Employees and motivation profiles

Purpose

The Employees page lists the members of a team with their job profile, motivation type and tags. Team leaders use it to set the team task, remind members of their motivation profile or their SituationFit, and assign job profiles and tags. Result opens a member’s result view. This page describes all tabs of the result view; MatchLytics-Assessment refers here for the shared tabs.

Who can see this?

• List and own profile: all users who belong to a team, provided MatchLytics-Management is enabled for your account. The page is the start page of the app.
• Work Task, reminders, Edit: the team leader of the selected team and administrators.
• Result view: Everyone who can open the result view sees the Situation, Motivation Profile and Short Profile tabs. Only the team leader, administrators and users with the team permission Analyse see the Match, Employee Portrait and Interview Guidelines tabs in the team in which you open the member; a permission from another team is not enough (see Teams and permissions).

Layout

1. Team – Selects the team whose members the table shows. The choice also applies to the other pages of the Team menu.
2. Work Task – Sets the team task, the job profile against which the members of the selected team are measured. The choice is saved immediately and applies to all members of the team. Only team leaders and administrators see the field.
3. Warning icon next to the team selection – Appears when the team has more than ten members and advises against teams that large. A click opens the Knowledge Base page on team size in a new browser tab.
4. Column selection labeled All columns visible – Shows or hides individual table columns; Role is hidden at first. The selection only changes how the table looks.
5. Download CSV (download icon) – Downloads the members of the selected team as a CSV file named members_<team name>.csv. The section Filter, export and refresh the list describes what the file contains.
6. Refresh (circular arrow) – Reloads the list from the server so that new profiles, job profiles and tags become visible.
7. Table – Shows Name, Job Profile, Role (hidden at first), Motivation Type and Tags for each member; motivation type and role come from the latest completed profile. Input fields below the column headers filter the list. Locked members are struck through, and members without a name are not listed.
8. Row actions – Result opens the member’s result view, and the Team Leader icon marks the team leader of the team. Team leaders and administrators also see the envelope icons Send profile reminder and Send SituationFit Reminder and the pencil Edit. For locked members the reminders and Edit are missing.

Functions

Select a team

The employee list always shows exactly one team, and the selection offers the teams your account may see. The selected team stays in place when you switch to the other pages of the Team menu until you reload the app; afterwards the first team of the list applies again. Job profiles and tags you assign on this page apply to the selected team only.

1. Open Team › Employee.
2. Select the desired team in the Team field.

The table loads the members of the selected team; selecting a team changes no data. If the team has more than ten members, a warning icon appears next to the selection with the hint “This team has more than 10 members. This is not recommended and can lead to organizational problems. Click here to find out more.” Clicking it opens the team size page.

Next: Who belongs to a team and which permissions apply is covered in Teams and permissions.

Filter, export and refresh the list

The table shows the latest completed profile for each member: Motivation Type and Role come from it, while Job Profile and Tags are stored per team on the member. Filters, column selection, export and refresh change none of this data. Without the team permission List you see only your own row in the table. If an administrator locks a user in the Controlboard, the system removes the user from their teams so that the user disappears from the list (see Users).

• Enter text in the field below a column header, for example a tag, to show only the rows that contain it.
• Use the column selection to show or hide columns, for example Role.
• Click Download CSV to save the members as a file.
• Click Refresh to reload the list.

The export ignores filters and column selection: the CSV file always contains all named members of the team with Name, Job Profile, Role and Motivation Type, but no tags. The system caches the list for up to 60 seconds, so a profile that was just completed may appear only after a minute. No emails are sent.

Set the team task

The team task is the job profile (position template) that describes the work of the whole team. It is stored on the team and is the basis of comparison for all members in the Match tab, and it appears as the Work task marker in the history of the Situation tab. You can choose from your positions and the predefined standard templates. The team leader of the team and administrators can change the team task.

1. Select the team.
2. In the Work Task field next to the team selection, select the matching template.

The selection is saved immediately. “Team task updated” appears; if saving fails, “Team task update failed” appears. You can replace the team task with another template at any time, and no emails are sent.

The list of work tasks starts with your own positions in alphabetical order; archived positions are hidden. The predefined standard templates follow below. So once you create a position under Positions, its target profile is available as the team task and as Job Profile in the Edit dialog.

Next: Positions describes how a position becomes a template.

Send profile reminder

If a member has no motivation profile yet, you remind them here by email to create one. The system sends the email immediately to the email address of the user account; the sender is service@senseaition.com. You choose from your own email templates and the ones supplied by the system, which an administrator maintains in the Controlboard under Emails and templates. The language of the email follows the language of the template. Team leaders of the team and administrators see the icon; it is missing for locked members.

1. In the member’s row, click the envelope icon Send profile reminder. The Profile Creation Reminder dialog opens and names the recipient.
2. Select the email template in the Template field. The template with “Standard” in its name is preselected.
3. Click Send Reminder to send the email to the member right away.

If successful, “Reminder mail sent” appears and the member receives the email. Sending cannot be undone. Cancel closes the dialog without sending; clicking next to the dialog does not close it. The question mark in the dialog opens the online help. If no template exists, the selection is disabled and the reminder cannot be sent.

Send SituationFit Reminder

SituationFit comes from the weekly check, which every member fills in themselves. The Team Barometer is calculated for a week only if at least 60% of the members with a motivation profile have a SituationFit; the reminder brings individual members on board. The regular reminder to the users is handled by the workflow Erinnerung an den Wochen-Check (Arbeitssituation) (reminder about the weekly check; the app shows workflow names in German) in the Controlboard (see Workflows). Team leaders of the team and administrators see the icon.

1. In the member’s row, click the second envelope icon Send SituationFit Reminder. The SituationFit Creation Reminder dialog opens.
2. Select the email template in the Template field.
3. Click Send Reminder to send the email to the member right away.

If successful, “The SituationFit reminder was sent successfully.” appears and the member receives the email with the chosen template. Sending cannot be undone. Preselection, cancelling and the error case behave as in Send profile reminder.

Next: SituationFit and Weekly Check describes what the member fills in after the reminder.

Select job profile and assign tags

Use Edit to assign a member an individual job profile, which may differ from the team task, and to assign tags. The job profile is compared in the Match tab in addition to the team task and feeds into the Task fit list of the Team Barometer. Tags are freely chosen keywords, for example location, project or function; they filter the Team Profile and its PPT export. If an applicant is taken over in MatchLytics-Assessment with Hire Applicant, the work task chosen there becomes the job profile. Team leaders of the team and administrators can edit.

1. In the member’s row, click the pencil icon Edit. The Select job profile & assign tags dialog opens.
2. In the Job Profile field, select the work task that should apply to this member.
3. In the Tags field, enter new tags or select tags already used in the team. Confirm each new tag with the Enter key.
4. Click Save to apply the job profile and tags for this member.

Save closes the dialog and refreshes the list; the app reports “Job profile and tags have been saved.” or, on failure, “Could not save job profile”. The job profile then appears in the Job Profile column and the tags in the Tags column. You can remove tags in the dialog again. An assigned job profile, however, can only be replaced by another one: the Job Profile field offers no clearing. Cancel closes the dialog without changes, and no emails are sent.

Open results

The Result button leads to a member’s result view, whose tabs show the latest completed profile. The profile comes from the member’s questionnaire (New Motivation Profile), from the profile import in the Controlboard or from MatchLytics-Assessment when an applicant was taken over as an employee. Whether the button is active for you depends on your permission in the team.

Click Result in a member’s row. The result view opens on the Motivation Profile tab. The button is disabled or missing as long as the member has not yet created a motivation profile or you lack the View permission in the team. Your own row opens your own profile with additional cards in the Situation tab.

The tabs appear in this order: Situation, Match, Motivation Profile, Employee Portrait, Interview Guidelines, Short Profile.

Create a new motivation profile

The motivation profile determines what this app shows about a person: Motivation Type and Role in the list, the tabs of the result view and the team profile. Every user creates it themselves in the questionnaire that the button in the sidebar opens, and may repeat it at any time, for example to prepare a development discussion. The list, the team profile and the Employee Portrait and Short Profile tabs then use the latest profile. Earlier profiles are kept and can be selected in the Motivation Profile tab under Profile from:.

1. Click New Motivation Profile in the sidebar. The questionnaire opens.
2. The start page explains the procedure with a short animation and states the number of questions (usually 25 questions with five answers each). Click Start.
3. For each question, sort the answer cards by their importance to you: the most important at the top, the least important at the bottom. On a smartphone, press and hold an answer briefly and drag it to the desired position.
4. Click Next to go to the next question.
5. At the end, check that all questions are answered; the final page lists questions that are not fully answered. Then click Submit.

After the evaluation, the new profile is available in the result view; in the list it can take up to a minute. A step-by-step guide is available in the employee portraits tutorial.

Situation tab

The tab shows how a member experiences their current work situation in relation to their motivation profile. The data comes from the weekly checks that the member fills in themselves. The history also shows the team task as the Work task marker, so profile, everyday work and task sit side by side.

It shows the title “SituationFit date: Current need with highest priority is …”, the last selected terms, the history and the difference to the motivation profile. Below are hints in the cards “Avoid negative stress” and “Taking care of basic needs”. If there is no SituationFit yet, “The user has not yet created a SituationFit.” appears with the Send reminder email button. It immediately sends the standard reminder to the member without a template selection and cannot be undone.

Team leaders and administrators also see the member’s Eustress and strain values card below. In your own profile, From your last barometer and Your eustress and strain values appear instead. Details are described in SituationFit and weekly check.

Match tab

The tab shows how well a member’s motivation profile fits their task. It places the profile next to the team task you set under Work Task and, if assigned, next to the member’s job profile from Edit. If no team task is set for the team, the result view cannot be loaded (see Notes). Team leaders, administrators and users with the team permission Analyse in the member’s team see the tab.

The cards Match according to motives, strengths and preferences and Match according to TwentyFive show the deviations. A detailed reading guide is available under Viewing and evaluating applications in MatchLytics-Assessment.

Motivation Profile tab

The default tab shows the member’s latest profile or, via Profile from:, an earlier one. The heading is the motivation type (“Motivation Profile: type”) with a description of the type; the system generates the texts and charts from the values of the profile. Everyone who can open the result view sees the tab.

1. Profile from: – Selects which of the up to five latest profiles the page shows; the entries name the creation date. The selection appears only when more than one profile exists.
2. Download PDF – Opens the browser’s print dialog, where you save the displayed profile as a PDF or print it.
3. Your Book – Opens the Amazon page of the book on the motivation type in a new window.
4. Download PPT – Generates a PowerPoint file TwentyFive_<name>.pptx from the displayed profile and downloads it. While it is being created, the button shows “Please wait…”. PPT exports describes the slides.
5. Help – Opens the Knowledge Base page on the person’s motivation type in a new window. The Help buttons next to the charts lead to the page of the respective level.
6. Explanation – Has the values of the chart explained in words and opens a dialog for it. Each of the five charts has its own button; see the section Explanation.

The charts in the order of the app:

• Basic Needs – which needs drive the person (basic needs).
• Implicit Motives – the unconscious driving forces power, achievement, contact and freedom (driving forces).
• Orientation – whether the person is oriented more toward themselves, a partner or the group, and toward the past, present or future (orientation).
• Preferences – how the person perceives and decides (preferences).
• Focus – what the person pays attention to when completing tasks (focus).

The buttons Help and Explanation are missing in the PDF; instead, it contains the address of the Knowledge Base page.

Explanation

The Explanation describes the values of a chart in words. When the dialog opens, the app sends the chart values and the motivation type to the TwentyFive Explainer service, which supplies the explanation; that is why it takes a few seconds. The dialog changes no data. The button exists on each of the five charts in the Motivation Profile tab.

1. Click Explanation on a chart. The Explanation: chart dialog opens.
2. While the text is being generated, the dialog shows “Searching for technical information”, “Thinking” and “Formulating answer” in turn.
3. Read the explanation. Learn more opens an in-depth page, if one is offered.
4. Close the dialog with Close when you have read the explanation.

If the service returns no text, the app tries once more; after that “No explanation available for this data.” appears.

Employee Portrait tab

The tab is aimed at managers: under the heading “Employee: type” it shows texts on the employee’s motivation type. It always uses the latest profile, regardless of the selection under Profile from:. Team leaders, administrators and users with the team permission Analyse can see and use it.

Download PPT downloads the PowerPoint file TwentyFive_<name>.pptx. It is the same presentation as in the Motivation Profile tab, there however for the profile selected under Profile from:; see PPT exports.

Interview Guidelines tab

The guidelines prepare conversations with the employee. Each guideline is a PDF tailored to the motivation type of the latest profile; it is available in German and English, and in English for other app languages. The tab is visible to team leaders, administrators and users with the team permission Analyse. The employee view shows five cards:

Card	Occasion
Employee interview	monthly formal meeting on the current situation and target achievement
Annual review	review of the past year and the current status
Target discussion	performance targets until the next annual review
Feedback conversation	brief, informal praise and constructive feedback
Development discussion	annual meeting on personal and professional development

In the view of an application, the Candidate Interview card appears instead.

Click PDF Guideline on a card. The guideline is downloaded as a PDF; if it cannot be loaded, an error message appears. You download the profile as a PowerPoint file in the Motivation Profile and Employee Portrait tabs (PPT exports).

Next: The Preparation … of the regular meetings offers the same guidelines; four of the five cards match their meeting types.

Short Profile tab

The short profile bundles what can be passed on: a PDF with the key results and the Mindful Communication Badge for email signatures. It always belongs to the person’s latest profile; the selection under Profile from: does not apply here. The system creates the PDF when the tab opens, and the preview appears only afterwards. Everyone who can open the result view sees the tab.

1. Download Badge – Downloads the badge, a QR code with color bars of the six basic-need values, as the image file badge.png.
2. Copy to Clipboard – Copies the HTML code of the signature so that you can paste it, for example, into the signature editor of your email program. The signature shows the badge, the motivation type and a link to the description of the type; the email program loads the image from a server when displaying it.
3. Download HTML Signature – Downloads the same HTML signature as the file signum.html so that you can pass it on or insert it into a signature editor later.
4. Download PDF – Downloads the short profile as a PDF, the same one shown as the preview on the right.
5. PDF preview – Shows all pages of the short profile as they appear in the PDF.

Downloading and copying change no data, and no emails are sent. You can repeat both as often as you like.

Notes

Use MatchLytics-Management

You can order the product MatchLytics-Management (or request a trial account) at MatchLytics-Management.