Here is an overview of the steps necessary for setting up your account and the order in which we recommend you do them
1. Account Personalization
Upload a Logo
Select a square and horizontal logo of your choice. For the best results, use a high-quality image.
Select a Background Image
Choose a background image for your handbook. A preview of the design will be visible at the bottom of the page. A high-quality photo of your venue often works well.
Customize the Color Scheme
Adjust the color scheme for your account by clicking on a color option (e.g., "Primary"). Use the color palette to set it to your preferred shade.
Preview Your Design
A sample of the final design is displayed at the bottom of the page for reference.
A visual representation of this process is demonstrated below:
2. User Setup
Navigate to the People directory via the menu on the left-hand side.
Create a New User
Click the "Create New User" button in the top-right corner.
Fill in the following details for the user:
Name
Location
Role
Email Address
Click the "Create" button in the bottom-right corner to save the new user.
Note: Creating a user adds their information to the database but does not grant them access to the system. You must invite them separately.
Invite Users
Return to the People directory.
Click the "Invite Employees" button in the top-right corner.
Select Employees to Invite
In the "Invite Employees" window, locate the relevant employee(s).
Tick the checkbox to the left of their first name.
Check the box labeled "Send onboarding email" in the bottom-left corner (to the right of the text).
Confirm the Invitation
Click the blue "Invite X Employees" button in the bottom-right corner.
Caution: This action cannot be undone. Ensure you are ready to proceed before clicking.
A visual representation of this process is demonstrated below:
3. Feeds
Access the Feed Section
Navigate to the "Feed" section via the menu on the left-hand side.
View Existing Feeds
In the "Feeds" menu (located to the right of the left-hand side menu), you can browse existing feeds by clicking on them.
Add a New Feed
Click the blue "+" button in the top-right corner of the "Feeds" menu.
Set Up the Feed
In the new menu, complete the following steps:
Name the Feed: Enter the feed's name at the top.
Add a Picture: Upload an image or select one from the existing gallery.
Select Locations: Use the dropdown menu under the "Account" section to choose which locations can view and access the feed.
Assign Roles: Select the roles at the chosen location(s) that should have access to the feed.
Add Individuals (Optional): Manually add specific individuals below the dropdown menus for locations and roles.
Publish the Feed
Once all details are completed, click the "Create" button in the top-right
corner. This publishes the feed and makes it visible to the selected audience.
A visual representation of this process is demonstrated below:
4. Articles & Handbooks
Accessing the Handbooks Section
Navigate to the "Handbooks" section via the left-hand side menu.
In this section, you will see existing collections and articles displayed in the left-hand side menu and the center of the screen.
Creating a Collection
Add a New Collection
Click the "Add Collection" button under the Handbook section (identified by a small handbook icon).
Choose a Template or Start from Scratch
In the pop-up window, select one of the following options:
"Pick a Template": Select a template, and the system will automatically generate the collection.
"Start from Scratch": Proceed to the setup menu.
Set Up the Collection
When starting from scratch, complete the following details:
Name the collection.
Upload a picture or choose one from the gallery.
Write a description for the collection.
Select the language for the collection.
Save the Collection
Click the pink "Create" button in the bottom-right corner to finalize the collection.
Creating an Article
Open the Relevant Collection
Locate the collection where the new article will be added and open it.
Create a New Article
Click the "+Create" button in the top-right corner of the collection.
In the pop-up menu, select "New Article".
Write the Article
You will be taken to a blank article page. Create your content as desired.
Save or Publish the Article
To save your progress, click "Save as Draft" (blue button in the top-right corner).
To make the article visible, use the dropdown menu on the blue button and select "Publish".
Creating a Quiz
Open the Relevant Collection
Follow the same steps as for creating an article to locate and open the target collection.
Create a New Quiz
Click the "+Create" button and select "Create Quiz" in the pop-up menu.
Build the Quiz
A blank quiz page will open. Add your desired questions and content.
Save or Publish the Quiz
Click "Save as Draft" to save progress or "Publish" to make the quiz visible to your audience.
Important: Always save your work before leaving the page to avoid losing any changes. Avoid refreshing the page without saving or publishing.
A visual representation of this process is demonstrated below:
5. Academy
Navigate to the "Academy" section in the menu.
View Course Categories
The Academy page is divided into three sections: Onboarding, Training, and Extras.
Start Creating a New Course
Click the blue "+ New Course" button in the top-right corner.
From the dropdown menu, select the category for your course: Onboarding, Training, or Extras.
Set Up Your Course
After selecting a category, you’ll be directed to a new window.
Enter the following details:
A general title for the course.
A description for the course overview.
A title and description for the course introduction.
Add Content to Your Course
Use the right-hand side menu to add content:
Locate your collections in the menu.
Expand the dropdown for a collection and drag and drop the desired content into the course.
Content will appear in the order it is added, which determines the sequence for participants.
To include quizzes:
Use the same menu to access the Quizzes section.
Drag and drop quizzes into the course to assess participant understanding.
Save or Publish Your Course
Once all content is added, save the course:
Click the blue "Save as Draft" button in the top-right corner to save your work.
To publish the course, use the dropdown menu on the blue button and select "Publish".
A visual representation of this process is demonstrated below:
6. To-Do Lists
Navigating to the To-Do Lists Section
Go to the "To-do lists" section, located in the left-hand side menu.
Here, you can view all active lists for the current day (or see that no lists are currently active).
Managing an Existing To-Do List
Accessing a To-Do List
Click on an active list to open a pop-up window displaying the list and its associated date.
Viewing Tasks
Inside the pop-up, you can see:
All tasks in the list.
Whether tasks are marked as completed or not.
Who completed the tasks, if they are marked as done.
Duplicating or Editing a List
Duplicate: Creates an exact copy of the list.
Edit: Allows you to:
Add, remove, or reorder tasks.
Change how often the list is repeated.
Checking Lists for Other Days
To view lists for a different day, use the pink arrow dropdown menu in the top-right corner to change the date.
Creating a New To-Do List
Locate the pink "+ Create new" button in the top-right corner and click it.
A pop-up window will appear. Complete the following:
Name the list.
Select whether and how often the list should repeat.
Add the tasks you want to include on the list.
Once finished, press the pink "Save" button in the bottom-right corner to save and publish the list.
A visual representation of this process is demonstrated below:
7. Reports
Accessing the Reports Section
Navigate to the "Reports" section via the left-hand side menu.
On this page, you can:
View all existing reports (or see that no reports currently exist).
Download an "Incidents Report" by clicking the blue "Download CSV file" button in the top-right corner.
This action downloads all current incident reports and resets the tracker, ensuring that you only monitor new reports going forward.
Creating a New Report
Access the Templates Section
Click on "Templates", located to the right of "Reports", just below the bold "Reports" heading.
Start a New Report Template
Click the blue "+ Create Template" button in the top-right corner.
Set Up the Report
A new page will open. Complete the following steps:
Name your report.
Add the necessary questions to collect the required information from respondents.
Select your target audience for the report.
Select a user to receive email notifications for reported incidents.
Save and Publish
Once you’ve finished setting up the report, click the blue "Save" or "Publish" button in the top-right corner to finalize it.
Editing an Existing Report
Access the Templates Section
Navigate to "Templates", located to the right of "Reports" under the bold "Reports" heading.
Select the Report to Edit
Click on the report you wish to update. This will open a new window where changes can be made.
Make Your Changes
Add new questions, modify existing ones, or adjust other details as needed.
Save Your Changes
After making all changes, click the blue "Save" button to ensure your updates are not lost.
A visual representation of this process is demonstrated below:
8. Surveys
Accessing the Surveys Section
Navigate to the "Surveys" section by clicking the "Surveys" button in the right-hand menu.
On this page, you can:
View all existing surveys.
If no surveys have been created, a blue "Create your first survey" button will appear in the center.
If surveys already exist, you can click on them to access and edit their details.
Managing an Existing Survey
Open the Survey
Click on an existing survey to view its details.
Edit Survey Content
Add or remove content as needed.
Modify the audience by adding or removing participants.
View Survey Results
Check how many people have responded and review their answers.
Download a CSV file for a detailed data overview by clicking the blue "Download CSV file" button in the top-right corner.
Creating a New Survey
Navigate back to the "Surveys" section.
Click the blue "+ Create a new survey" button in the top-right corner.
Set Up Your Survey
Add the necessary content and choose from the available question types.
Select your target audience.
Save or Publish the Survey
Once finished, click the blue button in the top-right corner to save or publish the survey:
"Save as draft": Saves your progress for later.
"Publish": Makes the survey live (accessible via the dropdown menu).
A visual representation fo this process is demonstrated below:
9. Chat
Navigating to the Messages Section
Navigate to the "Messages" section, located in the right-hand side menu.
On the Messages page, you will see all current chat groups displayed on the left side of the page.
Interacting with Chat Groups
Viewing a Chat Group
Click on a specific chat group to open the chat on the right-hand side.
Viewing and Managing Group Members
To the right of the open chat, you'll see a smaller gray tab labeled "Group Members", followed by a number in parentheses indicating the total members in the group.
At the bottom of this tab, you can add new members by clicking the yellow "Add new members" button.
Sending a New Message
To send a new message to a specific person:
Click the blue "New message" button located above the current active chat groups.
Creating a New Chat Group
To create a new group, click the blue "New group" button located above the current active chat groups.
The "New group" button provides two options via a dropdown menu:
Option 1: "New group"
This allows you to create a custom group.
Name the group and manually add the desired members.
This group will only include the members you add.
Option 2: "New automatic group"
This option creates a group connected to a specific location and role.
For example, a group named "Managers at HQ" would automatically include all employees assigned to the Manager role at the HQ location.
New members assigned to this role or location will also be automatically added to the group.
A visual representation of the this process is demonstrated below:
10. Video Handbooks
Navigate to the "Handbooks" Section
Begin by opening the "Handbooks" section in the right-hand side menu. Here, you’ll see all existing collections, handbooks, and articles.Start Creating a Handbook
For a Stand-Alone Handbook:
Click the "+Create" button in the top right-hand corner.For a Handbook in a Collection:
Locate the desired collection and open it by clicking on it. Once inside, click the "+Create" button in the top right-hand corner.
Select the Handbook Type
After clicking "+Create", you’ll be presented with three options:New Article
New Quiz
New Video
Choose "New Video" to continue.
Fill in Video Handbook Details
In the video handbook setup screen, complete the following sections:Title: Enter a name for your video handbook.
Thumbnail: Upload an image to represent the video. For example, if the video is about frogs, you might upload a frog image to make it easily identifiable.
Click Here to Upload: Click this section and upload the video file for the handbook.
Set the Audience
Navigate to the "Audience" tab, located above the video options and to the right of the "Content" tab.Use the "Account" and "Role" options to specify the intended audience, ensuring the video handbook is only visible to the appropriate users.
Save or Publish
When everything is ready, you can choose to:Save Draft: To save your progress and continue editing later.
Publish Handbook: To make the handbook available to your audience.
These options are available via the blue button in the top right-hand corner. Use the drop-down menu on the button to select your preferred action.
A visual representation of this process is demonstrated below:
Below is an example of how a visual handbook appears to employees:
11. Permissions
Navigate to the "People" section.
Locate the employee whose permissions you want to edit.
Click the ellipsis icon (three vertical dots) next to their name.
Select "Edit Permissions" from the dropdown menu.
A permissions window will appear in the center of your screen.
In the upper-left corner of the window, locate the box labeled "Role".
Open the dropdown menu to view the available roles:
Admin
Editor
Manager
Employee
Choose the appropriate role for the employee.
If assigning the "Manager" role, you must specify an Area and District to restrict the manager’s access to content relevant to their location.
A visual representation of this process is demonstrated below:
12. Quiz Functions
Quiz Types and Step-by-Step Instructions
1. Important Features to Understand Before You Begin
"Select Type" Dropdown Menu:
This menu contains all the quiz types you can choose from. You’ll see it:When creating a new quiz.
When adding new questions to existing guides.
"Explanation for User" Field:
Found under each "What is your question?" section.
Provides participants with a brief explanation of the question. You can use the default explanation or write your own to make things clearer.
Answer Explanation Feature:
Found at the bottom of each question.
Lets you provide an explanation to participants after they answer.
Helps those who answered incorrectly understand their mistakes and learn from them.
2. True or False
What it is: A simple yes/no question.
How to set it up:
Write your question in the "What is your question?" section.
Choose whether the answer is True or False by clicking the option. The selected answer will have a blue ring to the left of it (a ticked box).
3. Single Choice
What it is: A multiple-choice question with only one correct answer.
How to set it up:
Write your question.
Click the blue Add choice button to create answer options.
Enter your options in the provided fields.
Tick the box to the left of the correct answer.
👉 Remember: You can add multiple options.
4. Multiple Choice
What it is: A multiple-choice question with more than one correct answer.
How to set it up:
Write your question.
Click Add choice to create answer options.
Tick the boxes next to all correct answers.
👉 Tip: Be sure to clearly state in your question that multiple answers may be correct.
5. Sequence
What it is: A question that asks participants to arrange items in the correct order.
How to set it up:
Write your question.
Click Add choice to add items to the sequence.
Ensure the information corresponds to the correct sequence number. (1, 2, 3, etc.).
You can add up to 5 items.
6. Match Category
What it is: A question that asks participants to match items to categories.
How to set it up:
Write your question.
Create categories by entering names under "Category Name."
Add items under each category by filling in the "Label" field.
👉 Add an emoji for each label to make it visually clear and reduce misunderstandings.Click Add item to include additional options.
Repeat for all categories and items.
7. Fill in the Blanks
What it is: A question where participants fill in blanks within a sentence.
How to set it up:
Write the full sentence in the "Edit text" section.
Click Choose blanks, then highlight the words you want to turn into blanks and press enter.
Each blank word will appear under "Available answers."
Add incorrect options using the + Add faulty answer button.
👉 Note: You can select up to 6 answers in total (correct and faulty).
8. Mix and Match
What it is: A question that asks participants to match pairs.
How to set it up:
Write your question.
Enter pairs under Pair 1, Pair 2, etc.
Add items in the "Label" field for each pair.
👉 Use emojis to clarify the items.
9. Hotspots
What it is: An interactive question where participants click specific areas on an image.
How to set it up:
Write your question.
Upload an image or choose one from the gallery.
Drag and draw hotspots over the areas participants should identify.
If needed, turn on "All spots need to be found" for full correctness.
👉 If this is off, you’ll need to select the correct hotspot manually from the list found below. The hotspots will be numbered in accordance with the order they were made in.
10. Text
What it is: An open-ended question where participants type an answer.
How to set it up:
Write your question.
Enter accepted answers in "Type to add accepted answers."
Use the Allow similar answers option to accept minor variations (e.g., typos).
