Configuring your Inspire Instance: the Administrator Role

This article explains Inspire's configuration and customization options and can be used as a guide for setting up a new instance or, to update the settings for an existing instance.

Inspire Administrators have the ability to configure Inspire settings in three main categories, Settings, Group Management, and User Management.  Select any of the options below to customize a new instance or, update the settings for an existing instance at any time.  
  • Settings - The options in this section control how Inspire appears to the end users. What modules are available and how things are labeled. 
  • Group Management - Create Groups to easily assign courses to a group of individuals or drill-down into reports. 
  • User Management - Add, edit, or delete Inspire users. Change user photos, update passwords, assign supervisors, or grant Administrator rights. View your Inspire Licenses and request additional licenses or new license types. 
  • Utilities - View the Job Scheduler.  Your Client Success representative will set up and review the Job Scheduler with you during your configuration session. 
  • Integrations - This section identifies Administrator actions required to allow integration from Inspire for additional functionality and accessibility with certain third-party applications. 

Note: This article focuses on the Administrator role, there are six additional roles with other rights and privileges. More information is available here

Accessing Administrator Settings

All of the options and settings described in this article are controlled using the Management Administration page. To access this page, follow the steps below. 

1. On the top toolbar, click the Modules menu and select Administration.

AdminMOdule

Note: The Administration module will only appear for those users who had been assigned Administrator privileges. 

2. The Inspire Management Administration page will display.  Use the left-hand navigation pane to locate available settings. The options will differ for each Inspire Administrator type. 

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3. To exit out of the Management Administration page, select Home at the top of the screen or select a module from the Module pull-down menu. 

Home

Note: Sign out and sign back in again after editing or updating the settings in order to view the changes. 

Settings

The options in this section control how Inspire will appear to the end users: what modules users will see, what background images are used, what notifications will be sent, how the phases of performance are labeled, the planning and 1-1 cadence, and how progress on objectives is depicted. 

  • Company  - set the visibility of Inspire modules, personal objectives, or the default image gallery. 
  • Company Roles and Objectives - populate a list of useful sample roles and objectives that can easily be added by all employees. 
  • Notifications - customize your automatic email notifications (note that the notifications for the performance cycle are set by the Performance Administrator in a separate section.)
  • Schedule Management - determine how often employees are required to meet with their supervisors as well as the date and time they submit their weekly plans. 
  • Progress Customization - customize the appearance of the objective progress slider

Company 

The Company settings category allows Administrators to:

  • set a company logo
  • choose the default image gallery
  • set the default homepage background 
  • select whether or not users are able to add personal as well as professional objectives
  • select which of the available Inspire modules are visible to users

Upload a Company Logo if desired, the Inspire logo is set as the default logo. When uploading your company logo, follow the specifications in the upload screen.

Select a Default Gallery to illustrate new objectives, roles, or values. Images from the default gallery will be selected at random when users add new values, roles, or objectives.

Set a default Homepage Background for users from one of the Inspire galleries. When set, it will display for all users unless they have chosen a custom image.

Enable Personal Perspective to allow Inspire users to add personal as well as professional objectives.

Use the Navigation Settings to set the visibility of each Inspire module and choose whether it appears by default on the main menu bar.

If the Available to Users toggle is set to off, the module will not be included in the Module pull-down menu and users will not be able to access it. 

OFF

If the Available to Users toggle is set to On, the module will be included in the Module pull-down menu. 

On

If the Main Menu Default toggle is set to On the module will appear in the main menu bar at the top of the screen in addition to the Module image-697 pull-down menu. 

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Company Roles and Objectives

Use this section to create a list of Sample Objectives (or Roles) that will appear to all Inspire users.  This list allows new users to easily select and add a pre-written objective along with all its associated key results

There are two ways to add objectives to the Sample Objectives drop-down list: create a new, custom objective unique to your company, or choose from a pre-populated list of stock objectives. 

To add a new, custom Objective, follow the steps below. To choose from the list of stock objectives, skip to the next section

1. Open the Management Administration page. 

2. In the left-hand navigation pane, select Settings, and then Company Roles and Objectives.

3. Set the List drop-down menu to Company.

4. Set the Manage drop-down menu to Objectives.  

5. Use the Perspective drop-down to determine whether your sample objectives are personal or professional. Note that the Perspective menu will not appear if Personal Perspective has been disabled in Company settings

6. Next, click the green +Add button to add a new objective.

companylists

7. In the New Objective window, enter an objective title and description. Optionally, click the image to select an image for the Objective. 

8. Next, click  +Add Key Result and add any Key Results. 

9. When finished adding all Key Results, click Save.

10. The new objective is saved and will now appear in the Sample Objective list

11. To edit or delete an existing sample objective, click the Edit icon in the right-hand corner of the objective image.

editobjective

Note: This same process may be used to add Roles to the Sample Roles drop-down list that appears to new users when Adding a Role

To add one of the pre-populated Stock objectives to the Sample Objectives drop-down list, follow the steps below:

1. Open the Management Administration page. 

2. In the left-hand navigation pane, select Settings, and then Company Roles and Objectives.

3. Set the List drop-down menu to Stock, the Manage drop-down menu to Objectives, and the Perspective drop-down menu to Professional. This will display a selection of professional stock objectives.  Note that the Perspective menu will not appear if Personal Perspective has been disabled in Company settings

4. To add one of the stock objectives to the Sample Objectives drop-down list, select the Copy icon in the upper-right hand corner. 

copyobjective

5. The stock objective will now be listed in the Sample Objectives drop-down list that appears to new users who have not yet added their first objective.

Note: This same process may be used to add Roles to the Sample Roles list. 

Notifications

The notifications section allows administrators to control what notifications are automatically sent by Inspire, the content of those notifications, and when and how often they are sent.  For each of the notifications listed below, you may enable the notification, edit the email subject and message, or make the notification mandatory. 

  • Weekly Plan Submitted
  • Weekly Plan Past Due
  • 1-1 Past Due
  • Performance Cycle Event Available
  • Performance Cycle Event is Approaching Due
  • Performance Cycle Event is Past Due
  • Performance Cycle Event Update
  • Performance Cycle Sub-Event Update
  • Performance Objective Updated
  • Objective Approaching Due
  • Team Objective Unread Comments
  • Objective Check-In Reply
  • Objective Check-In Like
  • Objective Progress Stagnant
  • New Objective Created
  • Objective Achieved
  • New Objective Follower
  • New Follower
  • Weekly Plan Approaching Due

Note: Notifications regarding the Performance Cycle are controlled by the Performance Administrator in a separate section. 

Schedule Management

In Inspire's  Performance Management cycle, users submit a weekly plan of attack to their Team Leader and then meet regularly to discuss progress or obstacles. The frequency of these events is controlled using the Schedule Management settings. 

  • Weekly Plan Cadence - set the day of the week and the time that employee's weekly plans are due. 
  • 1-1 Cadence - set how often employees are required to meet with their supervisors, and by what day and time. 

To edit the date, time, or frequency of events, enter a new term in each field and select Save.

Progress Customization

As a user make progress towards an objective, their progress is depicted visually with a color coded slider. Hovering over this slider displays their absolute progress as well as some statistics regarding their daily and weekly expected progress. 

OBJECTIVEPRIG-1

Note: Progress Expected This Week is calculated using Saturday as the last day of the week. 

Whether this slider is shown as red, yellow, or green - as in the example above, is determined by the percentage ranges selected in the Progress Customization settings. 

thresholds-1

This user's progress is show as green since their actual, to-date progress of 77% falls in the range of 90-100% of their expected, to-date progress, which was 85%.

It is recommended that users leave the Expected Objective Progress Thresholds as is. 

Group Management

Create Groups to easily assign courses to a group of individuals or drill-down into reports. When restricting access to company dashboards, Groups can be used to easily assign access. Groups can also be used when setting visibility restrictions to Company-Level Key Results.

To add a new group, follow the steps below:

1. Open the Management Administration page. 

2. In the left-hand navigation pane, select Group Management, and then Groups.

3. Click the +Add Group button to open the Edit Group window. 

4. Enter the Group Name and click Save. 

5. Next, click Add to Group to select employees. Then, add employees individually by checking their names or. use the Add By section to select a group of employees or, to add all employees with a given role. 

addtogroup

6. Once all selections have been made, click Add to group.

User Management

The User Management section contains the settings for adding new users or editing/deleting existing ones. Administrators may also edit a user's profile, add supervisor information, or assign an Administrator role. 

Add Users

To import all new users using the Inspire template follow the steps below:

1. Open the Management Administration page. 

2. In the left-hand navigation pane, select User Management, and then Add/Edit Users.

3.  Click the Manage button at the top of the page and then select, Import Users. 

4. In the Import Users window, click the Download the Import File Template link.

5. Once downloaded, open the Template in Excel and complete the relevant information. Save  the template when finished. 

Note: Do not edit the order of the columns or the column headings. 

Note: The External Person Key is a unique numerical identifier typically assigned by your organization's authoritative HR/IS.

6. Once the template is saved, return to the Import Users window and select the Browse button to browse to the saved template. 

7. Next, select an Authentication Provider from the drop-down list. 

Note: Admins integrating their Inspire instance with Office 365, should choose the O365 option. Admins integrating with Google, should choose Google. 

8. Choose which licenses you would like to assign to all new users listed on the template. 

9. Click the Import button in the upper right-hand corner. 

10. Review the list of users and, if all information is satisfactory, click Finalize Import

11. After a brief pause, the Add/Edit Users screen will refresh to include all new, imported users.

 

To add new user to Inspire individually, follow the steps below. 

1. Open the Management Administration page. 

2. In the left-hand navigation pane, select User Management, and then Add/Edit Users.

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3. Click +Add to add a user. Complete all required fields in the Add New User window. Adding optional information like Business Unit or Department will make it easier to sort and select users later.  

4. Select the Authentication tab to enter the Single Sign-On authentication provider your company will be using. Enter the new user's time zone and then select Save. 

5. Once the new user has been saved, click the Supervisor tab and select the supervisor's name from the Current Supervisor drop-down list.  Then click the green Save 2020-05-01_9-26-25 icon to save. 

6. If the user will require Administrator privileges, select the Permissions tab. There are six Administrator types:

  • Administrator - controls how Inspire appears to the end users, what modules are available and what default image libraries are used.  Creates and manages Groups, add and edits users, assigns Administrator privileges, manages licenses, and has access to the Job Scheduler. The Administrator also has the same abilities as the six other priveleges.
  • Performance Administrator - configures the Performance Agreement and Performance Cycle settings and can view the Completion Status report
  • Human Resources Administrator -  Adds and Edits users,  access the Accountability Summary report and can view employee's past appraisals. 
  • Corporate Strategy Administrator - Adding and editing the Corporate Strategy, adding and editing Corporate Objectives, adding and editing long-term key results and company-level key results.
  • Dashboard Administrator - creates, customizes, and manages the company dashboards
  • Recognition Administrator -creates recognition programs, customizes the available badges and manages points and escalation awards. 
  • Learning Management System Administrator -  structures the Inspire Academy, and has access to relevant training reports.

7.  To assign an administrator role, or roles, check the corresponding box and select Save.  The new user is saved and will appear in the active user list. 

Edit Users

To edit a user to Inspire, follow the steps below. 

1. Open the Management Administration page. 

2. In the left-hand navigation pane, select User Management, and then Add/Edit Users. A list of active users will display.  

3. Type the user's name in the Search field, corresponding users will display. Click the Edit icon to open the user profile and edit their information. 

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4. To change the user's password or photo, click the Ellipsis icon. 

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    Licenses

    This section displays the current Inspire licenses - how many have been purchased and how many are currently assigned.  Administrators can request additional licenses at any time by using the Request Additional Licenses button to display the contact details for Inspire Software. 

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    1. To grant an Inspire license to an employee, click the Editedit-951580 icon under Actions

    2. Enter the name of the employee in the Search Name or Role Title field. Alternately use the Select pull-down menu to select All employees. 

    3. Use the Add (or Remove) icons to assign the selected employee(s) an Inspire license. 

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    Job Scheduler

    The Job Scheduler manages Inspire notifications sent out to users. The Inspire Administrator only needs to set up the Job Scheduler once, but they can manage jobs running once it is set up. Once the Job Scheduler is set up and running, you can update the frequency of the job, run a job immediately, or pause a job.

    Initial Setup of Job Scheduler

    In order for notifications to be sent out to users, the Job Scheduler must be setup. To set up the Job Scheduler, follow the steps below.

    1. Navigate to Management Administration

    2. Expand the Utilities menu, and select Job Scheduler

    3. Click the +Add New Job addNewJob button at the top of the page.

    4. Enter the following information:

    • Job Type: Select a job from the drop-down menu. Any job not currently running on the scheduler will display here. Once selected, a description of the job will display in the description field.
    • Time Zone: Select the Time Zone you would like your job to run on.
    • Schedule: Set the frequency of the job. 

    addJob5. Save SaveButton the job.

    6. Repeat this process until all jobs are added to the Job Scheduler.

    Managing the Job Scheduler

    Once the Job Scheduler is set up, you can update the frequency, run a job not on its scheduled time, or pause a job.

    To update the frequency of a job, follow the steps below.

    1. Navigate to Management Administration.

    2. Expand the Utilities menu and select Job Scheduler.

    3. Find the job you would like to update, and click the Edit editGradeScalebutton in the actions column.

    4. Update the schedule as desired.

    schedule

    5. Click the Save SaveButton button. Going forward, the job will run on the new schedule.

     

    To run a job immediately and not on its scheduled time, follow the steps below.

    1. Navigate to Management Administration.

    2. Expand the Utilities menu and select Job Scheduler.

    3. Find the job you would like to run, and click the Run Now runJobNowbutton in the actions column.

    4. The job will run immediately, and will continue to run on its designed schedule.

     

    To pause a job, follow the steps below.

    1. Navigate to Management Administration.

    2. Expand the Utilities menu and select Job Scheduler.

    3. Find the job you would like to pause, and click the Pause pauseJob button in the actions column. The job will stop running.

    Note: To start the job again, open the job scheduler, and click the Resume resumeButton button in the actions column for the paused job. 

    Integrations

    Inspire integrates with certain third-party applications to enhance Inspire's functionality and accessibility.  The list below will continue to expand as more application integrations become available.  

    MS Teams

    Inspire integrates with Microsoft Teams. Please refer to MS Teams Integration for integration instructions. 

    Surveys

    SurveyMonkey can be used to manage surveys within Inspire. Please refer to How to Use Survey Integration for integration instructions.