Sapling - Platform Settings

Introduction 

The Platform Settings tab allows you to customize the Sapling experience to look and feel like your company brand.

This article covers the following topics:

• What can I see on the "Platform" settings page?
• Section One: Platform
  • General Settings
  • Brand
  • Holidays
  • GDPR and Data Deletion/Anonymization
  • SSO
    • Enable 2FA Authentication
  • Company Links
  • Upload Data
• Section Two: Company Page
  • Video
  • About
  • Key Milestones, Values, and Gallary (Photos)
• Section Three: New Hire Experience
  • Welcome Message
  • Preboarding complete Note
  • People

What can I see on the "Platform" settings page?

• Platform: for global settings such as time zone, notifications, brand colour, holidays, and GDPR
• Company page: milestones, core values, culture gallery, and additional content that describes what it's like to work at your company
• New Hire Experience: Welcome message and preboarding complete notice

Section One: Platform

General Settings

• Company Name: ex: "Rocketship"
• Date Format options: International (dd/mm/yyyy), ISO 8601 (yyyy/mm/dd), Long Date (Dec 31,2017) or USA (mm/dd/yyyy)
• Time Zone for Emails: This determines when emails are sent out to team members. Additionally, you can enable the slider beneath if you'd like for new hire start dates to take effect based on the same timezone as your emails. Otherwise, start dates will take effect based on the PST time zone.
• Set automatic time out of Sapling sessions to: For security purposes, you can enable different times to be log out after being idle. 10, 20, 30 minutes, or Never
  • If you login via SSO (Google, Okta, etc.), the same settings apply.
  • Never means you will be able to login for as long as the cookie token stays valid. 
    • The cookie will remain valid unless 1) the cache is cleared, or 2) two weeks have passed from the last user interaction. 
  • Note that if you change someone's permission, it will log them out to apply that permission change (regardless of what is set here).
• Who should be listed as the CEO?: To enable the org chart, ensure that you list the CEO.
• Default Country & Currency: These determine which country is pre-populated in address-type fields and which currency is pre-populated in currency-type fields; they also determine localization settings when viewing currency-type fields on the Job Details page (e.g. a pay rate in any currency will be displayed using the localized formatting of the default country)
• Display Name Format: This controls how team member names show up in Profile, People Directory, Org Chart, and more.
• Default Email Format: This controls the default email format.
  **Note: We are auto-generate the emails during the 1st step of onboarding.
   If the email format is set to "preferred+last name" and the preferred name field is empty, the first name is used instead of the preferred name. If the preferred name is updated after the completion of onboarding, the email address isn't updated and it will only get updated if the preferred name is entered before completing the onboarding. 
• Domain Name: You are able to input your own domain for email format. Please note that up to 6 characters will be validated after the dot(.). Anything above 6, will result in an an error and will not allow you to save this. During the 1st step of onboarding, we will showcase the default email format with the domain inputted.
• Company Email: You can set the company email to required or not required. The toggle will be set to not required by default.
  • When the toggle is on, the company email is auto-generated as soon as the onboarding flow is initiated.
  • When the toggle is off, the company email is auto-generated, but only when you click into or edit the first/last name fields during step 1 of onboarding.
  • Regardless of the toggle being set to required or not required, we auto-generate company email.
• Searchable Team Member Attributes: You can select up to 3 searchable team member attributes. Some available options will the the following fields:
  • Sapling ID, Sapling UID, and any integration IDS ( e.g if you integrated with ADP, then the Associate ID will be available in the dropdown and if selected, you will be able to search by it)
  • The default fields you can search by are :
    • First name, Last name, Job title, and Location.
• Show Team Member Pronouns: This toggle controls whether pronouns are displayed in the profile header for all team members.
  • When this toggle is on, Sapling will find any existing custom field titled "Pronouns" (must match exactly) and display the value specified by each team member on their profile headers.
  • Please note that Sapling will not automatically create a "Pronouns" field for you - you must create your own custom field for this toggle to take effect. 
  • If you have an existing custom field titled something other than "Pronouns" (eg. Preferred Pronouns), you can rename the existing custom field for this toggle to take effect. 
• Hide Inactive Team Members: This toggle controls whether inactive team members are hidden from users with Manager or Employee permissions.
  
  • When this toggle is on, inactive team members will only be searchable by users with Admin or Super Admin permissions.
•  

Brand

• Color hex code: must be hex color code. You can typically locate this from your brand or design team. Brand colors are used for emails, and to customize the pre-boarding experience
• Logo: Upload your company logo to be featured during login and in the upper lefthand corner of the platform
• Landing page photo

Please note that we resize the original image and save various versions of it for appropriate display as required. For Logo, Landing page, Milestone, Values, and Gallary images, there is no limit on the file size, and allowed extensions are: jpg, jpeg, gif, and png.

Holidays

Here is where you can set up holidays for your Sapling account. Create a new holiday by clicking "New Holiday", and enter:

• The date of the holiday (For example, January 1st)
• The people who it applies to (everyone OR filtered by departments, locations, or Calendar Settings)

Calendar

On this page, you can choose to either show birthdays and work anniversaries, or hide them. By default, they are shown. If you turn this off, it will not be shown for anyone in the company, both on the Updates Page (milestones panel) or the calendar.

GDPR

GDPR requires that companies have a 'lawful basis' to process an individual's data. You can determine how long your company's 'legitimate interest' to retain the data lasts across all team members or only certain locations.

Under Administration Tools > Platform Settings > GDPR, you can specify if you want data to be deleted or anonymized once the legitimate interest ends. The legitimate interest is the amount of time (1 to 7 years) that passes after a team member leaves the company (i.e. after their termination date). You can set these rules for specific or all locations across your company.

The following data is considered for deletion or anonymization:

• First name

• Preferred name

• Last name

• personal email

• company email

• SSN field

• All address fields

• All phone number fields

• All emergency contact information

When anonymized, the team member's record is retained in Sapling but those fields take on the following values:

• First name = Anonymized

• Preferred name = Anonymized

• Last name = 5 number data string (i.e. 48797)

• Personal email = anonymized@6 number data string.com (i.e. [e-mail])

• Company email = = anonymized@7 number data string.com (i.e. [e-mail])

• SSN field = 00000000

• Address fields = 123 City Street, San Francisco, California, CA 94100

• Phone number fields = 000000

• Emergency contact name = Anonymized

• Emergency contact email = [e-mail]

• Emergency contact address = = 123 City Street, San Francisco, California, CA 94100

SSO

Oftentimes, the IT team may want to add extra security by implementing a single sign-on (SSO). If this is set up (through the integrations page), then you can tailor the login experience.

You can choose to limit new hires to login with their SSO only (for example, Okta or Google), both (email address and SSO), and or email only.

*Note: If you have enabled a Single Sign-On Integration, you will also need to enable it under the SSO section. You will be able to choose from either of the options listed below:

Enable 2FA Authentication

You can enable Sapling's inbuilt 2FA and force team members to use authentication applications (like Google Authenticator, Microsoft Authenticator, etc.).  To enable this, turn on the toggle 'Enable 2FA Authentication' and click on 'Save'.

After you enable this, here is the flow: 

• The team member sees a QR code upon successful login
• They scan the QR code via their authenticator app i.e. Google authenticator
• And the login is successful.

**Note: After enabling this, the team member can't log in to Sapling without entering code from the Authenticator app and they will be asked for the code every time they attempt to login to Sapling. 

Please note that the Sapling’s 2FA only works for email logins. Customer needs to set up 2FA with SSO provider (for example, Okta or Google) separately if they want it when using SSO as well.

If a team member lost/changed the device that had the authenticator app, resetting the sapling password would allow viewing the QR code again to set up 2FA. Reach out to our support team for any help regarding this. 

Company Links

This section can be used to share a directory of helpful links with your team members. The link's visibility can be filtered based on the location, department, and employment status.  

Once enabled with the required links, the information is available to the team members under the Home page. 

Upload Data

This feature allows uploading the data about existing/new team members in bulk. For additional details regarding this, check this knowledge base article - Sapling - Bulk Data Upload (Self Service Upload)

Section Two: Company Page

Video

You can embed a company video to showcase to both new hires and existing team members. To do so, enter the URL from YouTube, Vimeo, or Wistia and hit 'Save'. The video will be embedded at 640px.

About

You can write a brief bio about your company (the story that is usually be found on Glassdoor, Linkedin, or the company website).

Once enabled and information is entered, this will appear during preboarding in the "about us" section. 

Key Milestones, Values, and Gallary (Photos)

Here, you can add all key milestones, company values, and photos that display your company culture. These will be displayed to new hires during preboarding to get them excited about their new team!

Section Three: New Hire Experience

Welcome Message

You can add/modify a welcome note that new hires see when they first log in to Sapling. It also allows you to Set the default welcome profile to show at the beginning of preboarding. Typically, this is the program manager, or best point of contact while new hires are onboarding.

Preboarding complete Note

This message will appear when team members complete preboarding. You can start this with something like: "Congrats! You did it". You can add a description to give new hires reassurance before day one. Keep it brief, as it's in a popup. 

People

This section helps to customize how existing team members are introduced to new hires in Sapling. New hires can be shown their team and/or team members onboarding with them.