TABLE OF CONTENTS
This article shows elements that might only be available with a Super Admin account; not all admins might have access to all the different elements discussed.Introduction
Here is a short introduction of the important features and concepts in the Talmundo App.
-Frontend vs Backend
We differentiate between the Frontend and Backend of the app. The Frontend is the actual app, as accessed by employees; while the backend is the admin part of the app, where the content and employees can be administered.
The frontend will always be available under:
https://www.companyname.apps.talmundo.com/.
While the backend can be reached on:
https://www.companyname.apps.talmundo.com/companyadmin/.
Here area very quick overview of how both look like:
Frontend:
Backend:
When you work on the app, and have both the frontend and backend open, there's a chance that your internet browser get confused, and lead to error messages, or display issues. For this reason, it's best to always use incognito windows to access the backend, and if you wish to have the frontend and backend opened simultaneously, to have each opened in different browsers.
-Filters
Filters are at the core of the app, and all content and users in the app will need be assigned filters. This will define what content which user has access to, as well as what admins can see on the admin page.
Filters are structured in filter categories, which contains an unlimited number of filter items.
Filter categories are not articulated with one another. That means, there can be no hierarchy between filters categories.
In other words, if you want to have a Filter Category 1: Countries and a Filter Category 2: Offices; the filters items available in the 2nd category (the offices) will not depend on the filter item selected in the 1st category (countries).
All content and users need to be assigned at least one filter item in each filter category.
For example:
| Filter Category 1 : Countries | Filter Category 2 : Departments |
| Belgium | Sales |
| Netherlands | Marketing |
| France | Engineering |
When creating any content or adding employees in the app, you will need to assign them at least one of the countries of the filter category 1 "Countries" and one item of the filter category 2 "Departments".
Only content matching the employee's filters will be visible for them.
A module to which "Belgium" - "Sales" are assigned as filters, will not be visible for an employee with the filters "Belgium" - "Engineering".
Filters can be edited by your CSM or the Support Team at any time, but you don't have access to them yourself.
When it comes to admins, only admins having all the filters of some content or employee will be able to edit/delete them. If they only match some of their filters (but at least one in each category) they will only be able to view them.
-Timing
Whenever you add a new employee in the app, you need to set a specific start/end date for this person, and all the content added in the app is set to be available depending on this timing.
When adding new content, you will be able to decide when it will appear, in relation to the start/end date of the employees. The possibility are:
1. From X days before/after start/end date to X days before/after start/end date.
2. From a fixed date onwards (e.g. available for everyone matching the filters of this content after the 1st of June 2023.
3. Always available for employees having matching filters.
App Settings
Even as as a Super Admin, you DON'T have access to the first items listed here. These settings can only be updated by your CSM or the Support team. In case you'd like to change them, please contact either your CSM or Support.
-SMTP Settings
When customizing the emails sent by the app, it is by default not possible to set your own email address as sender or to set the name of the sender.
It is possible to change the sender's name and email address, but for this, the email traffic needs to go through your own SMTP server. If you can setup a user for us on your SMTP server and provide us the below details, you will then be able to customize these fields.
Contact support or your CSM and provide the following details to have your own SMTP server setup in the app:
- SMTP Username
- SMTP Password
- SMTP Host
- SMTP Host Port
- Does your server use SSL Encryption: Yes / No
-Onboarding/Offboarding Period and User Deletion Period
Apps can have a pre-set onboarding/offboarding period, and deletion period. This means that, if set up:
Onboarding/Offboarding period:
All onboardees/offboardees will loose access to the app after a the chosen time (e.g. 180 days). Their data will remain in the app, their forms and pulse checks will be available to admins, but these (ex-)employees won't be able to login to the app anymore.
User Deletion Period:
If set up, this means that all the data of the users will be deleted after a set period. All their personal data will be anonymized and the documents they uploaded / filled in will be deleted.
People who are active key contacts or admins will not be impacted by this setting.
Example:
In an onboarding app, you could have an Onboarding period of 90 days, and a User Deletion period of 180 days. This would mean that employees have access to the app up to 90 days after their start date. After this, they won't be able to access it anymore, but will still be known in the app and their data kept for another 90 days.
180 days after their start date, all their data will be deleted and their statistics will be anonymized.
-Progress bar
On the frontend of the app, you have by default a progress bar showing you the percentage of the journey completed in your profile.
This can be disabled, if you don't which to have this feature. Please reach out to your CSM or support if you wish the progress to be removed from the frontend.
As shown when hovering over the progress bar, the calculation takes into account the whole content, disregarding its timeline. This means that some modules are taken into account for the calculation, which might not be available for you yet.
This is a common question from employees, who ask why they didn't reach 100% yet. If they have completed all tasks, this means that some more content will become available for them in the future, and needs to be completed too if they wish to reach 100%.
-Languages
The app is available in more the 30 languages. If you wish to add some languages to your app, please contact your CSM.
When logging on the app for the first time, the onboardee can select the language they want the app to appear in:
This language is then assigned to them (and can be modified in their account settings on the frontend), which means that all the emails and all the content will be displayed in this language they selected at their first login.
On the backend, you can add translation yourself to all the modules, emails, forms and learning pages in your application. More on this in the "Content" section of "Getting Started".
-Customizing the theme of the app
The visual settings of the app can be customized to a large extent. Colors can be changed, the font can be custom, as well as the background pictures, etc.
You have no access to the theme settings of your app yourself, contact your CSM or support if you'd like to have so modification made to the visual settings of your application.
-APIs
APIs allow to integrate your Talmundo App with other applications, and automatically transfer data from, for example, your home ATS system to Talmundo. This enables you to for example automatically import employees and users from another application into Talmundo.
Some mappings can also be put in place, so that the automation knows which filters to assign each new employee, and create their account in the relevant custom journey.
You can find more information on APIS as well as the ATS systems we currently integrate with here.
-TalentechID
COMING SOON
As a Super Admin, you have access to these settings:
-Roles
Under "Settings" - "Manage Roles", you can add custom admin roles to the app, or edit the existing ones:
For all the different actions you can perform in the backend of the app as an admin, you'll be able to decide if each custom admin type has the permission to proceed or not.
You can also limit the permission to only viewing, or viewing and editing, or viewing, editing and deleting:
Here "Delete" is the highest permission, and means these admins will also have the permissions listed above - i.e. they will be able to delete, but also view, create & update.
-Email Templates
All the emails sent by the app can be customized; and additional emails can be added based on a wide range of triggers.
For each email template, you can decide to whom the email will be sent. A same trigger can be used several times, so you can have for example different activation emails, sent when an employee is added into the system.
One email can be sent to the employee, with the activation link to activate their account.
Another email can be sent to their manager, to inform them that a new employee has been added.
A same email can also be sent to more than one recipient, the manager could also be added as a CC to the activation email sent to the employee, for instance.
As mentioned above, in the point on SMTP settings, if you wish to change the email address from which the email are sent, and the name attached to it (by default no-reply@talmundo.com "Employee Journey App") you need to provide us with your custom SMTP server details, and you will then be able to change the name of the sender.
It is also possible for certain email to limit them to certain filter. This means you can have different invitation emails sent depending on the filters assigned to an employee.
More details on Email Templates in the corresponding section.
-User Management
We recently introduced a new User Management Design: Onboardees and Users V2.
Here you can find a step-by-step guide.
-Custom Terminology
In the Custom Terminology section, you can change the terms and wordings appearing in both front- and backend.
For example, changing the "Alerts" label on the Admin Dashboard would change the text displayed on the home page of the admin backend:
-Reporting
You have access to several reporting pages, that show you high-level statistics on the use of the app.
1. You can find statistics on the number of activations, language distribution, number of creations, etc in the "Employee" section.
2. In the "Content" section, you'll find data on which page or module is most or least visited, you'll have a high-level overview of the time at which the content is made available for employees, etc...
3. The chatbot section gives you statistics and details on the interaction of employees with the chatbot, if it is enabled on your app.
4. The "Engagement" section gives you details on the interactions of employees with the "Pulse Checks" modules, "Test yourself", and "Introduce Yourself".
All the information can be exported as a XLS file, where relevant.
The "General" section is the older version of the statistics, where you can yourself add the reporting item you'd like to have on the page. This is an outdated feature, and will be removed soon, as soon as all the data is made available in the sections listed above.
-Logging
In the Logging section, you can access 3 different logs from your app:
1. Emails logs:
the Email Logging shows you all emails sent by the app. You can see which emails were successfully delivered and which didn't.
Emails marked as successful were processed correctly and sent to the recipient's email server. It might be that the email gets blocked after this stage (e.g. rejected as spam) but the email will still be marked as successful in the app's logs.
By clicking on the "eye" icon, you can access the details of each email, and see their actual content. This can be used to get the activation link or the password reset link sent to an employee or user.
2. Interface Logging:
The Interface Logging are only relevant if you are using an API connection. In these logs, you'll be able to see all the data received by your app via an API connection; and get the payload of the API calls. You will see also failed transfer and errors notifications.
3. Auditing:
In the Auditing section of the logs, you can see all actions performed on the backend of the app. You can see when an admin logged in, when they e.g. created/edited users, etc...
- Library
In the Library, you have an easy access to all the images and files added to the app, as well as to the Learning Pages and Forms. Each image uploaded directly in a page, or each page directly created in a module, are automatically added in the Library.
1. and 2. in Images and Files, you can see all the files and images currently in the app, filter them according to their tags, delete them, but also upload new ones.
You can for example upload a PDF document in the Files library, make it public, and copy its link to add it to a Learning Page, so that employees can download this document directly when on the Learning Page.
3.This library contains all the pages in the app. You can directly modify them here, saving you the time to find them in their modules, and you can also duplicate them here.
4. All forms need to be created in the library before being added to a Learning Page. You can also duplicate forms in the library.
You find more information on Learning Pages and Forms in their respective sections.
- Tasks
The tasks module is an additional module that can be added to your app.
It works based on a tasks library (1), that contains the general "task creation rules" and the assigned tasks (2) ; which are the individual tasks generated and assigned to people when new employees are added to the app, based on the task creation rules set in the library.
To get a more extensive overview of how the tasks module works, click here.
- Webhooks
Webhooks are a functionality allowing you to send data from your app to another application via the API. You can for example have the data of all forms or pulse checks completed sent automatically to your home ATS system, in a specific format.
All the data is then transferred without any human action to another application.
To get a webhook set up, contact your CSM.
- Chatbot
The chatbot is an additional feature that can be enabled on the frontend of your application, and allow your employees to ask any question regarding their journey.
The answers to this questions need to be provided and set up separately from the rest of the content in your app.
When the chatbot doesn't know the answer to a question, it can be set up to offer to forward the question to email addresses, which can be different depending on filters, or also simply answer that it doesn't know, depending on your wish.
If you wish to enable the chatbot on your app, please reach out to your CSM. You will need to provide the answers to all the questions you wish to be activated in the chatbot.