Users and groups

Who can create users?

The ability to add users is available to administrators within your organization. Managers have the ability to create users if they have been assigned the rights required, in the organization's account settings.

Users cannot view or create users.

To create a new user, follow these steps: 

1. Go to People > Users and click on “Create user”

2. Add first name, last name and email address.

3. Pick a role of administrator, manager or user. You can read more about the different roles in &frankly here: Which roles are there in &frankly?

4. Select the user’s preferred language: 

Note: Accounts with Team subscriptions can only allow employees to choose between English and Swedish.

What is “preferred language”?

The preferred language is the language the user prefers to answer the questions in. All questions in the &frankly library are translated into 18 languages and you can also add translations when you create your own questions. 

Why do I have to add this information? 

This field is required in order to enable the user's opportunity of answering questions in a language of their preference. 

If the user's preferred language does not match any of the existing translations, the question will be shown in your selected Default Language which is set in the Account Language Settings. 

5. Select a system language:  

What is “system language”?

The system language lets each user decide which language they want to see in the web and app interface (menu, buttons, and so on). The available options are Swedish, English, Norwegian or Danish. 

Why do I have to add this? 

This setting is required to ensure that the system language corresponds to a language that the user can read and understand when navigating in their user account. 

6. Sending a welcome email

When creating a user, you also decide if you want to send out a welcome-email to the user. The email will be sent in the user’s preferred language. To preview the email, click on the magnifying glass icon. 

7. Assign group memberships (available to administrators only)

The account administrators can add group memberships directly in the users list. Through these fields it is possible to easily add a new user as a member, owner, admin or give the user the reading rights to one or several groups. 

Note: If you are looking to assign group membership to multiple users, it is usually easier to do when creating or editing your group structure. You can read more about managing groups in this guide: Manage groups. 

Note: administrators can always deactivate users. If managers can deactivate/delete users is dependent on the account settings.

Sometimes, you might need to deactivate an employee in &frankly due to sick leave, parental leave or other reasons. Users who are paused/deactivated in &frankly will not be able to sign in, get any questions or notifications during that period. They will not be included in the response rate of the pulses that are scheduled for the groups they belong to.

Step-by-step guide to deactivating a user: 

1. Go to People > Users and find the person you want to pause.
2. Click on the name or the email address to open the user profile.
3. Click on the pause icon.
4. Save! 

Step-by-step guide to activating a user: 

1. Go to People > Users and find the person you want to activate.
2. Click on the name or the email address to open the user profile.
3. Click on the play icon.
4. Save! 

What is the difference between inactivating and deleting a user?

The difference between deactivating and temporarily deleting a user is that the user can access their account, including all their previous responses and results, with the same password when re-activated. When deleting a user, everything connected to this user profile will disappear. This means that even if you would create a new user with the same name and email address, the user would not be able to access their responses from previous surveys and would be asked to create a new password. 

Note: administrators can always delete users. Managers can only delete users if the account settings allow it. 

Step-by-step: 

1. Go to People > Users and find the person you want to remove.
2. Click on the name or the email address to open the user profile.
3. Click on the trash icon.
4. Save! 

What happens when I delete a user?
When deleting a user, everything connected to this user profile will disappear. This means that even if you would create a new user with the same name and email address, the user would not be able to access their responses from previous surveys and would be asked to create a new password. 

When you add new employees to &frankly, you can choose to send out a welcome email to invite them and help them get familiar with the tool.

You can decide if you want to send the email as you add the user, or later on. Read more about the options below. 

Option 1. Send the welcome email as you add the user.

Step-by-step:

1.  Go to People > Users
2.  Click on the button “Add new user”
3. Fill in the information (Name, email address, preferred language etc).
4. Check the box for “Send welcome on preferred language”
5. Press “Create user” 

The email will be sent in the same language that you selected under “preferred language”. Preview the email by clicking on the magnifying glass. 

Option 2. Send the welcome email to an existing user, or resend the welcome email. 

If you want to send the welcome email to a user that already exists, or if you want to resend the email you can do so in the user list. 

Step-by-step: 

1. Go to People > Users 
2. Find the person you want to send the email to 
3. Click on the user to open the profile 
4. Press the button “Send/resend welcome email (preferred language) 

Option 3. Send welcome email to everyone in your account or in a specific group

Only available to Workplace and Enterprise.

If you need to send the welcome email to many people at the same time, we can help you do that. Reach out to your contact person if you’re still in the implementation phase, or to help@andfrankly.com. 

Please specify:

• Who should get the email.  Should it be sent to all users, only users that haven’t logged in already, only users added after a certain date or users in a specific group
• What time (CET) you want to send out the email
• Which language the email should be sent in

There are 3 different roles in &frankly. All are controlled by the administrator. The “User” role gives you the right to answer questions and see results. The “Manager” role can create groups, and schedule questions to these groups. He or she can also be assigned reading rights to a specific group, which means the results can be accessed. The “Administrator” can edit roles, handle accounts and schedule as well as see the results of all existing groups.

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Want to update your role or become a group owner? Reach out to your own administrator or manager so they can update this for you!

Log in to your account, go to People > Users and find the user that you want to edit. Open the user profile by clicking the name or the cogwheel. 

Then simply select a role in the drop-down menu and save. Done!

Email addresses can only be updated by administrators. If you have the role of a user or manager but need to change your address, please contact your administrator for help.

Step-by-step:

1. Go to People > Users
2. Find the person you want to edit
3. Open the profile
4. Edit email address
5. Save

An email will be sent to the user's existing address, informing them that someone changed their profile and email address. 

Note: excel imports are only available for customers with Workplace and Enterprise subscriptions. If you have a Team subscription, please find instructions here: How to add users 

If you want to add users and groups in &frankly via our excel import, download the file here: import template.  Find instructions at the bottom of this article, and/or watch this video.

Add groups and subgroups

Creating groups in &frankly is easy! You can either decide to group people in their teams, in projects groups, by location or whatever suits you. The results are viewable per group, which is why it is important to create a group structure in the tool. You have to create the groups and the structure in accordance with how you would like to present the results. Keep in mind that when the difference of the number of answers between two almost identical groups are two or less, the results will be hidden by the integrity framework. Therefore, try to keep your structure as simple as possible. 

How to add groups
To create a group go to People > Groups and follow the below steps: 

1. Click "Add group" in the top right corner.
2. Name the group and add a description if needed. Make sure that every group gets their own unique name.
3. Add the employees that belong to the group in the section called "People".
4. Add the manager(s) in the section called "Owners".
5. If you want someone else to access results and reports from the group, but not have full ownership you can add them in the section "Viewing rights".

The fields in the group editor are explained below: 

People: 
This is the section where you add the employees that belong to a group. The answers from these users will be summarized and aggregated to the report for the group. If you have a hierarchical structure, meaning that the groups are placed at different levels, the results will be aggregated to the groups above. 

Below picture shows an example of what the groups can look like. There are four users in Group B and six users in Group C. These groups will have their own results, but their answers will also be a part of the report for Group A, which contains users from both group A and B. 

Viewing rights:
This is where you can add people in your organization that should have access to the results for the group but shouldn't be able to administrate it or schedule questions to it. This could be a manager higher up in the hierarchy, your CEO or someone else with an interest for this specific group. 

Group owner: 
The managers in an organization are usually added as group owners. This gives them the possibility to administrate and schedule questions to their team. Group owners to groups that have subgroups will inherit viewing rights to the groups below. 

If we take the above example, this would mean that the group owner for Group A will automatically get viewing rights to Group B and C. 

How to add subgroups and build a hierarchy 
To add subgroups, you have to save the top group and then add another one. When you have created all the groups that you need you can build a structure. 

Build the structure either by adding subgroups in the field "Subgroups" when you open the top group or by dragging and dropping. See the two examples below. 

Example 1:

Example 2:

The number of groups you will have is dependent on how many employees and teams you have. You can have as many members as you would like in each group, but remember that the minimum number of answers required to show an aggregated result for a group is three. If you have many small groups, we recommend that you try to unitize groups in order to minimize the risk of groups not showing. 

Can a user be associated to more than one group?

Yes, a user can be associated with as many groups as you see necessary. Consequently, their results will be part of several sets of aggregated data. 

When you have created a group structure in &frankly it might look something like this: 

What happens if I delete a group? 

If a group is deleted from the tool, its historical results will also disappear. 

Removing (or moving) a sub-group from its top-group is OK and will not delete any historical results. Although, it is good to keep in mind that if you remove a sub-group from a scheduled target group, the results will not be visible since the group is no longer included in the targeted scheduling. If you move a group from the group structure and the results disappear, you can simply add the group back to its original place (or somewhere else in the structure) and the results will be visible again. 

To remove a sub-group from a top-group, simply open the top-group and click on the cross that appears when you hold your pointer on the group name in the section "Sub-groups" (see below picture).

You can also have a look at this video that explains how to add groups, sub-groups and how to build a group structure step by step. 

You can add users to existing groups either by opening and edit the group or by editing the user account. See the two examples below.

Example 1:

To note: In order to be able to add a user to a group, the user needs to have an existing user account first. If the user account has not been created yet, you will find a guide on how to add users here: How to add users.

1. Go to People > Groups
2. Open the group that you want to add the user to by clicking on the gear
3. Search for the name or the email address in the section "People" and add them to the group
4. Don't forget to click on "Apply changes". 

Example 2 (available to administrators only):

1. Go into People > Users
2  Open the user account you would like to edit.
3. Through these fields it is possible to easily add a user as a member, owner, admin or give the user the reading rights to one or several groups.
4. Search for the group and select the group you want to add
5. Don’t forget to Save changes. 

Learn more: 

How can I create a new group?

Remove users from a group

Delete groups

Before you delete groups from your account, please remember that: 

• If a group is deleted from the tool, its historical results will disappear.
• If the group that you delete has subgroups, these will not be removed. They will be placed in the group view as "orphans", meaning without a structure or top-group. 
• If you accidentally delete a group, send us an email at help@andfrankly.com and ask us to re-store it. 

Remove or move sub-groups 

If a sub-group is deleted, the results of the deleted group will be deleted as well, however, the main group in the hierarchy will retain its cumulative historical results.

If a schedule has been made to an entire hierarchy, and a subgroup is subsequently moved out of the hierarchy, the subgroup's own results will not be visible (this is because the group is no longer included by the schedule that was made to the hierarchy).

If you've moved a subgroup out of a hierarchy, you can put the group back into its original place in the hierarchy to make the result visible again.

It is possible to move the subgroup within a structure and retain the results from a survey, if the subgroup is still below the target group specified when scheduling the survey.

To remove a group as a subgroup follow below steps:

1. Open the subgroup's main group
2. Hover the mouse over the group name in the “Subgroups” section
3. Click on the cross that appears to the right of the group's name

It is not possible to create or edit a group to get the result retroactively after a pulse has closed.

The reason for this is that when a survey closes and the results are generated, it is linked to the specific groups that exist and reflects what the groups looked like at the time the survey closed. On Sunday nights, the system checks all groups and generates results for all groups that "pass" our anonymity checks.

Due to this, if we were to allow the result to change after the survey closed, not only it would generate misleading results that would be hard to keep track over time, but it would also mean that we cannot guarantee anonymity of the respondents, hence it is not possible. 

In &frankly, employees can either be a direct member of a group or an indirect member from a subgroup. Being a direct member of a group means that the person has been added as a member to the group directly. If a group has subgroups, any member added to the subgroup will then be an indirect member of their parent group.  

Example: 

In this example, there are 9 members in the group named “Department”. In this group, 3 out of 9 members are direct members, while 6 of them are indirect members from one of the subgroups named “Team A” or “Team B”. 

By opening a group, you can see which users are indirect members from a subgroup, and which users are direct members in the group. 
The indirect members will show under “People from subgroups”, while the direct members will be displayed as normal: