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Validate your hierarchy


Note: We're rolling out new hierarchy validation features to a select group of customers. To enable hierarchy validation on your account, talk to your Customer Success Coach or email support@cultureamp.com

Please refer to the following documentation for the hierarchy validation:

Why you should validate your hierarchy

Customers with validated hierarchies can unlock new functionality for automatically sharing data and insights. This makes it easier than ever to get data into the hands of your managers, allowing them to understand where to focus and act on a local level. 

This is important because a truly thriving culture has to be driven by more than just HR. Managers and team leaders play a critical role as well. That's why Culture Amp is continually building out capabilities to enable and support managers.

All you need to do is specify in your employee data who is the manager of whom.

How to validate your hierarchy using a manual data import

Preparing your data file

Once hierarchy-based features have been switched on for your account, you need to prepare your employee data so that it creates a valid hierarchy. 

  1. Select a manager identifier that is unique to every manager, such as Manager ID or Manager Email. Because two managers can have the same first and last names, you cannot use Manager Name as an identifier.
  2. Make sure this manager identifier corresponds with an employee identifier you're using in Culture Amp (e.g. Employee ID or Employee Email). 
  3. Create a new demographic in your employee data and add this unique manager identifier. 
  4. Select one person who serves as your organizational leader to sit at the top of the hierarchy (level 0). This is usually a CEO or Managing Director. Leave their manager identifier field blank. 
  5. Assign all other employees to their manager using the manager identifier you selected. 
  6. Any other employees without a manager can be assigned a proxy-manager, or left without a manager. Employees without a manager (excluding your organizational leader) will not be assigned a level in your hierarchy. 

An example of a well-formulated hierarchy.

An example of a hierarchy in an employee data file. Employees are assigned a manager using a unique manager identifier that corresponds to an employee.

TIP: To help you prepare your data, we’ve provided some guidance on translating manager names into manager emails using VLOOKUP function.

Validating hierarchy during a manual data import

Once your employee data is ready, open Culture Amp as an admin, go to the 'Account admin' section and click 'Import users'. You'll see the following screen.

Select the ‘Full Import’ option, upload your employee data file and click ‘Next’. 

Hierarchy-manual-import.png

After your data has been analyzed, select your manager identifier from the dropdown shown below. If you decide you do not want to enable hierarchies at this time, you can do so by setting ‘Enable hierarchies’ to off. 

Hierarchy-enable-step.png

If you have multiple employees in your data file without a manager, you will be asked to select which one is your organizational leader. This employee will be placed at the top of your hierarchy at level 0. You can change this employee at any time by doing another full import. 

Your data will be reviewed for any roadblock hierarchy errors that prevent building your hierarchy. These will appear in the far left tile. You cannot continue with the import if your hierarchy is enabled and roadblock errors are present. You must either fix these errors and re-import your data, or return to the previous step and turn off hierarchies.

How to troubleshoot hierarchy errors

Hierarchy-errors.png

Once you've imported your employee data and validated your organizational hierarchy, hierarchy validations will be permanently turned on for your account. Every time you import data, it'll be checked to see if it forms a valid hierarchy. This ensures your managers always have access to manager-based capabilities, such as hierarchy-based report sharing or performance cycles.

How to validate your hierarchy using HRIS integration

Preparing your data

Once hierarchy-based features have been switched on for your account, you need to prepare the data in your HRIS so that that it can be used to build a valid hierarchy in Culture Amp. This involves assigning every employee in your HRIS a manager (except your CEO), using a unique manager identifier.

The specific steps you need to take may depend on the type of HRIS you use. 

BambooHR:

  1. Every employee must have a Manager designated under ‘Reports To’. This field can be found in Person > Job Information table > Reports to

    reports-to-field-brook.png
  2. Create a report in BambooHR to integrate with Culture Amp, or use an existing report.
  3. In BambooHR, navigate to 'Report > Edit (pencil icon) > Calculated fields' and ensure the ‘Supervisor email’ and/or ‘Supervisor ID’ fields are included in the report.  These fields will add the email/ID of the ‘Reports to’ selection to the report.
    Screen_Shot_2020-02-26_at_9.07.58_AM.png

    Ensure the ‘Supervisor email’ or ‘Supervisor ID’ field appears in the ‘Selected Fields’ for the BambooHR report, e.g.

    selected-fields-with-demos.png

Namely:

[Coming soon]

Workday:

[Coming soon] 

SuccessFactors:

[Coming soon] 

Validating hierarchy using HRIS integration

Once you HRIS is ready, open Culture Amp as an admin, go to the 'Account admin' section and click 'Import users'. 

Scroll down until you see the option to manually sync your Culture Amp data with your HRIS. Click 'sync'. 

Hierarchy-HRIS-import.png

After your data has been analyzed, select your manager identifier from the dropdown shown below. If you decide you do not want to enable hierarchies at this time, you can do so by setting ‘Enable hierarchies’ to off. 

Note: If you do not see the correct manager identifier in this dropdown, you may need to complete a manual sync in order to pull the identifier into Culture Amp first. Toggle hierarchies off and complete the import process. Then, start a new import and click 'sync' again. 

Hierarchy-enable-step.png

If you have multiple employees in your HRIS without a manager, you will be asked to select which one is your organizational leader. This employee will be placed at the top of your hierarchy at level 0. You can change this employee at any time by doing another full import. 

Your HRIS data will be reviewed for any roadblock hierarchy errors that prevent building your hierarchy. These will appear in the far left tile. You cannot continue with the sync if hierarchies are enabled and roadblock errors are present. You must either fix these errors in your HRIS and re-sync your data, or return to the previous step and turn off hierarchies.

How to troubleshoot hierarchy errors

Hierarchy-errors.png

Once you've completed the sync and validated your hierarchy, hierarchy validations will be permanently turned on for your account. Every time you sync data with your HRIS (automatic or manual), it'll be checked to see if it forms a valid hierarchy. This ensures your managers always have access to manager-based capabilities, such as hierarchy-based report sharing or performance cycles.

Manually adding and editing users

If you have a hierarchy enabled, some of the fields in the Add/Edit user modal are blocked to prevent you from unintentionally breaking your hierarchy. This ensures Culture Amp functionality works correctly and you can continue using manager-based features.  

locked-fields.png

If you want to update those fields for a few users, click ‘Import users’ and select ‘Partial import’. You will then be guided through the process of validating your employee data and hierarchy. 



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