There a two user types that include some unique considerations within your Small Improvements account: Admins and users with no manager. Below are some considerations you might encounter when setting up these users, plus our recommendations approaching both!
There are three different admin permission types in Small Improvements: HR Admins, HR Assistants, and Tech Admins. The full overview of the different roles and permissions including a permissions cheat-sheet is available in our documentation, here. The most powerful role is what we refer to as the Super User, who has both HR and Tech admin permissions.
Super-users in Small Improvements are admins that have both Tech and HR admin permissions. These administrators have special access in that they can view all administrative aspects of the application, perform XML exports (if this option is enabled), change any setting, and assign HR or Tech Admin roles to different employees.
How many super-users should we have?
We recommend having at least 2 super-users in your team's account at all times. With only one super-user, if that admin is on leave you'll be unable to assign permissions to other team members. Or if a team member moves on from the company, you'll be left without any super-users and will need to reach out to our support team for help.
Do we have to have more than one super-user?
If your team prefers to only have one super-user, you can of course elect to keep it simple! In this instance, we'd recommend setting up a separate profile with an independent log-in. For example "email@example.com". Then you can have this profile as the only designated super-user, easily passed from one user to the next.
What happens when we don't have any super-users?
You'll need to reach out directly to our team for help granting permissions to restore super-user status. You can reach out to us at anytime, here.
CEOs and users without managers
If you're setting up the system and have a traditional hierarchy within your organization, it's safe to say at least one employee will not have a manager. In most cases, this is the CEO. In more flat organizations you may have several managers that do not have a manager they are reporting to.
Since much of the functionality of the Small Improvements toolset is optimized for the manager <> direct report relationship, user without managers might require some extra attention.
How does a CEO participate in a 360 feedback cycle?
The CEO's lack of manager will override some visibility settings in the 360 cycle. If you've decided to hide the 360 feedback from reviewees participating in a cycle, and display feedback only to an employee's manager, our system will recognize that the CEO doesn't have a manager and display the feedback to him in full.
To ensure you'd like to keep the feedback from a CEO private, you can opt to display feedback to reviewees, but can still hide the identity. In this case, the CEO will be treated like any other employee and see their feedback anonymously.
If you need to setup a cycle where the reviewees should not see feedback, but want the CEO to participate, we'd recommend setting up a separate, designated cycle for just this user. Thus you can tailor the visibility settings to the particular position the top of the org structure is in.
Can a CEO participate in a performance review?
Technically you can create a performance review for the CEO, but they have no manager to contribute to the right hand side of the review.. So the experience can be confusing and no one other than the HR Admin can review that self assessment.
Additionally, since they have no manager, they ultimately cannot share and sign off on their self assessment.
Because of the above we usually do not recommend using Reviews for your CEO, unless you explore some workarounds- Which we delve into next!
Setting up a separate account to manage the CEO
When configuring your org structure and thinking about how the CEO participates in feedback, one option to try out is simply having the CEO report to someone (in Small Improvements only, of course). But who?
There are two approaches:
Reporting to the HR user
As mentioned above, we occasionally recommend having an independent HR admin profile, associated with a log-in like "firstname.lastname@example.org".
Purely from a functional perspective, having your CEO report to this HR Admin user allows you to work around the above user-with-no-manager specific challenges.
No need to have a 360 just for CEO, and there is a "flow" of feedback for the reviews module. There would still be no manager assessment in a review, but your CEO could share, sign, and commit their self assessment to record- Which carries value over time.
Company as a user
Or a creative approach is to create a user profile for the company. For example, here at Small Improvements- We use Small Improvements as our performance feedback platform. (go figure! :) )
So in addition to each team member having a user profile, including the CEO, we also have a user who's name is "Small Improvements".
Since your CEO does, in some way, report to the company itself.. You can apply the same approach and benefits of having the CEO report to the HR Admin user (directly above), but add another layer by emphasizing the importance of the company as a whole.