This guide will show you how Admin users can launch a Vitals cycle to prompt people leaders to provide Vitals for their employees either as a one-time cycle or as an automated (recurring) cycle.
Admins, direct managers, and up-line managers also have the option to update an employee's Vitals at any time.
1. Customize your Vitals Template
The first step to launching Vitals to your company is to customize your Vitals template. This is where you will designate who should be invited to provide Vitals for your employees. Our default Vitals template is set to automatically invite managers to provide Vitals for their direct reports (that is, for any employee you want to get Vitals rating for, our default is to automatically invite their direct manager to provide Vitals based on the reporting relationships in Quantum Workplace). If you want anyone other than the direct manager to provide Vitals for your team, or if you don't want the direct manager to be invited based on the reporting relationships on file in Quantum Workplace, you will need to customize your Vitals template. Please note that once you use your template to launch a cycle, you will lose the option to edit certain elements of your template. For this reason, we recommend contacting your Customer Success Manager before you launch your first Vitals cycle.
If you need to customize the Vitals questions to fit a 9-box or if you need to change the wording of our recommended Vitals questions for any reason, you'll make those edits in this template directly to the questions. Please contact your Customer Success Manager for assistance.
To view your Vitals template, navigate to Administration and click Vitals. Then, click the Templates tab. You will see a template titled "Vitals"; this template includes our 3 Vitals questions. Click Edit to open.
General Settings for Vitals are pre-configured, so leave these settings as they are. The Feedback Groups section is where you will specify who should provide Vitals in relation to the employees under review. Our default Feedback Group setting is to invite the direct manager of the employee to provide Vitals and to automatically invite those managers based on the data in Quantum Workplace. If you need to invite anyone other than direct managers to provide Vitals or if you need to manually select direct managers to provide Vitals, click Edit here. If you don't need to change these settings, you're ready to launch your Vitals cycle (proceed to step 2 in this guide).
If you need to turn off the ability for direct managers to provide Vitals, uncheck the box next to Manager to remove this group from being invited to provide Vitals.
If you need to invite people other than direct managers to provide Vitals (e.g., matrix managers), replace the text in "Other" with the text of that group and click Save Feedback Groups. Click Add New Feedback Group for any new type of relationship that should be invited to provide Vitals. Vitals supports a maximum of 3 customer Feedback Groups.
For any custom group you create, the only option for How will this group be selected? is to "let the end user select feedback providers". This means that you will need to manually specify who these providers are.
Once you have configured your Feedback Groups (Vitals Provider Groups), you will see each group and the method of invitation under the Feedback Group settings.Once this looks correct, you're ready to launch your Vitals Cycle.
2. Launch your Vitals Cycle
Once your template is configured, you're ready to launch your cycle. This is where you will select which employees should receive Vitals ratings.
From Vitals Admin, click the Cycles tab. Then click New Cycle. Under General Settings, select Single cycle (used most often) or Automated cycle if you would like to schedule this to go out on a recurring basis (e.g., every quarter). Name your cycle and optionally, add context for your Vitals Providers in the About This Cycle section. If you do add context here, be sure to check the box next to "Include in emails and feedback experience." Click Save and Continue.
Under Vitals Recipients, click Select Feedback Recipients. From the resulting window that pops up, select all employees who need to receive Vitals ratings.
From the drop down menu of "Select a Template", click Vitals. Then click Add People followed by All Done to advance. If you need to select Feedback Providers, you can do that from the resulting window using the Import Providers button. (You can complete this now or return to this step later to import providers.) Follow these instructions for importing Providers.
Under Set Schedule & Milestones, select your milestone dates. You can choose to select a date that all Vitals should become visible, or you can choose to set Vitals to be visible in real time by checking the "Immediately" box. Once you have set your dates, you can click Save and Continue and Launch to launch your cycle.
How to specify who should provide Vitals after your cycle launches
You can still add Vitals providers after your cycle launches. You will need to complete this step if you did not already import Vitals providers during the cycle set up process
From the Feedback tab, find the Vitals cycle you've launched using the Cycle drop down menu. Any employee who is under review as part of this Vitals cycle will appear under Recipient. Click the blue Add Providers button next to any employee to add their Vitals providers. You will be able to add providers for every Feedback Group (Vitals Provider Group) that you created when you configured your template. Type in the name or email address of the person who belongs in each group and click Add Providers. Anyone you add here will be notified via email that they have been invited to provide Vitals for the employee.