Getting Started with TrueTeams



Congrats on taking your first step towards building a more engaged team. As you are getting to know TrueTeams, we hope this step-by-step guide will help you get a head start in your journey and soon you’ll be ready to ask insightful questions to your Community Members and make crucial decisions based on the results. 

Namely, after reading through this guide, you’ll know how to: 

Create Your Account

But first let’s create your TrueTeams account. 

Step 1. You’ll receive an email with the activation link to start the process. 

Step 2. Login at https://truepublic.com/business/login to confirm your name and business email and create a password to create an account.

Step 3. Once logged in, you can access your profile by clicking on the downward arrow next to your name in the right corner of the screen:

Once you log in, here are the main menu items you'll see in the Main Navigation bar:

Create A Company Profile

1. Updating company settings

To add or modify your company settings, click your name icon in the top right corner of the screen and select Settings. You’ll be redirected to the Settings page with a top navigation bar showing the following options: 

Step 1. Choose Settings to update your company settings. 

Step 2. To add/change your company name, type it in the Company name section under Community Details

Step 3.
To add/change your community name, type it in the Community name section under Community Details.

Step 4:
To add/change your company description, type it in the Description section under Community Details

Step 5. To add/change your community logo, click Upload new under Community logo. Make sure to follow the size guidelines and make it at least 600x600 pixels. You will have a chance to crop your logo once you upload it

Step 6. When you’re done updating your Company Profile, click Save to save the changes made.

2. Set Demographics

On the Demographics tab, you can define and update the Demographics that your Members need to provide to join your workplace community. The results for each question will be broken down by these demographics. So think about which breakdowns will provide the most meaningful insights.

You can also target questions to be answered only by Members identified with specific demographics.

You may always update your demographics later.

Note: When you first log in, you may see demographics that our account managers have discussed and set up for you. You can apply changes to the existing custom demographics or create new ones.

 To create a new Demographic:

1. Click Add a new demographic in the right-hand corner of the screen.

2. Provide a short,1- or 2-word demographic name (example: “Department”, “Tenure”) in the Demographic Name field. This can be renamed any time later.

3. In the Groups fields, provide at least 2 options for each demographic. As you do it, make sure every group has at least 5-10 Members to maintain anonymity. The stats for a group will be displayed only when at least 5 responses from the group have been recorded.

4. Select the option Required from the Demographic Settings to require all your Members to provide information related to the demographic. Select Optional to allow your Members to opt out if they wish to not share. Members will see stats only for the demographics they provided. They can update their demographics anytime from the Profile page on the TrueTeams app.

5. Choose how frequently you want your Community Members to update their information for the particular Demographic by providing input under Repeat.

You can set the Demographic question to repeat every few Years, Months or Weeks. For most demographics, it is advised that Community Members update their information at least once a year. But for some demographics, you may need it updated more regularly. Just be mindful when selecting a timeframe to not distract your teammates needlessly. 

For example, imagine you have multiple projects and every three months you rotate the Members assigned to each project. If you want to confirm the project each team member is busy with at the beginning of every quarter, you can create a demographic “Current Project”, and set it to Repeat every 3 months starting from January 1. This way, your Community Members will be asked to update their demographic at the beginning of every quarter (on Jan. 1, Apr. 1, Jul. 1, Oct. 1).

6. Indicate a date for Starting from to start gathering responses for your chosen demographic from the set date onward.

Important note on updating Demographics: 

When you rename a department in your company leaving the team composition exactly the same, you can easily rename the Group in the respective Demographic. 

However, if you added a new department or merged 3 into 1, you will have to delete the existing group and create a new one. You may alternatively create a new demographic with new option choices. 

Whenever you make a structural change like this, all your Community Members will need to confirm their demographic to ensure that they are identified with the correct group.

3. Manage Admins

Chances are you are not the only person in your company to ask and moderate questions and use the timely insights to make decisions. If so, you can invite your colleagues as Admins to give you a helping hand and not miss out on all the fun! 

View Admins’ List

Go to Settings and select Admins from the top navigation bar to see all the admins who have access to your community on TrueTeams content. They all can see and use the platform the same way as you do.

You can tap on an row or click Edit details from the  ••• (Actions) menu to modify the information about an admin or see details about their activity, i.e the join and last login dates. 

Invite Admins

To invite a new admin, click Invite an admin and fill in their details. Only their first name and email address are required. Once you hit Invite, the person will get an email with a link to set their password and create an account.

In case you want to ping them again or accidentally made a typo in the email address, you can always resend the invitation by clicking the Resend button from the Admin’s details page. You can also copy the invitation link and send it over via another communication channel if it’s more convenient. 

In case they don’t accept the invitation within a week, the invitation will expire. You may either delete them or resend the invitation.


Deactivate Admins

To temporarily disable an admin’s access to the Console, click Deactivate from the ••• (Actions) menu on the list. 

Alternatively, you can switch the toggle at the bottom of the Admin’s details page. Inactive admins will not be able to login to the Console. Once they’re back to work, you can re-activate them the same way.

Delete Admins

To delete an admin, click Delete and follow the confirmation steps. Deleted admins will lose their access to the Console. 

Please note that you cannot delete or deactivate yourself.

4. Manage Members

TrueTeams only works when you have your team on board. Inviting your team members to TrueTeams is easy.

See the Members and Invitations

Go to Company Settings and select the Members tab. Under Active Members you can see all the people who have access to your community. For the sake of anonymity, you will only see their email addresses but not their usernames. Under Invitations, you can see the people who got an invitation but haven’t accepted it yet.

Manage Community Members

To temporarily disable a member’s access to the TrueTeams app, you can deactivate them by selecting Deactivate from the  ••• (Actions) drop-down menu. Inactive Members will not see your community on the TrueTeams app and nor answer your questions. Once they’re back to work, you can reactivate them the same way.

To remove a member, click Delete and follow the confirmation steps. Deleted Members will lose access to your community unless you invite them again.

Invite New Members and Manage Invitations

To invite one or more Members to your team, click Invite new members from either the Active members or Invitations page. 

You may enter one or multiple emails. Or copy them from another page and paste them into the Emails field. You can also send a CSV file with all the emails you want to be invited to support@trueteams.com and we will do it for you.

Once you click the Send an invitation at the bottom of the page, a member will get an invitation with a unique invitation link to join your team. They will then set an anonymous username and password. There is no way to identify which email corresponds to which username. 

Don’t forget to invite yourself :) 

Manage Invitations

You can see the status of the invitations under the Invitations page.

If some of your members still haven’t joined the community, you can always resend the invitation by clicking Resend invitation from the  ••• (Actions) menu on the Invitations page. You can also copy their invitation link and send it over via another communication channel. 

In case they don’t accept the invitation within 30 days, the invitation link will expire. You may either Delete the invitation by selecting Delete invitation from ••• (Actions) menu or resend it. When you resend an invitation, the previous link will automatically become invalid for security purposes. Hence, Members need to make sure they use the latest link to join the community.

Create Questions

Creating a question on TrueTeams is easy. 

From the top navigation bar, choose Questions. Then click on the + Add Question button from the right corner. This will take you into a 4-step flow to create a question.

Step 1: Question Content

1. Choose a Question Type

Click 1 of the 5 options to choose your Question Type. Check out the details and best practices for each Question Type here. Or click Read advice next to the Question Type panel for some quick, insightful tips. 

2. Type your Question text and answer choices

Type your Question text in the Question field along with some answer choices based on the Question Type you picked above. 

As you start typing your Question text, similar questions will pop up on the right. Make sure you don’t have duplicate questions, so it’s still fun for your teammates to answer. Useful tip 1: You can search similar questions using synonyms and alternative wording in the search bar to ensure a similar question does not exist.

1. Select in which Space your Question will appear by selecting the name from the Space dropdown menu.

Step 2: Question Settings

Starting from this page, you may save the question as a draft and pick it up from the step where you left off. However, you will not be able to change the Question Type after this. But you can always copy the question and do so. 
 

1. Select Question Distribution

On TrueTeams, questions are classified into Main and Mixers

Main questions are key questions that Admins need to track and take actions based on results (i.e. What’s your relationship with your direct manager?). 

If you classify a question as Main, this means it will be displayed to all Community Members at some point. Unlike Mixers, Main questions are displayed at a certain frequency., i.e. once every 3 questions to make sure everyone who is eligible gets a chance to respond. 

On the other hand, Mixers are light, get-to-know-you questions that keep the community engaged. While these questions may still be a source of interesting insights, their primary goal is to keep Main Questions fun to respond to, making sure you get the answers you need without the hassle of constant reminders. 

2. Select Priority for a Question
 

Assigning a Priority is an easy way to control the distribution of a Question in relation to other active Questions at a given point in time. Questions with a higher priority will be displayed on the app before those with a lower priority. You may only set a priority for Main questions.When multiple questions have the same level of priority, they appear based on their creation date, with the most recent questions appearing first on the app. 

When you create a Main question, you will see the “Low” priority selected by default. You may change the Priority of your Question by selecting one of the following options from the dropdown menu. 

Pro tip: Try to reserve High or Very High priorities for the most important questions only. 

You can still use these priorities to temporarily speed up response collection for time-sensitive questions (example: participating in a local conference that is in 3 days.) Additionally, we suggest sending Push Notifications for the most urgent questions.

3. Set Start and End Dates

By default, your Question will automatically start running the moment you activate it. But you can also schedule it to run on specific days by selecting Start and End Dates.

Using End Dates is critical for time-sensitive questions, i.e. ones related to corporate events or team retreats. If there is no End Date set, the question will be displayed to all newly joined Community Members even after the event is over. For Recurring Questions, the end date will also define when the question will stop repeating. 

  4. Set the Repeat for Recurring questions

You likely have a set of questions you want to ask your Community Members repeatedly. This can be used to track certain metrics (e.g. members’ mental health, job satisfaction, management feedback, etc.) and benchmark against past performance. 

If you’ve decided on the time interval between check-ins, you can easily automate this process by applying the Repeat setting to the Question.

This setting has two values — Never and Repeat. Here is how each option works:

Important Note on the Repeat setting:

When the Repeat setting is used, each time the question repeats, it will be displayed and become answerable to the respondents who have already answered the question last time. 

The results for recurring questions are also displayed in the form of a timeline, so you can easily track changes over time and likely observe some interesting trends. You can switch back to chart view anytime to see the responses from a certain period only.

5. Decide Who Can See Question stats 

Decide who can see the Question statistics by setting the Show Statistics to one of these 2 options:

6. Decide How Reasons Will Be Displayed

Decide which Reasons will be displayed to your Community Members by setting 
Reasons to one of these 3 options: 

7. Activate Your Question

Jump back to the top of the page and flick the toggle to the right to activate your question. 

Step 3: Targeting

You can target questions to a specific group within your community based on the Demographic information Members provided during the onboarding. If you do not wish to apply any targeting for your Question, click Next to proceed to Review

On the left-hand side panel, select the demographic(s) by which you want to target the question. In the example below, we have targeted by Age, Gender, Profession and Marital status.

The selected demographics will appear on the right-hand side of the panel. Click on the options to select the particular group you want to target within each demographic. In the example below, we have targeted 18-32- and 66-year-old and above females who are married, single or live with a partner. The women in our target group are either iOS developers, designers, QA engineers or business developers by profession. 

Step 4: Review

1. Review Your Question 

In the last step, you can review your question by going over the Question Preview, Settings and Targeting

To change any of these fields, simply click on the Edit button on the left corner.

2. Send a Push Notification 

If you want to generate speedy responses for your question, flick the toggle to Send a Push Notification.  

This will send a notification to your Target Audience — if you have set one as soon as you publish the question. Upon clicking it, your Community Members will be taken directly to the question.

All About Question Types

Here you’ll get a quick recap of the main attributes of each Question Type. This will help you choose the most suitable type for each question you plan to ask and draw actionable insights from. 

No matter what your Question Type is, the question length is capped at 300 characters, including spaces. 

Options Question Type 

Here, edits refer to fixing typos or making other minor amendments that won’t change the meaning of the answer option (i.e. changing “daily” to “every day”). In case you want to make a major change, you will need to copy the question, make your edits and run it again. 

 Agreement Question Type
Number Vote Question Type
 Rating Question Type
 Rank 3 Question Type

Managing Questions

To access your question grid, click Questions from the Main navigation bar on top of the screen. There are several actions you can take once on this page.

Edit a Published Question

To edit a question, click the ••• (Actions) button at the right end of the question and select Edit from the drop-down.

Copy a Question

To copy a question, click the ••• (Actions) button and select Copy from the drop-down menu.

Activate/Deactivate Question

When you want to stop displaying the question on the app, you may deactivate it by selecting Deactivate from the ••• (Actions) menu. To restart a deactivated question, click the ••• (Actions)  button and select Activate from the drop-down menu.

View Question Responses

To view Question results, click Questions from the Main navigation bar. There are 2 options to access the summary of results:

Option 1: Click on the individual question and you will be automatically redirected to the Question Results page. 

Option 2: Select the Question you want to view the results for and click the  •••  (Actions) button at the far right of the Question under the Actions column. Then select View Responses to be redirected to the Results page. 

Once on the Results page, you can choose to view the results in 2 formats — absolute values or percentages. Select your preferred view by clicking the appropriate option next to Show results as at the top of the screen. 

Send a Push Notification

When the question is active, you may Send a push notification to expedite the collection of responses. A push notification will be sent to all the Members who haven’t answered the question yet. 

To send one, click ••• (Actions) and select Send a push notification from the drop-down menu.

Alternatively, you click on an individual question and access the feature from the Actions menu on the Question Details page

Share with Stakeholders

There’s no need to add your colleague or CEO as an admin just to share insights on a specific question.  

Just click ••• (Actions) and select Share with stakeholders from the drop-down to get a public link.

Alternatively, you can click on an individual question and access the feature from the Actions menu on the Question Details page. 

Anyone with the link will be able to see the question’s responses and reasons the same way they appear to you on the Console. In case the URL was accidentally shared publicly and you wish to disable it, please reach out to us at support@trueteams.co

Share with the Community

If you want to share the results with your community, you can use this link to redirect Members to the specific question on the app. If they have already answered the question, they will be redirected to the stats page. 

This is a great way to ping your team about an urgent question. Or celebrate a milestone big or small you achieved by acting upon the results of an eye-opening question.

Delete a Question

To delete a Question, click  ••• (Actions) on the Questions page and select Delete from the drop-down menu. 

Alternatively, you can click on the individual question you plan to delete and access the feature from the Actions menu on the Question Details page. Beware that this action cannot be undone.

Use Filters for Easy Navigation
 
In the Admin Console, you can use filters to easily find the questions you are looking for. 

Step 1. Click Add Filters on the top right corner of the screen to sort your Questions based on the following filters: 

Step 2. Once you have selected all the filters, click on the Apply button to filter your Questions.

Step 3. If you want to reset the filters, click the Reset All button. You can also remove the applied filters one by one.

Moderate Member Questions

Moderate Member Questions

Member Questions are what make TrueTeams surveys fun while allowing Members to get to know each other and feel like they belong in the team. In addition to the monthly sets of community questions developed by TrueTeams, your Members too can submit their own question ideas for community-wide voting. To make sure user-submitted questions are qualified to be displayed on the app, you need to conduct a simple moderation. Here is how you can do it easily. 

Step 1. First, go to Member Q’s under the Main Menu. You will see a question grid with recently submitted questions.

Step 2. Click on a Question to start moderating it. In simple terms, you need to decide whether to approve the question or reject it.

You can edit the Question type, text as well as the answer Options.

Step 3. Approve or Reject the Question 

A. If you want to Approve the Question, click the APPROVED button at the bottom of the page.

B. If you want to reject the question, click the REJECTED button. There is no need to fill in any other fields. 

If you decide to approve the question, you will need to complete a few more steps you've likely done before when creating a question yourself. 

Step 4. Check the Similar Questions section to make sure the submitted Question has no duplicates.

Step 5. If you decide to change the Question Type selected by the member, simply select a new Question Type. The answer options entered by the member will be saved. 

Even if you decide to change an Option-type Question into Agreement or Rating Type with predefined answer options, the options provided by the member will be saved. You can always retrieve them by switching the Question Type back to Options.   

Step 6. To select the appropriate Space where the Question will appear, click the Spaces drop-down menu. 

Step 7. To save the changes made during the moderation, click the Save Question button in the bottom right corner.

Moderate Reasons

Reasons are text-based comments that Community Members can leave under each Question (unless they have been manually deactivated). Community Moderators bear full control over Reasons within the premises of their community. 

Step 1. Click on the X to access the Reasons section. Here you can:

Reasons can be sorted by the Date they were created by clicking the Date Created button next to the Sort By section.

Step 2. Click the Actions to choose from any of the following quick actions:

Step 3. If you’ve selected the View option in the quick actions menu, you will be taken to the Reason Details page. Here you’ll get an in-depth view of the selected Reason including:

Step 4. Click on the Delete Reason button at the upper right corner if you want to Delete a particular Reason.

Step 5. Click on the number under the Other Reasons by This User section in order to access all the Reasons posted by the user in a separate tab.

Step 7. Click View all reasons to open all the reasons for that question in a new tab. 

Step 8. Click the Close button to close the Reason Details page.