Onboarding your organisation

This applies to Organisation Admins.

The onboarding wizard sets up everything your organisation needs to run wellbeing check-ins: your groups, the people who receive check-ins, the people who can see the results, and the schedule that sends it all out. This guide walks through it end to end.

1. Open the onboarding wizard

Log in and you will land on your Home dashboard. If your organisation has no check-ins yet, a Begin onboarding banner sits at the top of the page. You can also reach the wizard at any time from the Onboarding wizard quick action further down the same page.

You can also access the onboarding wizard by clicking on Surveys > Onboard Wizard (top right of the screen).

2. Work through "Before you begin"

The wizard opens with a short checklist. It covers the things that should be in place before check-ins go out, and it ticks off what we can detect for you.

• Create a question set. Your check-ins need at least one question set to run. This ticks itself green as soon as your organisation has one. If you do not have one yet, use Create question set to build it, then come back.
• Review your email templates. Check the wording of the welcome, invite, reminder and results emails your people will receive.
• Review your org admins. Check who can manage your organisation, and invite anyone who is missing.
• Review My Wellbeing Resources. Check the wellbeing resources your people see after they complete a check-in.

The last three open in a new tab and are ticked by hand: select Mark reviewed once you are happy. Those ticks are remembered in your browser for this organisation and expire after 7 days, so the checklist asks you to look again periodically rather than staying ticked forever.

Note: until your organisation has a question set, the download and upload steps stay locked and the wizard shows a prompt instead. Creating a question set unlocks them.

3. Download the onboarding template

Select Download template. The file you get is not blank: it is exported with the groups and people you already have in Govox, so you can use the same sheet to set up a new organisation or to update an existing one.

If you have an integration such as Wonde or iSAMS, your groups are fetched automatically and the wizard tells you so on this step. You can then remove any groups you do not want to include before you upload.

4. Complete the template

The workbook has three tabs. Keep the tab names exactly as they are, and fill in each one from the first empty row under the headings.

Two rules are worth calling out, because they cause most upload errors:

• Every email address you use as a report user or alert user on the Group or Team tab must also appear as a person on the Dashboard Access tab.
• Every group name on the Check-in Users tab must match a group name on the Group or Team tab exactly.

Note: if you have an integration set up, such as Wonde, you do not need to complete the Check-in Users tab. Those people are imported for you when the template is uploaded.

To retire a group you no longer need, put Y in its Archive column rather than deleting the row.

5. Upload your template

Back in the wizard, select Upload data and choose your file. We check it straight away: that the tabs and columns match the template, that the email addresses are valid, and that everyone who needs to be listed is listed. If anything is not quite right you will see exactly what to fix, and you can correct the sheet and upload it again.

6. Review your groups

Once the file is accepted you land on Review and confirm. The top of the page summarises what we found: how many groups and how many invitees.

For each group you can:

• Check the lead, and select the counts to see exactly who the report users, alert users and invitees are.
• Choose the question set that group will be asked. If your organisation has more than one question set you get a dropdown per group, so different teams can run different check-ins.
• See which groups are marked to archive.

When you have more than one question set, each row also gets a tick box and a Bulk assign question set bar appears above the table. Tick the groups you want, or use the tick box in the header to select them all, choose a set, then select Assign to selected. It is the quickest way to put most groups on one set and then change the few that differ.

A green tick means the group is ready. An amber warning means the group has no invitees and will not be created, so add its people to the Check-in Users tab if it should run.

7. Set up your wellbeing details

Below the groups, tell us how you want check-ins to run. As you make choices, the proposed schedule builds itself on the right hand side.

• Welcome email date (optional). A good idea for anyone who has not had a check-in before: it introduces them to Govox before the first invite arrives. Leave it empty to skip the welcome email.
• How the schedule is generated. Choose Auto Generated to have us build the dates from a start date and a frequency, or I want to pick the dates myself to add each check-in date by hand.
• First check-in date and frequency. Monthly, quarterly, or a custom interval such as every 2 weeks or every 3 months.
• Preferred check-in days. Select one or more days of the week and we will move invites onto them.
• Run to date (optional). Leave it empty and we provision up to 12 months of invites. Set a date to stop earlier, for example at the end of a school term.

Scroll on for the sending options.

• Reminder days and results days. How many days after the invite the reminder and the results are sent. Neither is sent over a weekend.
• Time of day that invites, reminders and results go out.
• Close the survey after results are sent. Choose Yes to stop late responses once results have gone out. Choose No and the group lead is emailed about any check-ins completed after that point.
• Wellbeing alerts. Notify each group's alert users when a check-in raises a concern. Turn on Red flag alert and set the number of red flags that triggers it, and Happiness score alert and set the score at or below which it triggers. Both apply to every survey created by this upload, and you can fine-tune them per survey afterwards under Manage. This section only appears if alerting is switched on for your organisation.
• Survey introduction and finish messages. The words your people see at the start and end of the check-in.
• Update or Close and Rebuild. Update keeps your existing check-ins and their history, adding new groups and refreshing people and question sets. Close and Rebuild closes the current check-ins and starts fresh ones with the same names, which means the wellbeing dashboard will not show the earlier history. Update is the right choice unless you have been told otherwise.

The panel on the right shows every check-in the settings produce, with its reminder and results dates and a running total. To move a single date, select the pen icon next to it and pick a new one, and the rest of the schedule updates around it.

8. Submit

When the groups and the schedule look right, select Submit. You will see a confirmation that your data has been received.

We process the request and set up your check-ins. If you need anything in the meantime, contact support@govox.com.

What happens next

Once your check-ins are live, these are the pages you will use most:

• Home gives you a summary of engagement, happiness, red flags and the areas people are commenting on.
• Review Hub is where you work through individual responses and mark each one as no action needed, following up, or urgent.
• Insights shows trends over time and who needs attention.
• Surveys lists your check-ins, and Users is where you add or remove people between onboarding runs.
• Help Centre, at the bottom of the menu, brings you back to these articles at any time.

Troubleshooting

If you get stuck at any point, contact support@govox.com and we will help.