Communities is a social engagement feature within the Vibe HCM system. Communities allow users to view and share knowledge over many different topics.

This user guide is intended to help you create and maintain communities in the Vibe Anywhere System.

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Contents Types of Communities .................................................................................................................................. 4

Role-Based ................................................................................................................................................ 4

Practical Example: Subject Matter Experts ........................................................................................... 4

Program Based .......................................................................................................................................... 4

Practical Example: Wellness Program ................................................................................................... 5

Special Interest.......................................................................................................................................... 5

Practical Examples: ............................................................................................................................... 6

Communities Hub ......................................................................................................................................... 7

Creating a New Community .......................................................................................................................... 8

Define the Community .............................................................................................................................. 8

Set Privacy ................................................................................................................................................. 8

Community Homepage ............................................................................................................................... 10

Posts ............................................................................................................................................................ 12

Creating a New Post ................................................................................................................................ 12

Viewing a Post ......................................................................................................................................... 12

Adding a Comment ................................................................................................................................. 13

Filtering Posts .......................................................................................................................................... 14

Report Inappropriate Activity ................................................................................................................. 15

Delete a post ........................................................................................................................................... 16

Edit Post .................................................................................................................................................. 16

Feature Post ............................................................................................................................................ 17

Photos ......................................................................................................................................................... 19

Documents .................................................................................................................................................. 20

Members ..................................................................................................................................................... 21

Quick Polls ................................................................................................................................................... 22

Creating A Poll ......................................................................................................................................... 22

Managing Polls ........................................................................................................................................ 24

Completing a Quick Poll .......................................................................................................................... 25

Admin .......................................................................................................................................................... 27

Toggle Quick Polls on/off ........................................................................................................................ 28

Toggle Email notifications on/off ............................................................................................................ 28

Manage Community Security Roles ........................................................................................................ 29

Assigning a role ....................................................................................................................................... 29

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Removing a role ...................................................................................................................................... 30

Adding/ Removing a member ................................................................................................................. 31

Available Security Roles .......................................................................................................................... 31

Members ............................................................................................................................................. 31

Moderators ......................................................................................................................................... 31

Managers ............................................................................................................................................ 32

Additional Information................................................................................................................................ 33

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Types of Communities The following configurations are available for Communities utilization

• Role-based

• Program-based

• Special Interest

• Course Related – refer to the Learning Management System Reference Guide

Role-Based Role-based Communities are typically made up of members of departments, locations, positions, or other groups where people are auto-enrolled based on their specific job role (i.e., Marketing, Managers Community). They are designed to ease administration by ensuring that, as employees are hired or transferred, they are automatically part of the conversations which impact their job responsibilities. Also, access is removed by the system when roles change, or people leave the company.

Some departments may also choose to create sub-communities or Spaces within their communities for specific project teams and initiatives.

For reference purposes, Role-based Communities can be created to:

• Decrease the learning curve for new employees.

• Provide a support mechanism for employees in need of role-specific information.

• Capture and retain knowledge and best practices from subject matter experts.

• Share common experiences, insights and new ideas to encourage innovation.

Practical Example: Subject Matter Experts

Given its role-based capabilities, Vibe HCM can support the auto-creation of resource communities made up of experts in specific subject matter areas. These resource communities can then be used to create next-generation processes. These next-generation processes leverage resource communities to embed experts and knowledge centers right in the process – in effect creating just-in-time knowledge and resources where they are needed most. Experts can provide best practices, answer questions, and facilitate the completion of business processes.

Program Based Launching a new corporate program? Program-based Communities are a great medium to leverage in support of specific corporate campaigns, programs or initiatives that may be running indefinitely or for a specific point in time (i.e., support launch of a new employee wellness program, innovation program, internal sales program competition). These new initiatives can be broadcast throughout the enterprise while concurrently providing the full set of Communities tools to enable broad-based participation and interaction.

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Practical Example: Wellness Program

The following is an example of a Program-based Community launched in support of a new enterprise-wide employee wellness program.

Special Interest Special Interest Communities are deployed as communities that are public, allowing employees to choose if they wish to participate in them. Employees self-enroll in these types of communities based on specific areas of interest.

Special Interest Communities are a great communication medium for employees who share a common interest to collaborate & exchange information. Members are not necessarily experts or practitioners of the topic around which the community has formed, but they do have a passion or interest in the subject matter at hand. Special Interest Communities typically engage users from multiple areas of the company to come together for cross-functional project teams, company-sponsored philanthropic ventures or initiatives that enhance and expand the workplace culture.

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Practical Examples:

Supporting interests or causes that employees are passionate about such as fitness, parenting or Green initiatives.

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Communities Hub To access the Communities Hub, start by selecting Communities from the navigation bar:

The Communities Hub is the first page that a user comes to before navigating into an individual community. This page serves as the welcome page and jumping off point for community members to access all the content and tools relevant to the community as a whole.

The following figure is an illustration of the Communities Hub:

The Communities Hub will display all Communities except for those that are Private. Private Communities will only display if the user has been added as a member.

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Creating a New Community To create a new community, start by clicking the plus sign on the Communities hub:

Note: Only those with Communities Admin Access can create a community. If a user doesn’t have this, and should, please reach out to generalsupport@vibehcm.com

Define the Community In the Create Community form, start by entering a Name for the Community. Then enter a summary of what employees can expect to find in the Community, in the Description field.

Note: This can be modified later if needed.

Set Privacy Next, you’ll need to define your privacy settings. These settings determine who can see the community, who can post in the community, and which roles have automatic access to the community. There are 3 privacy options:

• Public

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o If a community is public, ALL employees can access it and create posts and participate in conversations.

• Semi-Private o If it is semi-private, ONLY members can post and add content, but ALL employees can

view it. They have the option to Join the Community. Once they are a member, they gain access to participate.

• Private o If it is private, only members of the community can see the community and interact.

Further to this, automatic membership can be configured. The default option allows for anybody to become a member of a community. However, the dropdown provides a variety of configured options to auto-enroll specific audiences.

• For example, you can select the manager role. In this case, all employees with the manager role would automatically become a member of the community. The option extends to anyone hired/transferred into a manager role. If removed from a manager role, they will no longer be a member of the community.

o In this scenario, if you were also to set it to Private, only those in the manager role would be able to see this community in the Communities Hub.

Note: Privacy settings changes after community creation require a support ticket.

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Community Homepage Selecting a community from the Communities Hub takes the user to the individual community home page.

1. Cover photo and Profile picture

• This feature is identical to your public profile and is managed in the same way using the pencil icon beside the profile picture spot.

2. Header links

• Feature/Un-Feature – Open to Community Manager role to feature the community.

• Thumb-up – Allows users to “like” the community, as in social media.

• Join/Leave – Let’s user become community members or leave the community. 3. Menu

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• Links to different pages within the community. 4. Create a new post

• Add a post containing text, images or a document link. 5. Activity Stream

• A serial stream of all posts created in the community. 6. Quick Poll

• Survey tool with real-time results 7. Featured Members

• A user-driven feature that allows managers and moderators to highlight certain members. 8. Top Contributors

• A system-driven feature that displays the users with highest post count. 9. Featured Contributions

• A user-driven feature that allows managers and moderators to highlight certain posts. 10. Highest Rated

• A system-driven feature that displays posts with the highest ratings/ most likes.

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Posts

Creating a New Post

1. Type post into the text field 2. Click PHOTO/VIDEO to add media, if needed. 3. Click DOCUMENT to add a document, if needed. 4. Click POST.

Viewing a Post New posts display in the activity stream, with the most recent post at the top:

1. The user who created the post displays at the top.

2. The post text. 3. If an image was added, this will display too. 4. Shows the number of likes, comments and

attachments. Clicking the thumbs up icon, would add a like.

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5. If a post contains a document, it will display as a link. Click the link, to download the document.

Note: Multiple items can be added at the same time. In the case of images, these would be stacked one on top of the other in the activity stream.

Adding a Comment Each post in the activity stream contains a space to add comments at the bottom:

1. Add a comment in the test field

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2. Use the picture/document icons to add attachments. 3. Click POST to submit the comment.

4. The comment will then appear beneath the original post. Any additional comments will continue

to be added underneath.

Notes: New comments will not bump the post up in the activity stream. Also, no notifications will go out when comments are made, unless the Email Notification is turned on by a community manager.

Filtering Posts At the top of the activity stream there is a filtering tool:

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1. The filter icon allows the user to filter the activity stream to see only featured posts/members. 2. The sort tool lets the user sort to show most recent posts first, oldest posts first or highest rated

first.

Report Inappropriate Activity If a user comes across a post containing content that could be deemed inappropriate, there is a report feature available:

1. Click on the three dots in the top right corner of the offensive post. 2. Then click Report Inappropriate Content.

3. Enter a reason for why the post is inappropriate. 4. Click OK.

The post will then disappear from the user’s activity stream and a notification will be sent to the community manager role for review.

Notes: There are no built-in filters for inappropriate content. It is recommended to provide clear guidelines to Communities users on what is and is not appropriate. It is also recommended to have moderators responsible for each community created.

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Delete a post

1. Click the three dots in the top right corner of the post. 2. Click Delete

3. Click YES.

The post will then be removed from the activity stream.

Notes: This action can only be performed by the user that created the post or a community manager/ moderator.

Edit Post

1. Click the three dots in the top right corner of the post.

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2. Click Edit.

3. The text field will open to allow use to edit the text. 4. Click UPDATE, once complete.

Notes: This feature does not allow the user to remove or change any attachments to a post. It only allows for text editing.

Notes: This action can only be performed by the user that created the post or a community manager/ moderator.

Feature Post This feature allows anyone in the Moderator or Manager role to highlight a specific post.

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1. Click the three dots in the top right corner of the post. 2. Click Feature.

3. The post will then appear in the Featured Contributions section on the right. 4. Clicking More will open the post in the activity stream and display any comments.

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Photos The Photos link in the menu, will show all photos/videos uploaded to the Community.

Clicking on a photo, will make it full screen. To exit, click the X icon in the top right corner.

Notes: Videos will enlarge to full screen and autoplay once clicked.

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Documents The Documents link in the menu, will show any documents uploaded.

Clicking on the document name, will download the document. The filter tool can also be used to locate specific documents within the list.

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Members The Members link shows all members of the community.

1. Clicking the photo will open the employee’s Public Profile. 2. Clicking the FOLLOW button allows the user to “follow” that member, similarly to social media.

This feature is also available via the Public Profile. 3. Community Managers can feature members. These members are then displayed on the

Featured Members page and in the Featured Members portlet within the community.

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Quick Polls Polls are brief multiple-choice surveys geared at garnering rapid, broad-based opinion on a topic of interest (i.e., the future course of action, general sentiment). They are also an easy and effective way for community moderators and the organization to demonstrate to members/employees that their opinion matters. When a new quick poll is published, the first time a user navigates to the page containing the poll, it displays in answer mode. It remains this way until the user completes the poll or a new poll is published. Once the user has completed the poll, it displays in completed mode showing the current results across the member group as well as indicate the user’s response. The poll continues to display in this mode until a new poll is published, or the poll is deleted. Many polls can be published at the same time, and users can toggle between them.

Creating A Poll

1. Click the plus sign in the Quick Poll section.

2. Add survey question. 3. Click ADD ANSWER to start adding answers.

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4. Enter an answer 5. Click ADD ANSWER. Then repeat until all possible answers are added.

6. Click SAVE.

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7. The poll will generate and display.

Managing Polls There are a few options available once a poll is created:

1. Edit poll – This will reopen the poll form so the question and answers can be adjusted. 2. Add new poll – Allows the user to add additional polls. 3. Delete Poll – Delete the poll displaying.

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4. When there is more than one poll, the polls will display in a list at the bottom of the Quick Poll

section.

Completing a Quick Poll

1. Click one of the answers in the poll.

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2. The results will display in real time.

Notes: All users in the community will be able to see the results, once they have responded to the survey. Be mindful of this when considering using the tool for decision making purposes, so as not to alienate the audience.

Notes: Polls can also be accessed and managed via the Quick Polls link in the left-side menu.

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Admin The Admin link will display in the left-side menu for anyone who is a Community Manager, in that community.

The Admin page allows Community managers to do the following:

1. Toggle Quick Polls on/off 2. Toggle Email Notifications on/off 3. Manage community security roles

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Toggle Quick Polls on/off Community Managers can turn off the Quick Polls feature very quickly, from the Admin page.

Simply click the toggle beside Quick Poll. When toggled off, the link and portlet for Quick Polls will be hidden. Any open polls will be saved, so if the polls are toggled on again, the polls will reappear.

Toggle Email notifications on/off Community Managers can toggle the Email Notifications feature very quickly, from the Admin page.

By default, email notifications in a Community will be turned off. To turn them on, simply click on the toggle beside Email Notification.

Notes: If emails are turned ON, all activity in a Community will generate an email notification for anyone who is a member of the Community.

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Manage Community Security Roles

Assigning a role

1. Start by selecting the role to manage.

a. For more info on what each role has access to, go to the Security Roles section of this guide.

2. Enter the name of the user who is being assigned the role. 3. Click SEARCH 4. A list will appear of possible matches. Click the plus sign beside the user.

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5. The user will then appear in the list below.

Removing a role

1. Start by selecting the role to manage.

a. For more info on what each role has access to, go to the Security Roles section of this guide.

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2. Use the search tool to locate the individual to be removed from the role. 3. When their name appears in the list, click the delete button.

Notes: If the Community is Role-Based, users’ security privileges are automatically removed when they are no longer part of that community.

Adding/ Removing a member To manage members, use the same process as with managing security roles.

Notes: Members can only be added/removed if the Member type was set to Default when the Community was created. If the Community is Role-Based, members are automatically added/removed based on their role.

Available Security Roles Communities have 3 different security roles available:

Members

A community member has no special privileges granted to them. They have the ability to do the following:

• Create posts

• Upload media

• Upload documents

• Add comments

• Participate in Quick Polls

• Report Inappropriate Content

• “Like” content.

• Receive notifications for any community activity (if notifications are turned on)

Moderators

Moderators guide the community and assist with its adoption and overall health.

The role of a moderator is to act as a knowledge expert and encourage member contribution within a community.

Moderators have additional security privileges to:

• Create and manage Quick Polls

• Feature Posts

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• Note: The specific role and privileges of Moderators are configurable based on the needs of each organization.

Managers

The Community Manager is responsible for coordinating and facilitating the overall function of the community. The focus is primarily on the quality, organization, and strategy of the community as an efficient communication environment, and therefore their security privileges permit them to:

• Respond to escalations

• Feature Members

• Feature Community

• Manage security

• Manage notifications

• Turn on/off Quick Polls

• Update profile picture and banner image

• Update Community Name

• Update Community Description

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Additional Information Vibe HCM, delivers a personalized, interactive HRMS, talent management and employee collaboration

suite. Unlike typical HR systems, Vibe HCM is a dynamic hub of employee-focused processes,

communications, connections, and collaboration – driving efficiency while fostering engagement. As its

name implies, Vibe HCM delivers personalized, highly branded experiences tailored to our customer’s

culture and unique story.

Your employees will love Vibe's intuitive web-familiar design and its engaging social communications

capabilities. End-to-end process automation and embedded social capabilities are redefining

expectations for HR technology.