; the request is removed from pending requests. | | An admin adds an absence on behalf of a member | The member | "Mandatory absence: (dates)" | Dates and types. | | An admin adjusts a balance | The member | "Absence types balance updated" | Policy, amount and effective date. | The in-app and push notifications use the titles **New absence request**, **Absence request approved**, **Absence request rejected**, **Absence request canceled**, **New absence added** and **Leave balance updated**. Emails are sent in the recipient's language. > **Note:** Only the direct manager is notified of a new request. If a member has no manager set in their profile, nobody receives the request by email: admins can still see it in **Work Time › Requests**. Make sure every member has a manager in [People](https://www.openaleph.io/docs/people). ## Work Time on the mobile app The OpenAleph mobile app includes Work Time. Open the **Apps** tab and tap **Worktime**. The hub shows: | Card | Who sees it | What you can do | |---|---|---| | **My Calendar** ("Your balances, absences and requests") | Everyone | See your leave balances, your absences and holidays on a month calendar or a list, and your request history. Tap **Request absence** to submit a request: duration, dates, day parts, allocation of the days across your leave types, reference contact, comment and attachment (photo or PDF, up to 5 MB). Open a request to see its details or cancel it while it's pending. | | **Planning** ("See who is off across your team") | Everyone | See who is off each day, with the same visibility rules as on the web. | | **Requests** ("Review and approve time-off requests") | Managers and above | The approval queue with the **Pending**, **Approved**, **Rejected** and **Canceled** tabs and a badge with the number of pending requests. Approve, reject or cancel a request, with an optional message for the employee. | Tapping a push notification opens the right screen: your calendar for a decision, an imposed absence or a balance update, and the request itself in **Requests** for a new request or a cancelation. Configuration (absence types, policies, schedules, holidays) and exports are only available on the web app. ## Common questions ### My manager didn't receive my request. Check that your manager is set in your profile. The email goes to your direct manager only. They can also find the request in **Work Time › Requests**. ### I don't receive push notifications. Allow notifications for OpenAleph in your phone settings and make sure you are logged in to the mobile app. ### I don't see Worktime in the mobile app. Your company may not have the Work Time module enabled, or your app may need to be updated. --- # Strategic Workforce Planning Source: https://www.openaleph.io/docs/workforce-planning Roles: Manager, Admin > Strategic Workforce Planning (SWP) lets you set a target headcount per unit, compare it with current staffing and see how many people are left to hire. **Strategic Workforce Planning** (menu label **SWP**, marked **Beta**) helps you define your target organisation, track how each part of the company is staffed and anticipate upcoming openings. For each unit of your organisation (for example each department or each work location), you set a **target headcount**. OpenAleph compares it with the people currently in that unit and shows what is **filled** and what is still **to hire**. ## Before you start - The module must be included in your company's plan (see [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences)). If you don't see **SWP** in the **Apps** section of the navigation menu, your company may not have it enabled: ask your admin or your OpenAleph account manager. - The module is available to **managers and above**. Employees don't see it in the menu; if they open an SWP link, they get the **Restricted Access** page. See [Roles and access](https://www.openaleph.io/docs/getting-started/roles-and-access). - It uses your company's **people attributes** (organisational units and work location), set up by admins in **Settings › People attributes** (see [People attributes](https://www.openaleph.io/docs/administration/people-attributes)), and the attribute values filled in on each employee's profile (see [Employee profile](https://www.openaleph.io/docs/people/employee-profile)). ## Key concepts | Term | Meaning | |---|---| | **Configuration** | Company-wide setting, made by an admin, that picks the **Primary organizational unit** and the **Secondary unit**. | | **Primary organizational unit** | The main level used to organise workforce planning, for example "Department" or **Work location**. OpenAleph creates **one plan per value** of this unit (one plan for each department, for example). | | **Secondary unit** | The sub-level used to break down each plan, for example "Team" or "Job family". Targets are set per value of this unit. | | **Plan** | The workforce plan of one primary unit value (for example, the "Sales" department). It has a status, targets and members. | | **Target headcount** | The number of people you want in each secondary unit value of a plan. Their sum is the plan's target (**Total roles**, **Structure opening**). | | **Filled** | The number of **active** employees who currently have that unit value on their profile. | | **To hire** | Target minus filled. When filled is higher than the target, the unit is **over target** / **Over-staffed**. | | **Filled rate** | Filled as a percentage of the target. | | **Status** | **Active** (the plan applies now) or **Upcoming** (the plan opens at a future **Opening date**). A plan with no target yet is **Not configured**. | > **Note:** Members are counted from the attribute values on employee profiles. Deactivated employees are never counted. If a count looks wrong, check the employees' attributes in their profiles. ## Who does what | Action | Manager, Manager creator, Scoped admin | Admin, Super admin | |---|---|---| | Open SWP and see plans | Only the plans of the units they belong to themselves | All plans of the company | | See a plan's overview and members | Yes, for their plans | Yes | | Set status, opening date and targets (**Edit structure**) | Yes, for their plans | Yes | | **Export members** of a plan | Yes, for their plans | Yes | | **Configuration** (choose primary and secondary units) | No | Yes | | **Export workforce planning** (all plans) | No | Yes | > **Permissions:** A manager sees the plans of the units they are attached to on their own profile (for example their own department), not the units of their team members. ## Typical workflow 1. An admin opens **SWP** and clicks **Configure your structure** to choose the primary and secondary units ([Configure workforce planning](https://www.openaleph.io/docs/workforce-planning/configure)). 2. OpenAleph creates one plan per primary unit value. They appear on the dashboard as **Not configured**. 3. For each plan, an admin or manager clicks **Configure**, sets the status and the target headcount per secondary unit ([Set targets for a plan](https://www.openaleph.io/docs/workforce-planning/set-targets)). 4. Everyone follows the dashboard ([The SWP dashboard](https://www.openaleph.io/docs/workforce-planning/dashboard)) and each plan's details ([Plan details](https://www.openaleph.io/docs/workforce-planning/plan-details)). 5. When needed, export a plan or all plans to Excel ([Export workforce planning](https://www.openaleph.io/docs/workforce-planning/exports)). ## Pages in this section - [Configure workforce planning](https://www.openaleph.io/docs/workforce-planning/configure): choose the primary and secondary units (admins). - [The SWP dashboard](https://www.openaleph.io/docs/workforce-planning/dashboard): company figures, plan cards, search. - [Set targets for a plan](https://www.openaleph.io/docs/workforce-planning/set-targets): status, opening date and target headcount per unit. - [Plan details](https://www.openaleph.io/docs/workforce-planning/plan-details): recruitment overview, charts and list of members. - [Export workforce planning](https://www.openaleph.io/docs/workforce-planning/exports): Excel exports of one plan or all plans. ## Good to know - **Scenarios:** the module has one current configuration and one plan per unit value. There is no scenario or version comparison. - **Mobile:** SWP is available in the web app (the pages adapt to smaller screens). It is not in the OpenAleph mobile app. - **Beta:** the module is in Beta, so screens may evolve. --- # Configure workforce planning Source: https://www.openaleph.io/docs/workforce-planning/configure Roles: Admin, Super admin > How an admin chooses the primary organizational unit and the secondary unit that structure Strategic Workforce Planning, and what changing them does. Before anyone can use Strategic Workforce Planning, an admin must choose how your organisation is structured in it: the **Primary organizational unit** (one plan is created per value) and the **Secondary unit** (used to break down each plan and set targets). ## Before you start - **Permissions:** only **Admins** and **Super admins** can save the configuration. - The units you can choose are your company's **organisational units** (defined in **Settings › People attributes**, see [People attributes](https://www.openaleph.io/docs/administration/people-attributes)) and **Work location**. Set them up there first, and make sure employees' profiles have these attributes filled in: that's what OpenAleph uses to count members. ## Configure for the first time 1. Open **SWP** in the **Apps** section of the navigation menu. 2. The page shows **Set up your workforce planning**. Click **Configure your structure**. 3. The **SWP Configuration** window opens. 4. In **Primary organizational unit** ("The main level used to organize workforce planning — pick one of your company attributes."), click **Select an attribute** and choose the main level (for example "Department" or **Work location**). 5. In **Secondary unit** ("The sub-level used to break down each primary unit inside its page."), choose the sub-level used inside each plan (for example "Team"). 6. Check the **Live preview — sample structure** on the right: **Workforce planning will be grouped by:** shows the primary unit (with its number of **nodes** and sample values), then the secondary unit, then **Job Title** (individual roles within each group). 7. Click **Save configuration** (or **Cancel**). The message **Configuration saved.** appears. The two units must be different; otherwise the message "Primary and secondary units must be different" appears and you can't save. What happens next: OpenAleph creates one plan for each active value of the primary unit. They appear on the dashboard with the status **Not configured** until someone sets their targets (see [Set targets for a plan](https://www.openaleph.io/docs/workforce-planning/set-targets)). > **Note:** If a manager opens SWP before the configuration exists, they also see **Set up your workforce planning**, but only an admin can save the configuration. ## Change the configuration 1. On the SWP dashboard, click **Configuration** (next to the search bar). This button is only visible to admins. 2. Choose another primary and/or secondary unit. 3. Click **Save configuration**. Plans and targets are attached to a pair of units. When you switch to a new pair, the dashboard shows the plans of the new pair (new plans start as **Not configured**). If you later switch back to a pair you already used, its plans and targets are found again. ## New unit values When you add a value to the primary unit (for example a new department) in the people attributes, a plan is created for it automatically the next time the dashboard is opened. New secondary unit values are added to each plan's target list with a target of 0. ## Common questions ### I don't see the Configuration button. It's reserved for Admins and Super admins. ### The unit I want is not in the list. Only organisational units and **Work location** can be used. Create the unit in **Settings › People attributes** first. ### I can't save: "Primary and secondary units must be different". You picked the same attribute twice. If your company only has one attribute available (for example only **Work location**), create an organisational unit first so you have two different levels. ### Why does a plan show 0 members? Members are the active employees who have that unit value on their profile. Check that employees' attributes are filled in. --- # The SWP dashboard Source: https://www.openaleph.io/docs/workforce-planning/dashboard Roles: Manager, Admin > The Strategic Workforce Planning dashboard: company-wide figures (total roles, filled, to hire, filled rate), plan cards, statuses and search. Open **SWP** in the **Apps** section of the navigation menu to reach the **Strategic Workforce Planning** dashboard ("Define your target organization, track how each part is staffed, and anticipate upcoming openings across the company."). It summarises staffing across the plans you can see and lists one card per plan. ## Company figures Four tiles at the top of the page: | Tile | Caption | Meaning | |---|---|---| | **Total roles** | **Target structure** | Sum of the target headcounts. | | **Filled** | **Current situation** | Number of people currently in those units. | | **To hire** | **Open positions** | Positions still to fill (units above their target don't reduce this number). | | **Filled rate** | **Of target structure** | Filled positions within target, as a percentage of total roles. People above a unit's target are not counted, so this rate never exceeds 100%. | > **Note:** These figures only include plans that have both a target and at least one member. They cover the plans you have access to: all plans for admins, your own units for managers. ## Plan cards Each card shows one plan (one value of the primary unit, for example a department): - The unit name and its **status** tag: | Status | Meaning | |---|---| | **Not configured** | No target headcount set yet (the card says **No target headcount set yet.**). | | **Active** | The plan applies now. | | **Upcoming** | The plan opens later; the card shows **Launch <date>**. | - For configured plans, a progress bar with the filled percentage (red up to 30%, orange up to 70%, green above; red also when over-staffed). - Tags: the plan's target (**N members**; **0 members** while not configured), **N filled**, and either **N to hire** or **N over target**. The percentage on the card is filled / target and can exceed 100% when the plan is over-staffed. - The last update date (**Updated <date>** or **Never updated**). For an **Upcoming** plan, the opening date (**Launch <date>**) is shown instead. - A button: **See more** opens the [plan details](https://www.openaleph.io/docs/workforce-planning/plan-details); **Configure** (for not-configured plans) opens the target window (see [Set targets for a plan](https://www.openaleph.io/docs/workforce-planning/set-targets)). ## Search Use **Search a role, person…** to filter the cards by unit name (for example a department name). To find a person, open a plan and use the search of its **List of members** tab. If nothing matches, the page shows **Nothing to show for now** ("Oops, we didn't find any results matching your search."). ## Admin actions Admins also see, next to the search bar: - **Configuration**: change the primary and secondary units ([Configure workforce planning](https://www.openaleph.io/docs/workforce-planning/configure)). - The **⋮** menu with **Export workforce planning** ([Export workforce planning](https://www.openaleph.io/docs/workforce-planning/exports)). ## Common questions ### I see "Set up your workforce planning" instead of plans. No configuration exists yet. An admin must click **Configure your structure**. ### As a manager, I only see one or two plans. Managers see the plans of the units they belong to on their own profile. Admins see every plan. ### I see "No workforce plans yet". The configuration exists but no plan is visible to you, for example because your profile isn't attached to any value of the primary unit. --- # Set targets for a plan Source: https://www.openaleph.io/docs/workforce-planning/set-targets Roles: Manager, Admin > How to set a plan's status, opening date and target headcount per secondary unit in Strategic Workforce Planning. A plan becomes useful once it has **target headcounts**: how many people you want in each value of the secondary unit (for example each team of a department). You set them in the **Edit structure** window. ## Before you start - **Permissions:** Admins can edit every plan. Managers (and manager creators, scoped admins) can edit the plans they can see, meaning the units they belong to. - The configuration must exist (see [Configure workforce planning](https://www.openaleph.io/docs/workforce-planning/configure)). ## Set targets 1. Open the window: - on the dashboard, click **Configure** on a **Not configured** plan (or click the card), or - on a plan's details page, click **Edit structure**. 2. The window **Edit structure of <unit>** opens: "Set the status and the target headcount for each <secondary unit>." 3. Choose the **Status**: - **Active**: the plan applies now. - **Upcoming**: the plan opens later. Pick its **Opening date** (click the field, choose a date, click **OK**). 4. Under **Target headcount by <secondary unit>**, type a number for each unit. Negative numbers aren't allowed; 0 means no target. The **Total** at the bottom updates as you type. Scroll down to load more units if the list is long. 5. Click **Save changes**. The message **Structure updated.** appears. What happens next: - The plan's target is the total of its unit targets. As soon as it's above 0, the plan counts as configured: its card shows the filled percentage and **See more** opens its details. - The dashboard figures and the plan's charts are refreshed. - Nobody is notified: changes are only visible in SWP. > **Tip:** If there are no secondary unit values, the window says "No <unit> defined yet." Add values in **Settings › People attributes** (admins). ## Common questions ### Can I undo a configured plan? Set every target back to 0 and save: the plan returns to **Not configured**. ### Does "Upcoming" change the calculations? No. Status and opening date are informative: filled and to-hire figures are calculated the same way. ### I can't find the Edit structure button. It's on a configured plan's details page. For a plan that isn't configured yet, use **Configure** on the dashboard card. --- # Plan details Source: https://www.openaleph.io/docs/workforce-planning/plan-details Roles: Manager, Admin > A workforce plan's details page in SWP: status, recruitment overview with charts, and the list of members grouped by secondary unit. Click **See more** on a configured plan card to open its details page. It shows the unit name (with the primary unit as subtitle), the status (**Active** or **Upcoming**, with **Opens <date>**), and two tabs: **Overview** and **List of members**. On the right, above the tabs: the **⋮** menu with **Export members** (see [Export workforce planning](https://www.openaleph.io/docs/workforce-planning/exports)) and **Edit structure** (see [Set targets for a plan](https://www.openaleph.io/docs/workforce-planning/set-targets)). Use **Back to workforce planning** at the top to return to the dashboard. > **Note:** A plan with no target has no details page: you are sent back to the dashboard. Set its targets first. ## Overview tab ### Recruitment overview Four figures: | Figure | Meaning | |---|---| | **Structure opening** | Sum of the targets. | | **Filled** | People currently in those units. | | **To hire** | Structure opening minus filled. Shown as **Over-staffed** (in red) when filled is above target. | | **Filled rate** | Filled as a percentage of the structure opening. | ### Charts - **Recruitment by <secondary unit>**: a bar chart comparing, for each unit, the target, the filled positions and the positions to hire (negative gaps in red). - **Recruitment breakdown**: a doughnut showing how the structure opening is being filled (filled, to hire, over-staffed). > **Note:** The overview only includes secondary units that have both a target and at least one member. Members of the plan who have no secondary unit value appear in a separate "No <unit>" row, with no target. ## List of members tab Members are the active employees who have this plan's unit value on their profile. They're grouped in one collapsible panel per secondary unit value: - Panel header: the unit name, the number of members (**N members**) and a tag **N to hire** or **N over target** compared to the unit's target, or **Not configured** if that unit has no target. - A "No <unit>" panel (for example "No Team"; **Unassigned** if the unit has no name) groups members with no secondary unit value. It has no target tag. - Click a panel to expand it. Each row shows the photo, full name, job title, **Hire date** and **Contract type** (a dash when the information is missing). Click **Show more** to load more members. - Use **Search** to find members by name. Only units with matching members are shown. If nothing matches: "Oops, we didn't find any results matching your search." Units with no members aren't listed. ## Common questions ### Someone is missing from the members list. Check their profile: they need the plan's unit value (for example the right department), and they must be active. ### Someone is in "No <unit>" or "Unassigned". Their profile has no value for the secondary unit. Fill it in their profile (see [Employee profile](https://www.openaleph.io/docs/people/employee-profile)). ### Why do the totals differ between the dashboard card and the overview? The overview leaves out units that have no member or no target, while the card uses the whole plan target. --- # Export workforce planning Source: https://www.openaleph.io/docs/workforce-planning/exports Roles: Manager, Admin > How to export one workforce plan (members and recruitment) or all plans to Excel from Strategic Workforce Planning, and what the files contain. You can export SWP data to Excel (.xlsx) files: one plan with its members, or every plan of the company. ## Export one plan **Permissions:** Admins, and managers for the plans they can see. 1. Open the plan's details page (**See more** on its card). 2. Click the **⋮** menu next to **Edit structure**, then **Export members**. 3. The message "The export generation is in progress. You can close this message." appears. 4. When the file is ready, it downloads automatically in your browser. Keep OpenAleph open until then. The file contains two sheets: | Sheet | Columns | |---|---| | **Recruitment** | For each secondary unit: Unit, Target, Filled, To hire, Filled rate (%), plus a **Total** row. A negative **To hire** means the unit is over target, and the filled rate can exceed 100%. Members with no secondary unit value are not counted in this sheet. | | **Members** | Every member of the plan: Full name, Hire date, Job title, Contract type, and a column named after the secondary unit with each member's value (empty if they have none). | ## Export all plans **Permissions:** Admins and Super admins only. 1. On the SWP dashboard, click the **⋮** menu next to **Configuration**. 2. Click **Export workforce planning**. 3. The message "Your export is being prepared. You'll be notified when it's ready." appears, and the file downloads automatically when ready. The **Plans** sheet lists each plan with: Unit, Status (**active** or **upcoming**), Launch date (only for upcoming plans), Target head count, Members, To hire (negative when over target), Filled rate (%). Only plans that have both a target and at least one member are included. If no configuration exists, the message "No workforce planning configuration to export." appears. ## Common questions ### The file didn't download. The download starts when the file is ready, in the tab where you asked for it. If you closed or reloaded the page, start the export again. If an error message appears, try again or contact support. --- # Administration Source: https://www.openaleph.io/docs/administration Roles: Admin, Scoped admin > Everything a company admin configures in OpenAleph - access levels, scoped admins, company settings, profile fields, modules, translations, exports, API and HR data sync. This section is for the people who run OpenAleph for their company. It explains who can do what (access levels and scoped admins), how to set up the company structure (organisation units, job titles, profile fields), which modules are active and why, how content is translated, how to get data out (exports, API) and how member data can be kept in sync with your HR information system. ## Key concepts | Term | Meaning | |---|---| | **Access level** | The role of a member in OpenAleph: **Employee**, **Manager**, **Manager creator**, **Scoped admin** or **Admin**. It decides which menus they see and what they can do in each module. See [Access levels](https://www.openaleph.io/docs/administration/access-levels). | | **Scoped admin** | An admin whose rights only apply to a population of members (for example one country or one department), defined with include and exclude rules. See [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins). | | **Perimeter (Scope)** | The set of rules that defines a scoped admin's population. | | **Settings** | The admin page where you manage the company identity (logo, name, homepage banner, pinned information) and structure (organisation units, work locations, job titles, seniority levels, contract types, profile fields). See [Company settings](https://www.openaleph.io/docs/administration/company-settings). | | **People attributes / Profile fields** | The fields that make up a member profile, grouped in sections. They can be shown as filters everywhere members are listed. See [People attributes](https://www.openaleph.io/docs/administration/people-attributes). | | **Module (application)** | A product area such as Interview, Learn, Goals, OKRs, Skills, Feedback, Team Survey, Client survey, Work Time or SWP. Modules are enabled per company according to its contract. See [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences). | | **Content translation** | Templates and training modules can be offered in several languages, translated manually, through an Excel file, or with AI. See [Translating content](https://www.openaleph.io/docs/administration/translations). | | **API key** | A secret that lets your company's systems talk to the OpenAleph API, mainly to push member data. See [API keys and public API](https://www.openaleph.io/docs/administration/api-keys-and-api). | | **HR data sync** | An automatic, daily synchronisation of members from your HR information system (HRIS) into OpenAleph. See [Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations). | ## Who does what | Task | Admin | Scoped admin | Manager creator | Manager / Employee | |---|---|---|---|---| | Change access levels and set perimeters | Yes | No | No | No | | Edit company settings and profile fields | Yes | Read only | No | No | | See and edit member profiles | All members | Members in their perimeter | Edit own profile, read team profiles | Edit own profile (managers also read their team's profiles) | | Deactivate and restore members | Yes | No | No | No | | Create campaigns, templates and training content | Yes | Yes | Yes | No | | Translate templates and modules | Yes | Yes (content they can edit) | Yes (content they can edit) | No | | Add or import members | Yes | No | No | No | | Send invitation emails to members | Yes | Their perimeter | No | No | | Create API keys and see HR sync reports | Yes | No | No | No | | Enable or disable a module | No (handled by OpenAleph) | No | No | No | > **Note:** A sixth level, **Super admin**, exists. It has every admin right and is set up by OpenAleph: it cannot be granted from the app, not even by another Super admin. ## Pages in this section - [Access levels](https://www.openaleph.io/docs/administration/access-levels): the five access levels, what each one can do in every module, and how to change a member's level. - [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins): give an admin rights over a population only, with include and exclude rules. - [Company settings](https://www.openaleph.io/docs/administration/company-settings): logo, company name, homepage banner, pinned information, organisation units, work locations, job titles, seniority levels and contract types. - [People attributes](https://www.openaleph.io/docs/administration/people-attributes): sections and fields of member profiles, field types, required fields and filters. - [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences): which modules exist, how they are enabled, what users see when a module is not active, guided tours. - [Translating content](https://www.openaleph.io/docs/administration/translations): interface language, content languages, manual, file-based and AI translation. - [Exports and reports](https://www.openaleph.io/docs/administration/exports-and-reports): every export available in OpenAleph, formats and how files are delivered. - [API keys and public API](https://www.openaleph.io/docs/administration/api-keys-and-api): create and revoke API keys, what the API allows, where the reference lives. - [Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations): synchronise members from your HRIS, what gets synchronised, sync reports. - [Sign-in and security](https://www.openaleph.io/docs/administration/sign-in-and-security): sign-in methods (email, Google, Microsoft), passwords, sessions. - [Member data and privacy](https://www.openaleph.io/docs/administration/data-and-privacy): deactivation instead of deletion, change history, what happens to data when someone leaves. ## Typical setup, end to end 1. **Check your modules.** Open the main menu: the **Apps** section lists the modules your company has. If one is missing, contact your OpenAleph account manager ([Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences)). 2. **Brand the platform.** In **Settings › General**, upload your logo and homepage banner, check the company name and add pinned information such as links to HR policies ([Company settings](https://www.openaleph.io/docs/administration/company-settings)). 3. **Build the company structure.** Create organisation units (departments, teams, sites), work locations, job titles, seniority levels and contract types. 4. **Design the profiles.** In **Settings › Profiles fields**, add the custom fields you need, choose which are required and which appear in filters ([People attributes](https://www.openaleph.io/docs/administration/people-attributes)). 5. **Bring your members in.** Add or import them from **People › Members**, or connect your HRIS through the API ([Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations)). 6. **Give the right access.** Promote managers, manager creators and admins, and set perimeters for scoped admins ([Access levels](https://www.openaleph.io/docs/administration/access-levels), [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins)). 7. **Translate your content** if your teams work in several languages ([Translating content](https://www.openaleph.io/docs/administration/translations)). 8. **Follow up** with exports and, when people leave, deactivate them rather than delete them ([Exports and reports](https://www.openaleph.io/docs/administration/exports-and-reports), [Member data and privacy](https://www.openaleph.io/docs/administration/data-and-privacy)). --- # Access levels Source: https://www.openaleph.io/docs/administration/access-levels Roles: Admin > The five OpenAleph access levels (Employee, Manager, Manager creator, Scoped admin, Admin), what each can do per module, and how an admin changes them. Every member of OpenAleph has one **Access level**. It decides which menus they see in the navigation, which pages they can open and what they can create, edit, launch or export in each module. This page explains each level, gives a detailed permission matrix per module and shows how to change a member's level. ## The access levels | Level (as shown in the app) | Who it is for | Reach over other members | |---|---|---| | **Employee** | Every member by default. Answers their interviews, follows trainings, manages their own goals and requests. | "Access limited to own profile" | | **Manager** | People who manage a team. Adds team views: team interviews, team goals, leave requests, company skills matrix. | "Access limited to own profile and direct and extended team (N-X)" | | **Manager creator** | Managers (or HR partners) who also build content: interview, feedback, team survey and skills campaigns and templates, training content, goals. | Same as Manager | | **Scoped admin** | Admins whose rights apply to a population only, for example one country, one business unit or one site. | Members of their perimeter, plus their own reporting line. See [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins). | | **Admin** | HR team and platform owners. Full administration of the company. | "Access to all members" | The levels are cumulative: each level can do everything the levels above it in the table can do (a Manager creator can do everything a Manager can, and so on), with the scoped admin exceptions listed below. > **Note:** A **Super admin** level also exists. It is managed by OpenAleph and cannot be assigned from the app or through the API. Inside your company it has the same rights as Admin. > **Note:** A manager is someone who has members reporting to them. A member who still has direct reports cannot be set back to **Employee**: reassign their reports first. ## What each level sees in the navigation The main menu shows **Home**, an **Apps** section (the modules your company has) and a **Company** section (**People**, **Settings**). Entries only appear if the module is enabled for your company (see [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences)) and if your level allows it. | Menu entry | Employee | Manager | Manager creator | Scoped admin | Admin | |---|---|---|---|---|---| | **Interview › My Interviews** | Yes | Yes | Yes | Yes | Yes | | **Interview › Team Interviews** | - | Yes | Yes | Yes | Yes | | **Interview › Campaigns**, **Templates** | - | - | Yes | Yes | Yes | | **Learn › My Learning**, **Catalog**, **Trainings** | Yes | Yes | Yes | Yes | Yes | | **Learn › My content** | - | - | Yes | Yes | Yes | | **Learn › Training Plans** | - | - | - | - | Yes | | **Goals › My Goals** | Yes | Yes | Yes | Yes | Yes | | **Goals › Team Goals** | - | Yes | Yes | Yes | Yes | | **Goals › Templates** | - | - | Yes | Yes | Yes | | **Goals › Dashboard**, **Statuses** | - | - | - | Yes | Yes | | **OKRs** (all tabs) | Yes | Yes | Yes | Yes | Yes | | **Feedback › Dashboard** | Yes | Yes | Yes | Yes | Yes | | **Feedback › Campaigns**, **Templates** | - | - | Yes | Yes | Yes | | **Skills › Reviews**, **Framework** | Yes | Yes | Yes | Yes | Yes | | **Skills › Company matrix** | - | Yes | Yes | Yes | Yes | | **Skills › Templates** | - | - | Yes | Yes | Yes | | **Team Survey › My surveys** | Yes | Yes | Yes | Yes | Yes | | **Team Survey › Campaigns**, **Templates** | - | - | Yes | Yes | Yes | | **Work Time › My Calendar**, **Planning** | Yes | Yes | Yes | Yes | Yes | | **Work Time › Requests** | - | Yes | Yes | Yes | Yes | | **Work Time › Configuration** | - | - | - | Yes (view only) | Yes | | **SWP** (workforce planning) | - | Yes | Yes | Yes | Yes | | **People › Organization Chart** | Yes | Yes | Yes | Yes | Yes | | **People › My team** | - | Yes | Yes | Yes | Yes | | **People › External users** | - | - | Yes | Yes | Yes | | **People › Members** | - | - | - | Yes | Yes | | **Settings** | - | - | - | Yes (mostly read only) | Yes | | **Api Keys** icon (bottom of the menu) | - | - | - | - | Yes | If someone opens a page their level does not allow (for example from a shared link), they see the **Restricted Access** page with a **Back to homepage** button. ## Permission matrix by module "Own" means content the person created, owns, or co-pilots. "Perimeter" means members of the scoped admin's population and content owned by them. ### Interview | Action | Employee | Manager | Manager creator | Scoped admin | Admin | |---|---|---|---|---|---| | Answer own interviews | Yes | Yes | Yes | Yes | Yes | | See team members' interviews | - | Direct and extended team | Direct and extended team | Perimeter | All | | Create campaigns and templates | - | - | Yes | Yes | Yes | | Edit, launch, delete, export a campaign | - | - | Own and co-piloted | Own, co-piloted, and those owned by the perimeter | All | | Edit a template | - | - | Own | Own | All | | Unlock a submitted interview | - | - | - | Perimeter | All | ### Learn | Action | Employee | Manager | Manager creator | Scoped admin | Admin | |---|---|---|---|---|---| | Follow trainings, browse the catalog | Yes | Yes | Yes | Yes | Yes | | Create modules and playlists (**My content**) | - | - | Yes | Yes | Yes | | Edit a module | - | - | Own (creator or co-author) | Yes | Yes | | Create trainings | - | - | Yes | Yes | Yes | | See a training's details and analytics | Enrolled learners | Enrolled learners | Own and co-piloted | Own and co-piloted | All | | Training plans, providers, expense categories, budget analytics | - | - | - | - | Yes | > **Note:** Learn is split in two parts that are enabled separately: the learning part (**My Learning**, **Catalog**, **Trainings**, **My content**) and the training management part (**Training Plans**). See [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences). ### Goals | Action | Employee | Manager | Manager creator | Scoped admin | Admin | |---|---|---|---|---|---| | See and update own goals | Yes | Yes | Yes | Yes | Yes | | See team goals | - | Direct and extended team | Direct and extended team | Perimeter | All | | Create goals for others | - | - | Yes | Yes | Yes | | Edit or delete someone's goal | Own | Own and direct reports | Own, direct reports, goals they created | Perimeter | All | | Goal templates | - | - | Yes | Yes | Yes | | **Dashboard** | - | - | - | Yes | Yes | | Edit goal **Statuses** | - | - | - | View only | Yes | ### OKRs | Action | Employee | Manager | Manager creator | Scoped admin | Admin | |---|---|---|---|---|---| | See OKRs they own or are assigned to | Yes | Yes | Yes | Perimeter | All | | Create OKR plans | - | - | Yes | Yes | Yes | | Create objectives and key results | In plans or objectives they own, created or are assigned to | Same | Same | Same | Anywhere | | Edit or delete | Own, assigned or created | Same | Same | Perimeter | All | ### Skills | Action | Employee | Manager | Manager creator | Scoped admin | Admin | |---|---|---|---|---|---| | Answer reviews, read the framework | Yes | Yes | Yes | Yes | Yes | | **Company matrix** (view and export PDF/Excel) | - | Team and cycle participants | Team and cycle participants | Perimeter | All | | Create and run skills cycles | - | - | Own and co-piloted | Own, co-piloted and perimeter | All | | Add skills and categories to the framework | - | - | Yes (edit own) | Yes | Yes | | Skills templates | - | - | Own | Own | All | | Box matrix configuration | - | - | - | - | Yes | ### Feedback and Team Survey | Action | Employee | Manager | Manager creator | Scoped admin | Admin | |---|---|---|---|---|---| | Answer, see own dashboard or surveys | Yes | Yes | Yes | Yes | Yes | | Create campaigns and templates | - | - | Yes | Yes | Yes | | Edit, launch, delete, export campaigns | - | - | Own and co-piloted | Own, co-piloted, and perimeter | All | | Edit a template | - | - | Own | Own | All | | Team survey pilot (see results, export) | - | When named pilot | When named pilot | When named pilot | All | ### Client survey | Action | Employee / Manager | Manager creator | Scoped admin | Admin | |---|---|---|---|---| | Answer sessions assigned to them | Yes | Yes | Yes | Yes | | Create and export sessions | - | Yes | Yes | Yes | | Manage sites, clients, roles, templates, imports | - | - | Yes | Yes | | Manage questions and site types | - | - | - | Yes | ### Work Time | Action | Employee | Manager | Manager creator | Scoped admin | Admin | |---|---|---|---|---|---| | Create own requests, see calendar and planning | Yes | Yes | Yes | Yes | Yes | | Approve or reject requests | - | Their reporting line | Their reporting line | Their reporting line | All | | See team requests | - | Their team | Their team | Perimeter | All | | Adjust leave balances | - | - | - | Perimeter | All | | Export planning history | - | - | Yes | Yes | Yes | | **Configuration** (absence types, rules, schedules, holidays) | - | - | - | View only | Yes | ### SWP (workforce planning) | Action | Manager / Manager creator / Scoped admin | Admin | |---|---|---| | View, update and export plans | For their own units | All | | Export all plans, configuration | - | Yes | ### People and company | Action | Employee | Manager | Manager creator | Scoped admin | Admin | |---|---|---|---|---|---| | See and edit own profile | Yes | Yes | Yes | Yes | Yes | | See team profiles | - | Direct and extended team | Direct and extended team | Perimeter | All | | **Members** list, edit profiles | - | - | - | Perimeter (without access level and manager) | All | | Send or resend invitation emails, **Manage attributes**, **Export all members** | - | - | - | Perimeter | All | | Invite external users | - | - | Yes | Yes | Yes | | Add or import members | - | - | - | - | Yes | | Change access levels and perimeters | - | - | - | - | Yes | | Deactivate and restore members | - | - | - | - | Yes | | Company **Settings** | - | - | - | Read only | Yes | | API keys and HR sync reports | - | - | - | - | Yes | > **Important:** When your company's members are synchronised from an HRIS, adding, importing, editing, deactivating and restoring members is disabled for everyone in OpenAleph. The HRIS becomes the source of truth. See [Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations). ## Change a member's access level ### Before you start You must be an **Admin**. Scoped admins can edit members of their perimeter but cannot change access levels. ### For one member 1. Go to **People › Members**. 2. Click the pencil icon at the end of the member's row (or open their profile and click **Edit** on the **General** section). The **Profile details** window opens. 3. In the **Access level** field, choose **Employee**, **Manager**, **Manager creator**, **Scoped admin** or **Admin**. A short description under the field reminds you of the reach of that level (for example "Access limited to own profile" or "Access to all members"). 4. If you choose **Scoped admin**, define their perimeter in the **Scope** tab (see [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins)). 5. Click **Save**. The change applies immediately: the next time the member loads a page, their menu reflects the new level. A member who still has direct reports can't be set to **Employee**: reassign their reports first. ### For several members at once 1. Go to **People › Members** and tick the members to update. 2. Click **Manage access levels**. 3. Choose the new **Access level** (and the perimeter if you choose **Scoped admin**), then confirm. You can also set the access level when you create a member with **Add member**. When a member is created without choosing a level, they are an **Employee**. ## Common questions ### A manager doesn't see "Campaigns" in Interview. Why? Creating campaigns requires **Manager creator** or above. A plain **Manager** only sees **My interviews** and **Team Interviews**. Change their level to **Manager creator**. ### I can't select "Employee" for someone. That member still has people reporting to them. Assign those reports to another manager first, then change the level. ### Can a scoped admin promote someone to admin? No. Only admins can change access levels and perimeters. ### Can I make someone Super admin? No. Super admin is set up by OpenAleph and can't be granted from the app. Admin is the highest level you can give, and you can have as many admins as you need. ### I changed a level but the person still sees the old menu. Ask them to reload the page. If your members are synchronised from your HRIS, the access level may be overwritten by the next daily sync: change it in the HRIS feed instead. --- # Scoped admins and perimeters Source: https://www.openaleph.io/docs/administration/scoped-admins Roles: Admin > Give an admin rights over part of the company only, with include and exclude rules based on profile fields or managers, and preview the resulting population. A **Scoped admin** is an admin whose reach is limited to a population of members, called their perimeter (**Scope** in the app). Typical uses: an HR business partner for one country, a site HR manager, a division head who runs campaigns for their division only. This page explains how perimeters work, how to set one up and what a scoped admin can and cannot do. ## How a perimeter is built A perimeter never lists people by name. It is made of rules on profile information, so it follows the organisation automatically: a new hire in the Marketing department becomes visible to the Marketing scoped admin without anyone updating the rules. A perimeter has two parts: | Part | What it does | |---|---| | **Include** | Selects the members the scoped admin can reach. Each row is a condition: a **Filter** (a profile field such as Work location, Contract type, Level, Job title, an organisation unit, a custom select field, or **Manager**) and one or more **Option** values. You can also tick **Include everyone** to start from the whole company. | | **Exclude** | Removes members from that selection. It never adds anyone. | The population is calculated as follows: - Several values in the same row are combined with **OR** (Work location is Paris **or** Lyon). - Rows on different filters are combined with **AND** (Work location is Paris **and** Contract type is Permanent). - Exclusions are combined with **OR**: matching any exclusion row removes the member. - The scoped admin's own direct and indirect reports are always part of their population, even if an exclusion would remove them. - Only active members count. Deactivated members drop out automatically. > **Example:** Include "Work location: Paris, Lyon" and "Contract type: Permanent", exclude "Organisation unit: Executive committee". The scoped admin reaches every active permanent employee based in Paris or Lyon, except members of the executive committee, plus their own team. > **Note:** The **Manager** filter matches the direct reports (N-1) of the chosen managers. ### Which fields can be used as filters Only select-type and reference-type profile fields that have **Show in filters** turned on can be used in a perimeter (for example Job title, Work location, Contract type, Level, organisation units and custom select fields). If the field you need is missing, go to **Settings › Profiles fields**, edit the field and tick **Show in filters**. The info message in the perimeter editor reminds you of this. See [People attributes](https://www.openaleph.io/docs/administration/people-attributes). ## Set up a scoped admin ### Before you start You must be an **Admin**. Make sure the fields you want to filter on have **Show in filters** enabled. ### Steps 1. Go to **People › Members** and edit the member (or use **Add member** for a new member). You can also select several members and use **Manage access levels**. 2. In **Access level**, choose **Scoped admin**. Two tabs appear: **Scope** and **Preview members**. 3. In the **Scope** tab, under **Include**: - click **Add scope**, - pick a **Filter**, then one or more **Option** values (for the **Manager** filter, the second field is a **Manager** search where you type a name), - repeat for other conditions (the same filter cannot be used twice), or tick **Include everyone**. The counter next to **Include** shows how many members match (for example "- 6 members", or "Everyone"). 4. Under **Exclude**, click **Add scope** to add the conditions of members to remove. This part has its own counter. 5. Open **Preview members** to check the result: the list shows each **Member** with their **Job title**, **Contract type** and **Work location**, with a **Filter** button. 6. Click **Save** (or **Create** / **Create and send invitation** for a new member). The scoped admin can check their own perimeter from their profile: the **Access level** field shows "Scoped admin (n members administrated)", and the link opens the list. The following messages prevent you from saving an incomplete perimeter: | Message | What to do | |---|---| | "Make sure to fill all attribute and option fields." | A row has no filter or no option. Complete it or remove it. | | "Make sure to exclude at least one option when including everyone." | With **Include everyone**, add at least one exclusion (otherwise, simply make them an **Admin**). | | "Make sure to exclude or include at least one option." | Add at least one rule. | | "Make sure to have at least one include option with an exclude." | An exclusion alone needs an include rule (or **Include everyone**). | If no member matches, the preview says "Please set a scope to define this admin's reach." and "For now this administrator doesn't have any effective rights on any member." ## What a scoped admin can do Within their perimeter, a scoped admin: - sees the **People › Members** list, restricted to their population, and can open and edit those members' profiles (except access level and perimeter); - sees interview, feedback and team survey campaigns owned or co-piloted by members of the perimeter, and skills cycles created or co-piloted by them; - can view and unlock submitted interviews and reviews of perimeter members; - sees the goals, leave requests and skills matrix of perimeter members, and can adjust their leave balances; - has all Manager creator rights (create campaigns, templates, trainings, content); - sees the **Settings** page and **Goals › Dashboard** / **Statuses** and **Work Time › Configuration**, mostly read only. ## What a scoped admin cannot do - Change access levels or anyone's perimeter (they can see their own perimeter, read only, on their profile). - Deactivate or restore members, add or import members. - Edit company settings, profile fields, goal statuses, Work Time configuration or the skills box matrix. - Use training management (**Training Plans**, providers, budgets). - Create API keys or see HR sync reports. - Edit templates created by other people (interview, feedback, team survey, skills). ## Things that change a perimeter - **Deleting an option or a field** in Settings (for example a work location) removes the perimeter rules that used it, which can shrink or empty a scoped admin's population. Check your scoped admins after cleaning up lists. - **Changing the access level** of a scoped admin to anything else deletes their saved rules. If you promote them again later, you have to define the perimeter again. - **Profile changes** (a member moves to another site, gets a new manager) move them in or out of perimeters automatically. - **HR data sync:** if your company synchronises members through the API, perimeters can also be sent by your HRIS. See [Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations). ## Common questions ### The filter I need is not in the list. Only fields with **Show in filters** enabled appear. Edit the field in **Settings › Profiles fields** and tick **Show in filters**. Free-text, date and number fields cannot be used. ### The scoped admin sees members outside the perimeter. Their own direct and indirect reports are always visible to them. Check the org chart: those people probably report to the scoped admin. ### The scoped admin sees nobody in Members. Their perimeter has no rules, or the rules match nobody (for example after an option was deleted). Edit the member and check the **Preview members** tab. ### Can a scoped admin select participants outside their perimeter in a campaign? The member lists they see are limited to their perimeter, so they can only pick people within it. --- # Company settings Source: https://www.openaleph.io/docs/administration/company-settings Roles: Admin, Scoped admin > Manage your company's logo, name, homepage banner and pinned information, and its structure - organisation units, work locations, job titles, seniority levels, contract types. The **Settings** page is where admins manage the company identity and the lists that structure member profiles. It is reached from the main menu, **Company › Settings**. Its subtitle reads "Manage your company structure and general information." ## Before you start - **Admins** can view and change everything. - **Scoped admins** can view the page in read-only mode. - Other levels don't see **Settings** in the menu. ## Page layout The left menu (tabs on mobile) is organised in three groups: | Group | Sections | |---|---| | **Company** | **General**, **Organisation units**, **Work locations** | | **Job framework** | **Job titles**, **Seniority levels**, **Contract types** | | **People** | **Profiles fields** (see [People attributes](https://www.openaleph.io/docs/administration/people-attributes)) | ## General ### Logo Click the logo area and choose an image. Only .jpg and .png files are supported (10 MB maximum). The logo is saved as soon as it is uploaded, there is no Save button. ### Company name Edit **Company name** (required). A **Save** button appears once you change the value; click it to apply. ### Homepage: banner Under **Homepage › Banner**, upload the image displayed at the top of every member's homepage. Same formats as the logo (.jpg, .png); it is saved on upload. ### Pinned information **Pinned information** is a list of links shown on everyone's homepage, for guidelines or global information all members must be able to find (HR policy, benefits portal, internal wiki, holiday calendar...). 1. Click **Add information**. 2. Fill **Title** and **Link** (both required). 3. Confirm. The card appears immediately on the homepage. Each card can be edited or removed from its own menu; changes apply immediately. ## Organisation units Organisation units describe how your company is broken down: departments, business units, teams, legal entities, sites... You first create a **unit type** (for example "Department"), then the units of that type ("Finance", "Marketing"...), which can be nested. ### Create a unit type 1. Go to **Settings › Organisation units**. 2. Click **New unit**. A new type named "New organisation" appears in the left panel. 3. In the right panel, enter the **Organisation title** (for example "Department"). It is saved automatically as you type. > **Important:** Creating a unit type automatically creates a profile field with the same name in the **Employment information** section of profiles. That is where you assign members to a unit, and that field can be used in filters and scoped admin perimeters. ### Add units 1. Select the unit type in the left panel. 2. Click **New sub-unit**. 3. Fill **Title**, and optionally **Head of unit (optional)** (a member) and **Parent unit (optional)** to nest the unit under another one. 4. Click **Save**. Drag and drop cards to reorder them. Use the search field to find a unit type quickly. ### Delete - To delete a unit, use its delete action and confirm **Delete unit?**. - To delete a whole unit type, hover it in the left panel, click the bin icon and confirm **Delete org unit type?**. This deactivates the type, all its units and the matching profile field. "This action is permanent and cannot be undone." ## Work locations, seniority levels and contract types These three sections manage the option lists of the built-in profile fields **Work location**, **Level** and **Contract type**. They all work the same way: | Section | Add button | Field to fill | Delete confirmation | |---|---|---|---| | **Work locations** | **Add work location** | **Work location** | **Delete work location?** | | **Seniority levels** | **Add level** | **Seniority level** | **Delete seniority level?** | | **Contract types** | **Add contract type** | **Contract type** | **Delete contract type?** | 1. Click the add button. A new line appears ("New location", "New level" or "New contract type"). 2. Type the name and click **Save** (or **Cancel**). 3. To rename an item, use **Edit** on its line. 4. Drag and drop to reorder (the order is the one used in drop-down lists). 5. To delete, use **Delete** and confirm. > **Important:** Deleting an item removes that value from every member who had it and deletes any scoped admin perimeter rule that used it. This cannot be undone. ## Job titles 1. Go to **Settings › Job titles**. 2. Click **Add job title**, type the **Job title** (required) and save. 3. Select a job title in the left list to see its details: the number of employees who hold it, a description (**Add description**, then save) and its **Associated skills**. 4. Associated skills are read only here. Use **Go to Skills framework to assign skills** to manage them in the Skills module (requires the Skills module). 5. Drag and drop to reorder (not available while a search is active). Deleting a job title (confirm **Delete job title?**) removes it from every member who had it. ## Profiles fields This section contains the profile structure editor: sections, custom fields, required fields and filters. It is documented in [People attributes](https://www.openaleph.io/docs/administration/people-attributes). ## What is not managed here - **Access levels and perimeters** are set on each member, see [Access levels](https://www.openaleph.io/docs/administration/access-levels). - **Interview template tags** are managed from **Interview › Templates** (**Edit template tags**) and campaign tags from the campaign actions (**Edit campaign tags**), by Manager creators and above. - **Learn themes** (topic labels on training modules) are added directly in the module editor (**Add new theme**). - **Modules** are enabled by OpenAleph, see [Modules and licences](https://www.openaleph.io/docs/administration/modules-and-licences). - Your **personal language** is set in your own profile settings, see [Translating content](https://www.openaleph.io/docs/administration/translations). ## Common questions ### I don't see Settings in the menu. Only admins and scoped admins see it. Ask an admin of your company to change your access level if needed. ### My logo doesn't upload. Check the format (.jpg or .png) and size (10 MB maximum). Other formats such as .svg or .webp are refused. ### I'm a scoped admin and I can't save changes. That is expected: company settings can only be changed by admins. ### I deleted a work location by mistake. Can I get it back? No. Create it again and reassign it to the members concerned, then check the perimeters of your scoped admins that relied on it. ### My members are synchronised from our HRIS. Should I still create lists here? Yes. The synchronisation assigns values that already exist in OpenAleph (options, organisation units, job titles); it does not create them on the fly unless your HRIS integration creates them through the API first. See [Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations). --- # People attributes Source: https://www.openaleph.io/docs/administration/people-attributes Roles: Admin > Configure the sections and fields of member profiles - system and custom fields, field types, options, required fields and "Show in filters". People attributes are the fields that make up a member profile: identity, personal information, employment information and any custom field your company needs. Admins manage them in **Settings › Profiles fields** (the same editor is also available at the **People attributes** page, "Define the attributes used in employee profiles and filters."). ## Before you start Only **Admins** can change people attributes. Scoped admins can view them. ## Sections Fields are grouped in sections, shown as blocks on each profile. - Three built-in sections always come first and cannot be moved or deleted: **General**, **Personal information** and **Employment information**. - Click **New section** to add a custom section, give it a title, then add fields to it. - Drag and drop custom sections to reorder them. Use the search field to find a section or a field. - To delete a custom section, use its delete action and confirm **Delete section ?**. ## System fields System fields exist in every company and feed the rest of OpenAleph. | Section | System fields | |---|---| | **General** | Company employee UID, Firstname, Lastname, Email, Access level, Birthday, Gender, Manager, Photo, Status | | **Personal information** | Personal email, Personal phone, Personal address, Nationality, LinkedIn URL, Native language, Spoken languages | | **Employment information** | Hire date, End date, Job title, Work location, Contract type, HR reference, Level, Professional phone number, plus one field per organisation unit type | - Fields of the **General** section are fully locked. - For system fields in the other sections, you can only change **Required** and **Show in filters**. Their title and type cannot be changed, and they cannot be moved or deleted. - The options of Work location, Level, Contract type and Job title are managed in their own Settings sections, see [Company settings](https://www.openaleph.io/docs/administration/company-settings). - Organisation unit fields are created automatically when you create a unit type in **Settings › Organisation units**. By default, Hire date, Job title, Work location, Contract type, HR reference and Level are shown in filters. ## Add a custom field 1. Go to **Settings › Profiles fields**. 2. In the section of your choice, click **New field**. 3. Fill **Title\*** and choose the **Type\*** (see the table below). 4. For **Select** and **Multi-select** fields, click **Select options** and add the values with **Add option**. 5. Tick **Required** if every profile must have a value, and **Show in filters** if the field should be usable as a filter. 6. Click **Save**. Each field shows a summary line: **System** or **Custom**, its type, **Required** or **Optional**, and **In filters** or **Not in filters**. ### Field types | Type | Use it for | |---|---| | **Text** | A short free text (a badge number, a nickname) | | **Long text** | A paragraph (a bio, notes) | | **Number** | A numeric value | | **Date** | A date (certification date, probation end) | | **Email** | An email address | | **URL** | A link | | **Phone number** | A phone number with country code | | **File** | An attached document | | **Toggle (true/false)** | A yes/no information | | **Select** | One value from a list you define | | **Multi-select** | Several values from a list you define | | **Language (single)** / **Language (multiple)** | One or several languages | | **Country** | A country | | **User** | A link to another member (mentor, HR partner) | | **Job title** | A job title from your job titles list | | **Org Unit** | A unit from an organisation unit type | ## Required fields and "Show in filters" - **Required**: the field must be filled when a profile is created or edited in OpenAleph. - **Show in filters**: the field becomes available as a filter wherever members are listed (the members directory, participant selection in campaigns, previews) and can be used to build [scoped admin perimeters](https://www.openaleph.io/docs/administration/scoped-admins). Only select and reference types (Select, Multi-select, Country, Language, User, Job title, Org Unit) are relevant for perimeters. ## Edit, move or delete a field - **Edit**: open the field, change it, then **Save**. - **Move to another section**: choose the destination **Section\*** and click **Move**. - **Remove an option** of a select field: confirm **Remove this option ?**. "Members who have this option selected will lose that value once the attribute is saved. This can't be recovered." - **Delete**: confirm **Delete attribute ?**. All values stored in that field for all members are lost, and any scoped admin perimeter rule based on it is deleted. ## Who sees the fields Fields appear on member profiles. What a person can see and edit on a profile depends on their access level: members see their own profile, managers see their team (with a limited set of fields), scoped admins their perimeter and admins everyone. See [Your profile and member profiles](https://www.openaleph.io/docs/people/employee-profile). ## Common questions ### I can't rename the "Hire date" field. It is a system field. You can only change whether it is required and shown in filters. ### My new field doesn't appear as a filter. Edit the field and tick **Show in filters**, then save. ### My members are synchronised from our HRIS. Can I still add custom fields? Yes. Your HRIS integration can then send values for those fields: each field has a technical identifier available through the API. See [Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations). ### What happens to data when I delete a field? The values are deleted for every member and cannot be recovered. If you only want to stop using a field, consider leaving it optional instead. --- # Modules and licences Source: https://www.openaleph.io/docs/administration/modules-and-licences Roles: Admin > Which OpenAleph modules exist, how they are enabled for your company, how to know what is active, what users see when a module is off, and guided tours. OpenAleph is made of modules (Interview, Learn, Goals, and so on). Each company has the modules included in its contract, through licences managed by OpenAleph. This page explains what each module is, how to tell which ones your company has and what happens when a module is not enabled. ## The modules | Module (menu name) | What it covers | |---|---| | **Interview** | Annual, professional and one-to-one interviews: campaigns, templates, answers | | **Learn** | Training: catalog, modules and playlists, trainings, and (optionally) training plans and budgets | | **Goals** | Individual and team goals, goal templates, dashboard | | **OKRs** | OKR plans, objectives and key results | | **Feedback** | 360 feedback campaigns and templates | | **Skills** | Skills framework, skills review cycles, company matrix | | **Team Survey** | Employee surveys (engagement, pulse) | | **Client survey** | Surveys sent to your own clients or sites | | **Work Time** | Leave and absence requests, calendar, planning | | **SWP** | Strategic workforce planning (tagged **Beta**) | **People** and **Settings** are part of every company and are always available. ### Learn: two licensed parts Learn is split in two features that are enabled separately: | Part | Menu entries | |---|---| | Learning management | **My Learning**, **Catalog**, **Trainings**, **My content** | | Training management | **Training Plans** (plans, providers, expenses and budget analytics) | A company can have one or both. If only training management is active, Learn shows only **Training Plans** (and only to admins). ## How modules are enabled - Modules are enabled by OpenAleph according to your contract. - **Company admins cannot switch modules on or off themselves.** To add a module, remove one or check a renewal, contact your OpenAleph account manager or support (**Help & Support** at the bottom of the menu). - When a licence ends and is not renewed, the module disappears from the menu. The data is not deleted. ## How to know which modules are active The quickest way to check is to look at the **Apps** section of the main menu as an admin: it lists every module your company has. Admins see all the entries of each module (campaigns, templates, configuration); other levels see fewer entries, see [Access levels](https://www.openaleph.io/docs/administration/access-levels). ## What users see when a module is not active - The module is hidden from the navigation, for everyone. - Opening a link to it (for example from an old email) shows the **Restricted Access** page: "You cannot access this page at the moment. This may be due to your access level or the status of the content. If you believe this is a mistake, please contact an Admin in your company." with a **Back to homepage** button. - Guided tours and notifications for that module are not shown. The same **Restricted Access** page appears when the module is active but the person's access level does not allow the page. To tell the two cases apart, check whether the module appears in your own admin menu. ## Guided tours Some pages come with a short guided tour: a series of tooltip bubbles that point at parts of the screen and explain them. - A tour starts automatically the first time a member opens a page that has one. - Once finished or skipped, it does not come back. Some tours are marked as mandatory and cannot be skipped. - Tours adapt to the access level: admins may see extra steps about admin actions. - Tours are only shown for modules your company has. - Tours are written and maintained by OpenAleph. There is nothing to configure on your side. ## Mobile app The OpenAleph mobile app uses the same account and access levels. It only lists the modules active for your company, and not every module is available on mobile. If no module is available, the mobile app says "No applications activated yet." ## Common questions ### A module we bought doesn't appear in the menu. Reload the page. If it is still missing, the licence may not have started yet or may have ended: contact your OpenAleph account manager. ### Can I hide a module from some employees only? Not per person. What each person sees inside a module depends on their access level (for example, campaigns and templates are only shown to Manager creators and above). ### I see "Training Plans" but not the catalog. Your company has the training management part of Learn but not the learning management part (or the reverse applies to other people). Contact your account manager to change it. ### What happens to our data if a module is removed? It stays in OpenAleph but is no longer accessible in the interface. If the module is enabled again, the data comes back. --- # Translating content Source: https://www.openaleph.io/docs/administration/translations Roles: Admin, Scoped admin, Manager creator > Interface language versus content languages, and how to translate interview, feedback and team survey templates and Learn modules manually, with an Excel file or with AI. OpenAleph separates two things: the **interface language** (menus, buttons, emails), chosen by each member, and the **content languages** of what your company writes (templates, training modules), which you translate yourself. This page covers both. ## Interface language The OpenAleph interface is available in **English** and **French**. - Each member chooses their language on their own profile: open your profile, then **Settings** › **OpenAleph Language**. - Admins can also set a member's **Language** when creating or editing them in **People › Members**. The interface language is also the default language in which content is shown to the member when a translation exists. ## Content languages Content can be translated into six languages: **English**, **French**, **Deutsch** (German), **Italian**, **Spanish** and **Swedish**. Each piece of content has a **source language** (the one it was written in) and any number of additional languages. Translatable content: | Content | Where to translate it | |---|---| | Interview templates | Template editor, translate icon | | Feedback templates | Template editor, translate icon | | Team Survey templates | Template editor, translate icon | | Learn modules | Module editor, language settings | > **Permissions:** You can translate any content you are allowed to edit: in practice Manager creators (their own templates and modules), scoped admins and admins. ## Translate a template (Interview, Feedback, Team Survey) 1. Open the template in edit mode. 2. Click the translate icon in the header. The **Template translation** window opens. It lists the **Source language** (tagged **Source**) and every added language with its status. 3. Click **Add Language** and choose a language (languages already added are greyed out). 4. For each language, choose how to translate it with the row actions: - **Translate with AI**: the whole template is translated automatically in the background. The status shows **Translating with AI...** then changes to translated. - **Download translation**: downloads an Excel file to translate offline (see below). - **Upload translation**: imports the completed Excel file. - **Delete language**: removes that translation ("Translation deleted successfully"). 5. Close the window. The link **How to translate my template?** › **Click here** opens a step-by-step guide. ### Translation statuses | Status | Meaning | |---|---| | **Translation missing** | The language was added but nothing is translated yet. | | **Translating with AI...** | An AI translation is running. | | **Translated** | All texts are translated. | | **To update** | The source template changed after the translation was done. Review the translation (re-run AI or upload a new file). | | **Error** | The last import or AI translation failed. Try again. | ### The Excel translation file The downloaded .xlsx file has one sheet, **Translations**, with four columns: | Column | Content | |---|---| | **Field UID** | Technical identifier of each text. Do not change it. | | **Source Text** | The text in the source language. | | **Translation Text** | Where you type the translation. | | **Status** | Must be set to `translated` on every row before upload. | Rules for a successful upload: - keep the header row exactly as it is; - do not delete or add rows, and keep every **Field UID**; - set **Status** to `translated` on every row, otherwise the import is refused. The file is generated in the background: a message tells you to wait a few seconds and the download starts when it's ready. Imports also run in the background and a message confirms when the translations are imported. ### AI translation **Translate with AI** translates every text of the template into the chosen language. Review the result before launching a campaign: open the template in that language, or download the file to proofread it. AI translation is available for all the languages listed above. ## Translate a Learn module 1. Open the module in the Learn editor (**Learn › My content**). 2. The **Primary language** is the language the module was written in ("Select the language used in this module."). 3. Click **Add Another Language** and **Select language**. 4. Choose what to translate: **Translate title and description**, **Translate evaluation**, **Translate audio narration** (some are **Required**, others **Optional**), then click **Translate**. The module shows **Module Translation in progress** while the translation runs. 5. The **Languages in this module** list shows each language; **Primary** marks the source. **Incomplete Translation** warns you when "Some sections haven't been translated yet:" and lists them. ## What participants see - In an interview, the participant can switch the language: the **Interview translation** window lists "all the languages available for this interview", managed by the template creator; choose one and click **Apply**. PDF downloads follow the selected language. - In Learn, learners can choose among the languages of the module with **Choose language** › **Apply**. - When no translation exists for a language, the content is shown in its source language. ## Common questions ### I don't see the translate icon on a template. You need to be able to edit the template (you created it, or you are an admin). Deleted templates cannot be translated. ### My upload is refused. Check that the header row is unchanged, that no **Field UID** is empty and that every row's **Status** is `translated`. ### I edited the template after translating it. What happens? Translations that were complete switch to **To update**. The previous translated texts stay, but new or changed texts must be translated again. ### Can the interface be shown in German or Spanish? No. The interface is available in English and French only. German, Italian, Spanish and Swedish are available for your content. --- # Exports and reports Source: https://www.openaleph.io/docs/administration/exports-and-reports Roles: Admin, Scoped admin, Manager creator, Manager > Every export available in OpenAleph (campaigns, answers, skills, work time, Learn, surveys, workforce planning, members), formats, who can export and how files are delivered. OpenAleph lets you export campaign progress, answers, matrices, plans and member lists to Excel (.xlsx), PDF or CSV. This page lists the exports available in each module, who can use them and how the file reaches you. ## How exports are delivered Most exports are generated in the background, so you can keep working while the file is prepared: 1. Start the export. A message such as "Your export will automatically be downloaded in a few seconds." appears. 2. When the file is ready, it downloads automatically and a message tells you that your export is ready. 3. If the download was blocked by your browser, use the **Download** button in that message ("If it wasn't saved automatically you can download it manually here :"). When several files are produced, they are grouped in a .zip archive. If generation fails, you see "An error occurred while generating your export." Try again or contact support. > **Note:** Exports are delivered in the browser, not by email. Keep the OpenAleph tab open until the download starts. ## Exports by module ### Interview, Feedback and Team Survey campaigns From the campaign list or a campaign page, open **Export data**: 1. Choose the **Export type**: - **Progress**: "Monitor campaign completion" (who has answered, status per participant); - **Answers**: "Focus on responses and insights" (the content of the answers). 2. Choose **All campaigns** or **Selected campaigns**. 3. **File format**: XLSX. 4. Confirm. Feedback and Team Survey campaigns also offer **Export to .xlsx**. Team Survey keeps your last file available with **Download the last export** (a message warns you if "The last export did not finish"). > **Permissions:** Interview: people who can edit the campaign (owner, co-pilots, scoped admins for their perimeter, admins). Feedback and Team Survey: the people who manage the campaign (owner, co-pilots, admins) and, for team surveys, the named pilots. ### Interview and Feedback answers (PDF) On an answered interview or feedback, **Download pdf** offers **PDF only Q&A** or **PDF with synthesis** (with the AI synthesis when one exists). The PDF follows the language selected for the interview. ### Skills - **Company matrix**: **Export PDF** and **Export Excel** (managers and above, limited to the people they can see). - **Skills cycles**: **Export to .xlsx** from the cycle, for people who manage the cycle. ### Work Time - **Export history** from the planning (Manager creators and above). - **Export balance history** for leave balances. - An export covers one year at most ("Export range cannot exceed one year."). ### Learn - **Training plans analytics**: **Export to PDF** and **Export to Excel** (admins only). - **Print Evaluation (PDF)** for an evaluation. - **Download certificate** for a completed training (certificates can be generated in English or French). ### Client survey - **Export surveys (XLSX)** and **Export feedback (CSV)** (Manager creators and above). ### SWP (workforce planning) - **Export workforce planning**: all plans (admins). - **Export members**: the members of one plan (managers and above, for plans they can see). ### People - **Export all members** on **People › Members** (more options menu, three dots) downloads the list of members with their profile information. Admins and scoped admins can use it (scoped admins for the members of their scope). When member data is synchronised from an HRIS, it becomes the main button of the page. See [Members directory](https://www.openaleph.io/docs/people/directory#export-all-members). ## HR sync reports If your company synchronises members through the API, each daily run produces a report you can download from the **Company developer** area. See [Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations). ## Good practices - Exports contain personal data. Store them in a secure place and delete them when you no longer need them. - Only share answer exports with people who are entitled to read those answers (for example, not the whole management chain for confidential feedback). - For recurring reporting, prefer the dashboards available in each module and export only when needed. ## Common questions ### I clicked export but nothing downloaded. Wait a few seconds with the tab open. If your browser blocked the download, use the **Download** button in the export-ready message. If the message never appears, reload the page and try again. ### Did I receive the export by email? No. Exports are delivered in the browser only. ### I don't see the export button on a campaign. You need to be allowed to manage that campaign (or be a named pilot of a team survey). Ask the campaign owner to add you as co-pilot, or ask an admin. ### Can I choose which columns are exported? No. Each export has a fixed layout. Filter or rework the Excel file after download. --- # API keys and public API Source: https://www.openaleph.io/docs/administration/api-keys-and-api Roles: Admin > Create and revoke OpenAleph API keys, authenticate to the partner API, what the API allows (members, job titles, field options, org units) and where the reference lives. OpenAleph offers a public API, called the partner API, so that your company's systems (usually your HRIS or an integration middleware) can send member data to OpenAleph and read it back. Access is controlled with API keys that admins create in the **Company developer** area. ## Before you start - You must be an **Admin**. Scoped admins and other levels cannot see or use API keys. - An API key belongs to your company, not to a person. It keeps working if the admin who created it leaves. ## Open the Company developer area 1. At the bottom of the main menu, click the code icon (tooltip **Api Keys**), next to **Help & Support**. 2. The **Company developer** page opens (a full page, without the main menu): "Here you can manage your developer settings, including API keys and event reporting functionalities." It has two cards: - **Go to api keys**: "In this section, you can create and manage your API keys to access OpenAleph's APIs." - **Go to ETL reports**: "In this section, you see a list of reported jobs and their statuses." (see [Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations)). ## Create an API key 1. Click **Go to api keys**. The **Api keys** page lists existing keys with their **Name**, **Public ID** and **Created at** date. 2. Click **Create api key**. 3. Enter an **Api key name** (required), for example "HRIS sync - production", then click **Save**. 4. The message "Api key has been created successfully." appears and the **Api key secret** is displayed. Copy it (copy icon next to the secret) and store it in a safe place (a password manager or your integration's secret store). 5. Click **Done**. The key appears in the list with its **Public ID**. > **Important:** "This API key will be displayed only once. Please make sure to copy and store it securely, as you won't be able to view it again. If you lose it, you can generate a new API key at any time." ## Revoke an API key 1. On the **Api keys** page, click the bin icon on the key's row. 2. Confirm **Confirm API Key Deletion**: "Deleting this API key will immediately revoke its access. Any integrations or scripts using it will fail until updated. Continue?" 3. Click **Delete**. "Api key deleted successfully." confirms it: the key disappears from the list and stops working at once. When no key is left, the page shows "You haven't generated any API keys yet". To rotate a key without interruption: create a new key, update your integration with it, check that it works, then delete the old key. ## Using the API ### Authentication Send the key in the `Authorization` header of every request: ``` Authorization: Bearer YOUR_API_KEY ``` A missing or invalid key returns an error 401. ### Base URL and versions - Current version: `https://app.openaleph.io/partners/v2` - Legacy version (member creation only): `https://app.openaleph.io/partners/v1` ### What the API allows The partner API covers member data and the lists that describe your organisation. It does not give access to interviews, trainings, goals or other module content. | Endpoint | What it does | |---|---| | `GET /users_schema` | Lists the profile fields of your company and their technical identifiers, to know what you can send. | | `GET /users` | Lists members (filter by `status=active` or `inactive`), with their access level and scoped admin perimeter. Paginated with `page[number]` and `page[size]`. | | `POST /users` | Creates or updates one member. | | `POST /users/bulk` | Creates or updates many members in one call. | | `POST /job_titles/bulk` | Creates or updates job titles. | | `POST /fields/{field}/options/bulk` | Creates or updates the options of a select field (for example work locations). | | `POST /fields/{field}/nodes/bulk` | Creates or updates organisation units. | Key rules: - Members are identified by their `company_uid` (your employee ID). Required fields: `company_uid`, `email`, `firstname`, `lastname`, `status`, `access_level`. - Each member payload is a full update: send all required fields every time. - The manager is set with `manager_company_uid`. Custom profile fields are sent in `extras`, using the identifiers from `/users_schema`. - Scoped admins can be sent with their perimeter (`perimeter` and `exclusions`), see [Scoped admins and perimeters](https://www.openaleph.io/docs/administration/scoped-admins). - Sending `status: inactive` deactivates the member and records a departure date. - Bulk endpoints for job titles, options and units accept up to 1,000 entries per call and can safely be called with your full lists every time. - Member creation and updates accept an `Idempotency-Key` header, so a retried request is not applied twice. > **Important:** Member data sent to the API is not applied immediately. It is queued and processed by the daily synchronisation, and the result appears in the ETL report. The first push also switches your company to synchronised mode, in which members can no longer be added or edited by hand in OpenAleph. Read [Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations) before starting. ### API reference The full interactive reference (request and response formats, examples, error codes) is available at `https://app.openaleph.io/api-docs`. Select **API V2 partners** in the list. ## Common questions ### I lost the secret of a key. It cannot be displayed again. Create a new key, update your integration, then delete the old one. ### I don't see the code icon in the menu. It is only shown to admins. ### I pushed a member through the API but I don't see the change. Changes are applied by the next daily synchronisation. Check the ETL report of that run in **Company developer › Go to ETL reports**. ### Can I use the API to export interview answers or training results? No. Use the exports available in each module, see [Exports and reports](https://www.openaleph.io/docs/administration/exports-and-reports). --- # Integrations and HR data sync Source: https://www.openaleph.io/docs/administration/integrations Roles: Admin > Keep OpenAleph members in sync with your HRIS through the partner API - what is synchronised, the daily run, ETL reports and what changes for admins once sync is on. Instead of maintaining members by hand, your company can keep OpenAleph in sync with its HR information system (HRIS). The HRIS, or an integration tool between the two, sends member data to the OpenAleph partner API; OpenAleph applies it once a day and produces a report of each run. ## Ways to bring members in | Method | When to use it | Where | |---|---|---| | Manual creation | A few members, small companies | **People › Members › Add member** | | Excel import | Initial load or periodic bulk updates by hand | **People › Members › Import members** (.xlsx template) | | HR data sync through the API | Your HRIS is the source of truth and you want automatic updates | Partner API, see below | See [People](https://www.openaleph.io/docs/people) for manual creation and Excel import. > **Note:** OpenAleph does not provide ready-made connectors for specific HRIS products. The synchronisation is built on the partner API: your IT team, your HRIS vendor or an integration partner sends the data. Contact your OpenAleph account manager to plan the project. ## What gets synchronised | Data | Details | |---|---| | Members | Identity (employee ID, email, first and last name), status (active or inactive), access level, birth date, gender | | Manager | The reporting line, using the manager's employee ID | | Profile fields | Any system or custom field: work location, contract type, level, job title, organisation units, dates, custom fields | | Lists | Job titles, options of select fields and organisation units can be created or updated through the API before members are sent | | Scoped admins | The access level and the perimeter rules of each scoped admin | | Departures | A member sent as inactive is deactivated and their departure date recorded (the date you send, or the date of the sync) | Values that do not exist yet in OpenAleph (an unknown work location, job title or unit) are rejected for that member and reported in the ETL report. Create them first, through the API or in [Company settings](https://www.openaleph.io/docs/administration/company-settings). ## Set up the synchronisation 1. **Prepare the structure** in OpenAleph: profile fields, organisation units, job titles and lists ([Company settings](https://www.openaleph.io/docs/administration/company-settings), [People attributes](https://www.openaleph.io/docs/administration/people-attributes)). 2. **Create an API key** in **Company developer › Go to api keys** and hand it securely to whoever builds the integration ([API keys and public API](https://www.openaleph.io/docs/administration/api-keys-and-api)). 3. **Build the integration**: it reads the field identifiers from the schema endpoint, pushes the lists, then pushes members (usually all active members every day). 4. **Check the first report** in **Company developer › Go to ETL reports** the day after the first push, and fix the rejected rows at the source. ## The daily run - Data received through the API is queued, then processed once a day, overnight. Changes are not visible immediately. - Pushing the same member several times a day is safe: the last data received wins. - A member who is simply absent from a push is not treated as a departure: send them with status inactive to deactivate them. ## ETL reports Go to **Company developer › Go to ETL reports**. The **Jobs** page lists every run with its **Job ID**, its **Created at** date and a **Report File** to download. If nothing has run yet, it says "No job has been executed yet". The Excel report lists information messages and errors for each row. Use it to find members that were rejected and why. ## What changes once sync is on The first push to the API switches your company to synchronised mode. From then on the HRIS is the source of truth and, to avoid conflicting edits, OpenAleph blocks manual changes to members: - **Add member** and **Import members** are hidden; **Export all members** appears instead; - profile editing, the bulk actions **Manage access levels**, **Manage attributes** and **Deactivate selected members**, and member restoration are unavailable; - deactivations come from the HRIS (members sent as inactive). Everything else works as usual: company settings, profile fields, campaigns, trainings. > **Important:** Because access levels are part of the synchronised data, change them in your HRIS feed, not in OpenAleph. Otherwise the next run overwrites your change. To leave synchronised mode (for example to go back to manual management), contact OpenAleph support. ## Common questions ### A member's change in the HRIS is not in OpenAleph. Wait for the next daily run, then check the latest ETL report for an error on that member (unknown value, missing required field, email already used). ### Why can't I edit members any more? Your company is in synchronised mode. Change the data in your HRIS. ### Can the OpenAleph team set up the integration for us? Contact your OpenAleph account manager to discuss the integration project. ### A new hire should appear in a scoped admin's population. It happens automatically when the new member matches the perimeter rules (for example their work location), after the daily run. --- # Sign-in and security Source: https://www.openaleph.io/docs/administration/sign-in-and-security Roles: Admin > How members sign in to OpenAleph (email and password, Google, Microsoft), password rules, invitations, several workspaces, and what admins control. This page explains how members sign in to OpenAleph and what admins can and cannot control about access. ## Sign-in methods On the sign-in page (**Log in**, "Continue to OpenAleph"), a member can: | Method | How it works | |---|---| | **Continue with email** | Enter the email address, then the password. | | **Continue with Google** | Sign in with a Google account whose email matches their OpenAleph email. | | **Continue with Microsoft** | Sign in with a Microsoft (Entra ID / Microsoft 365) account whose email matches their OpenAleph email. | Google and Microsoft sign-in work without any configuration on your side: they are available to every company, as long as the email of the Google or Microsoft account is exactly the email of the member in OpenAleph. > **Note:** For specific identity requirements, contact your OpenAleph account manager. ## First sign-in and passwords 1. The member enters their email and clicks **Continue with email**. 2. If they don't have a password yet, OpenAleph generates one and emails it to them ("Your OpenAleph password"); the screen shows **Check your mail 📩**. 3. Next time, they see **Welcome back** and enter their password. **Forgot?** sends a **Reset your password** email whose link leads to the **Create password** screen. Password rules: - at least 8 characters; - only the link of the most recent reset email works. Members can change their password from their profile **Settings** (**Change password**). Admins can't set a member's password. The member-side flow is described in [Log in to OpenAleph](https://www.openaleph.io/docs/getting-started/logging-in). ## Invitations Admins invite members from **People › Members** (invitation email when a member is created or imported, or **Send / Resend invitation email**). See [Add and invite members](https://www.openaleph.io/docs/people/add-and-invite-users). ## Several workspaces A person who belongs to several OpenAleph workspaces (for example an external learner in another company's academy) chooses where to go after signing in ("Where would you like to go?"). ## Who cannot sign in | Situation | Message shown | |---|---| | The email is not known in OpenAleph, or the member is deactivated (email and password sign-in) | The **Oops, it seems this email is not registered 🧐** screen | | The email of the Google or Microsoft account is not known in OpenAleph | "Email not found. Please check and try again." | | The member is deactivated or not attached to a company (Google or Microsoft sign-in) | "Your account is not active or is not associated with a company." | Deactivating a member immediately signs them out of every session (web and mobile). See [Member data and privacy](https://www.openaleph.io/docs/administration/data-and-privacy). ## Logging in as another user Company admins cannot log in as another member. To see what someone sees, check their access level ([Access levels](https://www.openaleph.io/docs/administration/access-levels)) and, for scoped admins, their **Preview members** tab. If you need help investigating a member's issue, contact OpenAleph support through **Help & Support**. ## Good security practices for admins - Keep the number of **Admin** accounts small; use **Scoped admin** for people who only need part of the company. - Deactivate leavers on their last day (or make sure your HRIS sends them as inactive). - Store API keys in a secret manager, give each integration its own key and delete unused keys ([API keys and public API](https://www.openaleph.io/docs/administration/api-keys-and-api)). - Treat exports as confidential documents ([Exports and reports](https://www.openaleph.io/docs/administration/exports-and-reports)). ## Common questions ### "Continue with Google" says my email is not found. The Google account's email must be exactly the email of your OpenAleph profile. Sign in with that account, or ask an admin to check your email in **People › Members**. ### I never received the password email. Check your spam folder, then ask an admin to resend your invitation. If your company uses Google or Microsoft accounts, you can also use **Continue with Google** or **Continue with Microsoft** without a password. ### Can we force everyone to use Microsoft sign-in? Email and password sign-in is available to every member. For specific identity requirements, contact your OpenAleph account manager. --- # Member data and privacy Source: https://www.openaleph.io/docs/administration/data-and-privacy Roles: Admin > What happens to member data when people leave - deactivation instead of deletion, restoring members, profile change history, and data protection requests. This page explains how OpenAleph handles member data over the life of an account: what deactivation does, how to restore someone, how changes are traced and how to handle data protection (GDPR) requests. ## Deactivation, not deletion Members cannot be deleted from OpenAleph by company admins. When someone leaves, you **deactivate** them. Their account is closed but their history (interviews, trainings, goals, reviews) is kept, so campaign results and reports stay complete. ### Deactivate members 1. Go to **People › Members** and tick the members who are leaving. 2. Click **Deactivate selected members**. 3. In **Deactivate members**, check the **Selected members** list. A reminder explains that they will lose access to OpenAleph but that their information is kept and they can be reactivated later. 4. Optionally, use **Add departure date** to record the **Departure date**. 5. Click **Deactivate**. What happens: - the member can no longer sign in and all their open sessions end immediately; - the departure date is set to today if you didn't give one; - they are removed from interview campaigns that are still being prepared; - their direct reports no longer have a manager: assign them a new one (OpenAleph remembers the former link); - they disappear from member lists, participant pickers and scoped admin populations; - their data is kept, and their email stays reserved for this account. > **Permissions:** Only **Admins** can deactivate and restore members. If your members are synchronised from your HRIS, deactivation comes from the HRIS (member sent as inactive), see [Integrations and HR data sync](https://www.openaleph.io/docs/administration/integrations). ### View and restore deactivated members 1. On **People › Members**, open the more-options menu and choose **View deactivated members**. 2. The **Deactivated members** window lists them with the **Deactivated on** date and the **Departure date**. 3. Click the **Restore member** icon on a row. "User has been reactivated successfully." Restoring a member makes them active again, clears their departure date, reconnects them to their former manager (if that manager is still active and can manage) and gives them back their former direct reports who haven't been assigned to someone else. ## Change history Every change to a member's profile is traced. On a member's profile, click the **History** icon (visible to people who can edit that profile). The table shows **Field**, **Change**, **Changed by**, **Source** and **Date**, where the source is **Manual**, **Automatic sync** or **Import**. See [Profile history](https://www.openaleph.io/docs/people/profile-history). Status changes of interviews and feedback answers can also be followed from the history panel of the answer. ## Who can see personal data - Members see their own profile; managers see their team with a limited set of fields; scoped admins see their perimeter; admins see everyone. See [Access levels](https://www.openaleph.io/docs/administration/access-levels). - Profile fields are visible according to these rules; there is no per-field privacy setting. Avoid creating custom fields for sensitive data you don't need. - Exports contain personal data and must be handled accordingly ([Exports and reports](https://www.openaleph.io/docs/administration/exports-and-reports)). - The OpenAleph privacy policy is available to everyone without logging in (see [Troubleshooting and help](https://www.openaleph.io/docs/getting-started/troubleshooting#privacy-policy)). ## Data protection requests (GDPR) Your company is the data controller for its members' data in OpenAleph. For requests from employees: | Request | What to do | |---|---| | Access (a copy of their data) | Use the exports of the modules concerned and the member's profile; contact OpenAleph support for a complete extract. | | Rectification | Correct the profile in **People › Members** (or in your HRIS if synchronised). | | Erasure or anonymisation | This cannot be done by a company admin. Deactivate the member, then send the request to OpenAleph support. | | End of contract with OpenAleph | Contact your account manager about data return and deletion. | ## Common questions ### Can I delete a member created by mistake? Not from the app. Deactivate them. If the email must be reused for another account, contact OpenAleph support. ### A deactivated member still appears in an old campaign's results. That is expected: their past answers are kept so results stay complete. ### I restored a member but their team wasn't restored. Only reports who haven't been assigned to another manager in the meantime are given back. Reassign the others manually. ### Why is "Deactivate selected members" missing? Either you are not an admin, or your members are synchronised from your HRIS.