Workleap uses teams and segments to help you organize employees into meaningful groups. These groups allow you to filter survey results, assign responsibilities, and manage team-specific settings.
What are teams?
Teams are the main way to group employees who work closely together.
Each employee must belong to at least one team.
Employees can belong to more than one team.
Each team has a Team Manager responsible for viewing results and taking action.
Teams support targeted communication, feedback, and reporting.
You can organize teams by department, function, location, or other relevant structures.
Team types
There are two standard team types in Workleap Officevibe:
Manual teams are built by manually assigning employees. Administrators choose who belongs to the team and make manual updates as needed.
Rule-based teams use dynamic rules to include employees based on specific criteria (e.g., department, location, or custom properties that you create). Membership updates automatically when employees match the rules you set.- Rule-based teams can also sync automatically with third-party systems like BambooHR, provided proper rules are in place to map employee attributes correctly. This allows dynamic updates based on changes in the external system.
Note: Note that rule-based teams might not sync directly and require dynamic membership configurations.
Both standard team types function the same way for reporting and survey visibility. The difference is how users are added to the team. For rule-based teams connected to external systems like BambooHR, data syncing ensures membership is updated in real-time whenever attributes change in the source system.
Private teams
In addition to the standard team types, you can also create private teams that are only visible to Admins and Executives with access to all products. Private teams let you manage sensitive or confidential situations discreetly.
Note: Currently, you can only use private teams in Pingboard.
Use private teams when:
You need to create a group in Pingboard that isn't visible to other users.
You want to manage reorganizations, DEIB groups, or internal HR teams without notifying the team's members.
You want more control and privacy than what segments offer.
Key things to know:
Currently, you can only use private teams in Pingboard.
Only Admins and Executives with access to all products can view or manage private teams.
Private team members are not notified and cannot see the team.
You can add users to a private team manually or automatically through rules.
Private teams have no manager and cannot include sub-teams.
Note: Once created, standard teams cannot be made private.
What are segments?
Segments are flexible, custom groupings used for filtering and analyzing data across your organization.
Employees can belong to multiple segments.
Segments don’t have a Team Manager.
Segments are only used for filtering survey results and reports.
Common segments include job level, location, tenure, and cross-functional projects.
Teams and segments best practices
Create teams based on reporting relationships or daily collaboration.
Use segments to reflect characteristics like office location or seniority.
Maintain consistent naming for easier filtering.
Update teams and segments regularly to reflect organizational changes.
Who can manage teams and segments?
Administrators can create, edit, and delete teams and segments.
Team Managers can only view and manage their assigned team.
Employees cannot edit or manage teams or segments.
Create a manual team
Open Workleap Settings and select Teams from the side menu.
Click Create team.
Enter a team name and assign a Team Manager.
Select the toggle to make the team private (optional).
Select Manual as the team type.
Add employees to the team.
Click Save.
Create a rule-based team
Open Workleap Settings and select Teams from the side menu.
Click Create Team.
Enter a team name and assign a Team Manager.
Select the toggle to make the team private (optional).
Select Rule-based as the team type.
Define one or more rules based on employee attributes (e.g., department is “Marketing”).
You can select whether team members must meet all of the rules you set or any one rule.
Click Preview members to view included employees.
Click Save—If issues arise with rule configurations, ensure data fields in source systems are accurate and map correctly to rules in Workleap. Use manual previews and optional test syncs to validate assignments before finalizing.
Employees who match the team's rules are automatically added to the team. If their properties change, their team membership updates automatically. To ensure reliable synchronization, verify that employee data in external systems like BambooHR is complete and reflects accurate organizational relationships, such as manager assignments.
Note: Unlike manual teams, rule-based teams cannot have sub-teams.
Edit a team
Open Workleap Settings and select Teams from the side menu.
Select the team you want to edit.
Update the team name, manager, and users (for manual teams), or rules (for rule-based teams).
Click Save.
Delete a team
Open Workleap Settings and select Teams from the side menu.
Find and select the team you want to delete.
Select Delete team.
Confirm the deletion.
Caution: Employees must belong to at least one team. To avoid gaps, reassign users to a new team before deleting a team.
Create a segment
Open Workleap Settings and select Segments from the side menu.
Click Create segment.
Enter a segment name.
Set up the segment's rules and properties as desired (users are added to the segment automatically if they match your set criteria).
Click Save.
Edit a segment
Open Workleap Settings and select Segments from the side menu.
Select the segment you want to edit.
Update the segment's rules and properties as needed.
Click Save.
Delete a segment
Open Workleap Settings and select Segments from the side menu.
Find and select the segment you want to delete.
Select Delete segment.
Confirm the deletion.
Note: Deleting a segment does not affect employee profiles or access. It only removes the filtering option from reports and dashboards.
Synchronizing Employee Data Between Systems
Synchronizing employee data between systems like Workleap and BambooHR is a vital process for maintaining an updated and efficient employee directory. Follow these principles and troubleshooting steps:
General Principles
Utilize Accurate Identifiers: Ensure email addresses and unique system identifiers are consistent across systems to prevent mismatches.
Leverage Rules-Based Team Assignment: Set up dynamic rules, such as assigning employees by manager or department, for seamless updates.
Troubleshooting Issues
Verify Email Address Fields: Configure email addresses accurately in source systems, avoiding personal emails.
Resolve Partial Populations: Cross-check manager or department details and adjust rules for complete team assignments.
Manual Overrides: Where necessary, manually align Workleap teams with external groups and trigger system syncs.
Avoiding Errors
Double-check source system data for completeness.
Run test syncs to validate configurations before widespread application. By adhering to these practices, you ensure an efficient and accurate data synchronization process, reducing errors and maintaining operational consistency.