Groopit Getting Started Guide
Groopit is the easiest way for teams to get, share, and use data from each other. It works like Waze (yes, the traffic navigation app!), but for business. In Waze, drivers report traffic accidents with just a few taps. In Groopit, employees report real-time business data. Everyone involved sees the data as it’s reported, so they’re in-the-know and can use it to make decisions. Team members simply choose a Groopit Action to share information in 3 taps and less than a minute. This Getting Started Guide will walk you through everything you need to know about using Groopit, from setting up your first Action to sharing data with your team.
Groopit allows administrators to:
- Define the precise data team members should share by setting up Groopit Actions.
- Store data captured in a feed that can be searched and filtered.
- View aggregate data results and share those views with the team.
- Automatically integrate data reported into enterprise systems like Tableau, Salesforce, HubSpot, and more.
- Download data into a spreadsheet for analysis
Brand Your Group
Start by customizing your Groopit on the About page to reflect your brand and mission. Also, add context for your group, such as the purpose, why it matters, and how team members should share data.
The about page editor provides you with the tools to edit your purpose and add visuals and other resource links to your group.
Refine your text: Add and adjust the purpose, why it matters, and actions team members should take to share data. You’ll answer 3 questions:
- What is the purpose of your group? Make a short statement about what you’re doing. Try starting with “We are…”
- We are working together to…
- We are partnering to…
- We are solving…
- We are discovering…
- We are researching…
If someone were skimming the first sentence of your About page, this is what you would want them to learn.
- Why does it matter? This is where you will explain why they should take action, provide more detail about the data you are trying to collect, and emphasize the importance of their contribution. Keep it concise! This section has a 500-character limit.
- How should people contribute? Explain what actions members can take and the real-time data they will be contributing. These should explain the 3-4 Actions that people can take to collect the precise data you need.
Add a cover image and icon: Your cover image should be a JPG or PNG and at least 1024 x 576 pixels. It will be cropped to a 16:9 ratio. The image is optional. The about page icon can be any size, but it will be cropped to a square. Keep your icon clean and simple, and try not to use one with lots of text. The small size will make it difficult to read.
Make it friendly: Create a friendly URL that is easy to remember and share. It will eventually look like this: https://app.groopit.co/friendlyname
Link additional resources: Link to your website, YouTube channel, Google Drive, or any other resource through the about page. Just add the text you want to display and remember to include the link.
Choose privacy settings: There are two privacy settings to consider:
- Private: In a private group, all membership requests must be approved by the organizer and each member must have a Groopit account. Members that have been sent an invitation via Groopit will automatically join the group when they accept the invitation and create an account. Prospective members who have a link to the group will still need to obtain membership approval from the group organizer.
- Public: In a public Groopit, anyone with a link and a Groopit account can join. No additional approvals are required. Any member of the group can share the group in Facebook or email. Groopit will create links back to the group. Groopit doesn’t list public groups, so it’s up to the organizer to promote the groupto prospective members. The organizer can still control who is in the group by deleting members, but deleted members will be able to rejoin without prior approval.
Define Data for Team to Share
Here’s the key question: What data do you want your team to share? Think about your parallels to the traffic accident in the Waze analogy. For example, do you want employees to share:
- Competitive intelligence
- Customer successes
- Product feature requests
- Local marketing activity
- Field sales call reports
Explore more examples at https://groopit.co/examples
Once you have decided what data you want your team to share, it’s time to create the Groopit Actions for your team.
Start from scratch or use one of Groopit’s 20+ customizable Action templates. Get precisely the right data with 9 field types designed specifically for real-time data collection. Add the fields you want, customize their order of appearance, even determine the privacy of data at the field level.
Best Practice: Streamline your data collection so that it can be shared in less than a minute. Team members will be able to share data in real-time, resulting in more accurate data collection.
Create a Groopit Action: Tap +Add an Action
Add a title: Give every Action a 1-3 word title so contributors will know which one to use.
Add instructions: Write one sentence that explains what to do. Start with a verb and be clear about how to contribute, for example: Share, Capture, Track, Report, Record.
Add an icon: Make it easier for people to find the right form. Choose an icon or add a custom icon. Custom icons should be a JPG or PNG, 180 x 180 pixels and will be cropped to fit a square. Try https://thenounproject.com to search for or purchase icons.
Add data fields: Data fields are the building blocks of Actions. The 9 field types are for pictures, text, tags, location, numbers, date and time, lists, and actions. You can add multiple instances of a field, and place fields in the order you want them. If the user does not enter data into a field when sharing, that field will not display in the report. Most data fields are explained by their titles–pictures, text, location, numbers, date and time. There are two data fields that require a little more information.
- Tags: Tag data fields allow users to contribute data with one touch. Because these tags are organizer-defined, data is collected in a structured way. You create the tags in advance. You can also allow users to select one tag, multiple tags and add tags.
- Lists: Like Tags, lists let people report information with one touch by selecting from a list. You can import a list of options for people to choose from. You can also autogenerate the list using data from other forms. Examples include product names, branch locations, division names, and options where a list is the most efficient way to present choices.
Finally, you can make any data field visible to only the organizer. Sometimes you will want to collect information that only the organizer can see.
Check the settings: There are three settings you can adjust for each Action.
- Who can report: Actions will be set to Members and Publishers. If there is an Action that only the organizers should see and use, change the setting to Organizer only.
- Status: Actions are set to Active. If an Action only needs to be used at certain times, choose Inactive and when you are ready to use it, re-set it to Active.
Take a test drive: Once your Action has a title, instruction, and fields, tap Reports, then the Action title to make a report. You can always delete the report. Review it to make sure you are collecting the data you need. Strive for being able to add the data in three taps and less than a minute. Make any adjustments and then you are ready to add team members and collect data.
Edit Action template: You can start with a template of pre-defined Action. You can edit them to add new data fields, edit tags, or remove data fields.
Search and View Shared Data
The data your team share will immediately be available in a lightweight feed and update any aggregate views that have been created.
Search and Filter Shared Data
You can search and filter the Reports feed to find the precise information you are looking for.
Find and tap the search icon (it looks like a magnifying glass) located in the upper right-hand corner of the web app.
Search by text, tag and people. To search for people, just @username in the search bar. Tap a tag to search for all reports made using that tag.
Filter the feed to only see reports from certain Actions. Check the box by the Action that you want to filter, and the feed will only show those Reports. You can also search within a filtered feed.
Manage individual reports: Each report can be edited, deleted, pinned to the top of the feed and flagged. The organizer and the original contributor can edit and delete any report.
View Aggregate Data
To empower everyone with real-time information, setup views of aggregate data. You can add views of leaderboards, stack rank, progress trackers, counters, and maps.
Navigate to Views: Tap Views from the main navigation menu
Create a View: Tap +Add a view.
Choose an Action you want to create a view for.
Choose the data from the Action that you want to share.
Choose the View you want to use. Depending on your data you can choose from a leaderboard, counter, progress meter or map.
Choose who can see the View and what date range to use.
Give your view a title.
Describe what data the view is sharing so everyone will know what aggregate data is being shared.
Add a label so it’s clear what data is being presented.
As new data is shared the View will automatically update.
With one tap, you can download into a spreadsheet all the collected data.
Tap download data from the Views menu
Groopit will create a .csv which includes all the data that has been collected.
Invite people to join and then enlist key people as champions to model quality contributions and encourage their peers.
To bring key people together and form a strategic crowd, you need to invite them and communicate on a regular basis.
Invite People: There are two ways to invite team members:
- Email – From People, tap Invite and enter their email address. Customize the introductory message, if applicable. Groopit will take care of the links and sending the message.
- Via link – Use the friendly link in all your communications.
Accept join requests: If your group is private, every person who wants to join will require approval. Organizers will receive an email when people request to join. Pending join requests will appear for organizers under People. Tap ✔to approve and 🗶 to ignore.
Troubleshoot invitations: Sometimes invitations wind up in junk or spam folders. If a person you have invited to the group is unable to find their invitation, have them check their junk or spam folder for a message from email@example.com. Users should add firstname.lastname@example.org and email@example.com to their safe-sender list to make sure they receive all emails, announcements and other communication.
Encourage contributors to download the Groopit app: Make it easy for everyone to provide real-time data and self-directed actions in the moment with the Groopit app. It’s available for Apple and Android devices.
Add another Organizer: Organizers are the only members who can add or remove members, change settings, create and edit report Actions, edit reports, and download data. You may want to add organizer permissions for another member of the team so they can provide backup if you aren’t available.
Link to Slack: You can also connect to a Slack Channel where everyone in the channel will be able to contribute data. Click here for information on integrating Groopit with Slack.
Identify your champions across the business. You may have 2 or 102. Choose people from different teams, disciplines, and locations.
Encourage them to model what good data collection and sharing looks like. They can also encourage their peers to capture the data you want collected too.
Recognize Value of Sharing Data
Recognize the value of sharing data and the People contributing it – OFTEN. Whenever someone contributes, lift them up. Employees need to know that the data they are contributing is valued. You’re helping people be part of something bigger, something that works, and yields results.
Identify who is on point for recognizing contributions – champions, executives, and you.
Recognize contributions in big and small ways
- Acknowledge each contribution – it can be as simple as an emoji.
- Celebrate wins, milestones, and events – it can be done with a simple announcement.
- Tell people when shared data influences decisions – the new marketing campaign, an upcoming pricing review, a product decision – anything informed by the shared data.
Download the Groopit App
You’ll get better results more frequently if team members can get, share and use data in real-time. Groopit’s mobile app makes it easy to collect data in three taps or less than a minute.
The app is available on the iOS and Android platforms.
Download the iOS or Android application: Encourage everyone on your team to download the Groopit app.
Turn on notifications from Groopit: Use your mobile devices notifications, so you never miss important data.