ChartHop for All-(Org-Rollouts)

charthop all org rollout guide launching charthop to your full organization is an exciting milestone this guide walks you through everything you need to configure, test, and communicate before your employees log in for the first time phase 1 review your privacy & visibility settings before rollout, take time to review what your employees will see and adjust any settings that don't match your organization's preferences all visibility settings live under admin > configuration charthop is highly customizable — if there's something you want to hide, restrict, or limit, there's almost always a way to do it want to hide the equity tab from member view? you can want to make compensation data only visible to managers? you can do that too want to suppress gender or location from public profiles? easy want to mark specific fields as sensitive so only certain roles can see them? done review your data and think through what each employee type should and shouldn't see most of these settings live under admin > configuration if you can't find a setting for something specific, reach out to your csm — custom access controls can typically be configured for edge cases phase 1b configure core views also under admin > configuration , you can control how key views look and behave for your employees work through each view and confirm the defaults are right before rollout org chart default fields to visualize — choose which field appears on org chart cards by default department is the default, but you can change this fields to highlight in the visualize menu — control which fields employees can toggle on in the visualization menu (e g , department, location, teams, tenure, gender, directs, base – annualized) only surface fields that are relevant and appropriate for your members to explore card appearance — choose whether to show downward and sibling indicators, downward indicators only, or no indicators on org chart cards export — decide who can export the org chart everyone, or only users with sensitive data access profile header group tags — choose which tags display in the profile header (e g , department, location, business unit, product vertical) built in tabs — control which tabs are visible on employee profiles available tabs include about, tasks, personal history, job history, compensation, equity, time off, and files hide any tabs that aren't relevant or shouldn't be visible to members within compensation , you can toggle vesting history and currency conversion visibility within equity , you can enable the equity value calculator, show company valuation in the calculator, and add a custom about equity compensation message data sheet export — decide who can export data from the data sheet, scenarios, home page widgets, and dashboards everyone, or only users with sensitive data access job details panel the job details panel appears when an employee clicks on someone in the org chart choose which fields are displayed in the panel available fields include manager, indirect manager, managed jobs, directs, employment status, comp band, department, teams, location, work phone, tenure, base, target variable, annual total comp, and more only include fields that are appropriate for your members to see phase 2 build out the employee experience with your settings confirmed, focus on making charthop useful and welcoming from day one profiles enable name pronunciations so employees can record how their name is said it's a small feature with a big impact on inclusion install the about me bundle — a pre built profile section that gives employees a structured way to introduce themselves download it, customize it to fit your culture, and activate it before rollout build any custom profile tabs and fields you want displayed on individual employee pages enable shoutouts so employees can recognize each other directly on their profiles teams configure teams, team forms, and team tabs so managers and team members have the right tools ready at launch forms set up 1 1 and performance review note forms so employees and managers can capture notes during conversations make sure they're assigned to the right roles decide how employees access forms on day one you have two options make forms available in charthop for employees to find when they log in use actions to push forms to employees automatically on their start date automated touchpoints set up actions for anniversaries and shoutouts to automatically send emails or messages when employees hit work milestones these run in the background without any manual effort phase 3 configure access & invitations go to access > settings to configure how employees are invited and how they log in set up sso sso (single sign on) allows employees to log into charthop using your organization's existing identity provider — no separate charthop password required this is strongly recommended as it's easier for employees and more secure two things need to happen for sso to work enable sso in charthop — under access > settings > sso , check the box for your organization's identity provider (google, microsoft, okta, onelogin, azure active directory, saml v2, or adp) configure sso on your it side — your it team will need to set up charthop as an application within your identity provider loop in your it team early so this is ready before invitations go out until sso is configured end to end, employees won't be able to log in don't send invitations until both sides are confirmed configure automatic invitations under access > settings > automatically invite users , configure how charthop handles invitations and access check "automatically invite new employees and revoke access on departure" to keep access in sync with your hris automatically set the role new employees are assigned — the default is employee , which is the standard access level for most members of the organization under advanced options when you're ready to launch, enable "send invitations and revoke access once daily" (recommended) leave this unchecked until you're ready for invitations to go out configure "revoke access when employee departs" based on your offboarding preferences use the "only invite employees that match this filter" field to limit the rollout to a specific group (e g , dept\ sales) — useful for running a pilot before going org wide add anyone who should be notified when a user is invited or access is revoked customize your invitation email under access > settings > invitation email , customize what employees receive when they're invited update the subject line and button text to match your company's voice edit the invitation body to add context about why you're rolling out charthop and what employees should do first use "send test email" to preview what employees will receive before going live make it fun 🎉 a great launch drives curiosity and gets people to actually log in on day one consider pairing your invitation email with a launch moment — whether that's a separate email from hr, a slack announcement, or a kick off at your next all hands here are some ideas customers have used successfully scavenger hunt — challenge employees to find something specific in charthop (a teammate's fun fact, a hidden org chart detail, a shoutout) and reply to hr to win a gift card first 5 to respond wins profile completion contest — ask employees to fill out their about me profile within the first week raffle a prize among everyone who completes it shoutout challenge — encourage employees to send their first shoutout to a teammate highlight a few of the best ones in your next all hands or company newsletter trivia — hide a fun fact somewhere in charthop and ask employees to find it first one to email hr with the answer gets a prize the goal is to give employees a reason to log in and poke around on day one — the more they explore, the more value they get out of the platform configure user management settings also under access > settings > user management , set require sign in every x days — how often employees must re authenticate sign out after inactivity — automatic sign out after a period of inactivity new user invitations expire after x days — how long an invitation link stays valid notify these people of user access level changes — who on your team should be alerted when access changes phase 4 customize the home dashboard the home dashboard is the first thing employees see when they log in — make it feel like yours there are two things to configure your welcome message and your home page widgets welcome message go to org settings (gear icon, bottom left) to update the welcome message consider including a welcome note from hr or leadership quick links to key resources (e g , sharepoint, employee handbook, benefits portal) an image of your company values or a team photo home page widgets choose which widgets appear on the home page and configure each one to match what's relevant for your organization the available widgets are people moves — surfaces recent org changes choose which change types to display (hires, departures, moves, manager changes, title changes) and set the time window for how many days in the past and future to show open jobs — displays open roles from your ats you can opt to only show jobs that match each employee's location milestones — highlights upcoming birthdays and anniversaries set the time window for how far in the future and past to surface events weekly calendar — shows the week at a glance toggle on weekends if your organization works a non standard week turn off any widgets that aren't relevant for your employees — a clean, focused dashboard makes a better first impression than one that's cluttered with information they don't need phase 5 test before you launch validate your data review the primary fields employees will see org hierarchy, department, job title, and personal information email support\@charthop com if anything looks inaccurate test visibility using "view as " this is one of the most important things you can do before rollout click your profile picture in the bottom left and select an employee to impersonate — you'll see charthop exactly as they see it use this to confirm employees can access what they should and, just as importantly, that they can't access what they shouldn't test a few different people across roles, levels, and departments to get a complete picture if something looks off, head back to admin > configuration and adjust before invitations go out run a pilot with 3–5 people invite a small group of trusted employees before the full rollout give them a few days to explore and share feedback — this is your safety net for catching any issues before go live email support\@charthop com if anything is visible that shouldn't be phase 6 communicate & launch prepare your communications draft your rollout email to employees your csm has sample templates you can use or adapt create introductory collateral — a slide deck, a recorded demo, or both before recording, use the eye icon in the sidebar to hide any sensitive information from your screen schedule launch office hours plan 30 minute sessions for the first 3–4 weeks after go live these give employees a place to ask questions and give hr a venue to share tips bring any questions you can't answer to support\@charthop com or your csm go live when everything above is confirmed, go to access > settings > automatically invite users , check "send invitations and revoke access once daily" , and your invitations will go out 🎉 pre launch checklist task done? visibility settings reviewed in admin > configuration ☐ dashboard people moves configured ☐ name pronunciations enabled ☐ about me bundle installed and customized ☐ custom profile tabs and fields built ☐ shoutouts enabled ☐ teams, team forms, and tabs configured ☐ 1 1 and performance review note forms built ☐ day one forms configured (self serve or actions triggered) ☐ anniversary and shoutout actions set up ☐ sso enabled in charthop (access > settings > sso) ☐ sso configured on it/identity provider side ☐ auto invite configured in access > settings (role, filters, daily send unchecked until ready) ☐ invitation email customized or charthop email turned off ☐ user management settings configured (sign in frequency, invitation expiration) ☐ dashboard welcome message updated ☐ data validated and "view as" tested ☐ pilot group completed ☐ rollout email drafted and approved ☐ launch office hours scheduled ☐