Optimise your FinxS Account!

In the webinar today, we will cover the admin users area of FinxS to find and edit your account information. We will also go over how to create and edit a project and access code. In addition, we will be covering how to use the Database for individuals and teams. Finally, we will look at how to add your logos to reports. 

FinxS Admin - Your Account Information

Let's start with the admin area. The FinxS Admin area is where you find your account information, such as your username and password. To find your admin information, you will need to hover over the 'Users' heading in the main menu, then click on the 'Admin Users' subheading. You will see your contact details, including your username and account email. As with any online account, it's crucial to keep your email up to date as the system will use this to send alerts and notifications such as point orders and our new retention emails. To edit this information, click on the '+' button in the bottom right-hand corner. Click Save once you have edited the required information. You can also edit your password by using the second tab along at the top of this section. To edit this, you just need to click on the edit button again in the right-hand corner. You will first need to enter your current password and then create a new password. Please ensure you do not include special characters like exclamation marks or hyphens. The password also cannot contain either your username or organisation details. So, once you've edited the required details, click on the 'save' button. 

Within the account information area, you can also change your brand colour. You'll find this under the third tab called 'User Settings.' The brand colour flows through to graphics in FinxS in Open Preview and the Reports. To edit the colour, click 'edit' in the bottom right-hand corner. To change it, click on the 'change' button next to the current populated colour. Once you have correctly entered your colour, click 'OK' and then click 'save.' 

FinxS Projects

You will need to set up a project for each workplace assessment tool available in FinxS. This is a unique project and tells the system that any results completed under that Project belong to a specific account. You also use the Project to define which report comes automatically off the server to your nominated email. 

When creating a project, you create was is called an 'access code.' You send out the access code to your candidates to complete the Extended DISC questionnaire along with the FinxS URL. To create an access code, you need to first set up a project. You can set up a project for different types of reports, or if you have other clients, you can also set up a project for them. This will ensure all the results are grouped in your FinxS Database. Alternatively, you may decide to file all your results under one Project and all your clients to use the same access code. 

To create an access code and a project, hover over 'Projects' in the main menu and then click behavioural analysis. If you are creating a project for another tool, then click on the required sub-heading. The column on the left of your screen displays a list of all projects already in your FinxS account. To quickly find an access code, you can sort by access code or project name, whatever is easiest for you. To do that, navigate to the white dropdown box called project names just under the FinxS logo and click on the box to sort either by access code or project name. 

To create a project and new access code, you want to click on the '+' symbol in the bottom left-hand corner of your screen. This will bring up all the fields required in a project, including the access code. You need to fill in the organisation for which you are using the Project. So, if you're using this for a specific report, you might enter your organisation name, or if you're using it for a particular client, you might want to enter their organisation name. Just a note you cannot edit this once you've saved the Project, so you want to make sure that you get it right before you save it. Secondly, you'll need to fill in the access code using 12 characters or less. I like to do this by abbreviating the name of the organisation or the report type, so I put in here 'HRP', which is short for HR Profiling, and we'll put 'BA' short for behavioural analysis, and then we'll put two as it'll be our second access code. 

Next, you'll need to enter the name of the Project. So, this is what will show up on the left-hand side of your screen in the grey column. You can do this by typing into the white box and name it to your requirements. For example, test access code and then number two to reflect what we've put and the access code itself. The name shown to the respondent is not required. You can see it doesn't have a red asterisk to the right of it. You can put something in here if you wish, and if you don't want to, you don't have to. If you put something in the box, it will appear at the top of the candidate's screen while completing the answering process. For example, I might put 'behavioural analysis questionnaire' here, which will pop up at the top of the questions when my client completes the questionnaire.

After that, we need to define the send method. There are three send methods to choose from. 

• None
• Email
• PDF - Report

The first is 'none.' So, this means that you won't get any notification as to when someone has completed a questionnaire. You have to make sure you log into FinxS occasionally to monitor if anyone has completed the questionnaire. The second option is email. This option will send an alert to your nominated inbox notifying you a respondent has completed the questionnaire. You will then need to log into FinxS to download the PDF. So this is a good way of creating a little bit of added security if you're giving your access code out to lots of people, and they accidentally complete it more than once. Doing this will not consume any points, so if you see it twice, you know not to download it, and your account won't consume points. The third option is 'PDF report'. This will send the PDF straight to your inbox, so instead of having to log into FinxS, which can be time-consuming and a little bit tedious at times, you can just put in 'PDF report' there, and it will automatically pull through to your email. There is no need to log in to the FinxS system unless you want to generate an additional report. 

Because we've chosen the PDF report option, we need to select a report to link to this Project. This instructs the system which report to send to your nominated email address automatically. First, I will choose the administration assessment. Next is the language. You can click on this to change it if your selected report is translated into other languages. This report is only available in English (Australasia), so it will automatically populate the language.  

The answering interface allows you to add your logo to the answering area so when your candidate is answering they will see your logo. Following that is the description. This is not a required field. However, if this helps you remember what the access code is used for, you can enter something here. 

You can attach a research module if you want to collect additional questions when your client completes the questionnaire. Businesses mainly use this feature in recruitment situations and add basic questions you might ask in an interview, such as your level of education or current position. These questions can either appear at the beginning or end of the questionnaire. In addition, they appear at the back of the resulting report. 

We next need to enter an email address to receive notifications. As we previously picked PDF report as the send method, the FinxS system will email us a copy of the report. You can add the primary email address to receive copies of the reports, and there is also the option of a CC or BCC email. If anyone else at your organisation needs to receive the report, you can add their emails. There is also the option to send a copy of the report to the candidate. To do that, click the box to select that option. We don't often use it as sometimes people don't know how to interpret the report and might misunderstand it. 

To limit the number of assessments, you can complete through the access code, click the circle next to limited and enter a number. You might choose to do this if you're profiling a team and you only want 15 people to use this code. Additionally, you can require respondents to have a single-use password to complete the questionnaire. This will ensure that they cannot give out the access code to their friends without paying. Click the circle next to 'yes', enter the number of passwords you require, then click 'generate password'. These will pop up in the unused box. Once used, they will appear in the 'used' box to keep track of passwords used. 

Finally, you will need to give the access code an opening date. If you need to use the access code immediately, we recommend entering the previous day's date. If you would like the access code to be used in a couple of weeks, you can also enter a future date. The Project will be pending and cannot be used until the opening date. The closing date is not needed unless you only require the access code for a short project. You can always edit the Project and mark it as closed once all the assessments are complete. This will prevent the access code from being used again. 

Once you have filled in all the details, you will need to click 'save' in the bottom right-hand corner to create the Project and activate the access code. If you need to edit the access code, click 'edit' in the bottom right-hand corner. All the editable fields will appear so you can edit the name of the access code, the name shown to the respondent, and the send method. For example, if you don't want a report going straight to your email anymore, you could change it to none or email you can. You can also change the report linked to the access code if the administration assessment isn't quite what you need. You can add or remove a questionnaire or research module, edit the nominated emails add additional emails or remove old email addresses. Ensure you click 'save.'

We can change the limit of the number of assessments required by clicking on the second allowance tab. Click 'edit,' click 'limited,' and add the exact number of assessments to be completed using this Project. You can also add more passwords if you've used them all up and you need more. In the same area under the allowance section, click 'edit.' Click 'yes' next to where it says 'require password'. In the box next to generate passwords, enter the number of passwords you require. Finally, click 'Save' to add the passwords to the projects. A reminder that you cannot edit the organisation to which the access code is attributed, nor can you edit the access code itself. So, make sure that you've got those details correct before you save the Project.

FinxS Database

The Database is where you go to find all the candidates who have completed the behavioural assessment. We can reorder results, download different reports at no additional cost, and create team reports using this. To access the Database, hover over the Database heading in the main menu, then click on the individual's subheading. To pull up your entire Database, you can click on the Behavioural analysis category on the left side of your screen. This will select all the projects that you've set up in your account. Alternatively, you can expand the Behavioural Analysis category using the small triangle button and select the required Project only. 

Once the list of results appears, you can use the search bars above each column if you're looking for a particular candidate. You might know the candidates last name, which you can enter in the search box above the last name column, and the Database will apply that filter and show only the relevant result. You can also search by:

• first name
• organisation
• access code
• date completed
• valid or invalid results
• email
• password (if activated)

Resending DISC Results

To resend a result, you need to identify the candidate, click the box next to their name, and click the 'Resend' button in the top left corner of the list. This will trigger an email to all nominated email addresses in the Project with the report attached. For example, say we want to resend the result for Sandy Lee. I search her name in the Database, click the box next to her name to select her result, then click the resend toward the middle of the list.

Generating Additional Reports

Using the FinxS Database, you can also reorder a candidate's result against a different report format for no additional cost. This allows you to gain information about their behavioural style in various situations such as sales, leadership, customer service or even sports! To reorder a different report format against a candidate's results, put a tick in the box next to the required candidate's name to select their result and then click the 'Print PDF' button at the top left of the list. A pop-up box will appear. The report tool will automatically populate, and you do not need to change this. You then need to select a report. Do this by clicking the 'select report' button and filter through the categories to find the required report. Once you have chosen the required report, click save to hold your choice. Next, select your preferred send method, either download or send via email, and click 'OK.'

Generating Team Reports

You can also generate team reports using the FinxS Database for no additional cost. To order a multi-person or team report, click to box next to the required candidates to select their results. Next, click 'Print PDF' in the top left of the list, and the pop-up box will appear again. You will see the PDF type automatically populates with 'multi-person report', meaning that you have selected multiple people. This tells the system that the report will include more than one person. We then want to choose a multi-person report. So click on 'select report' then filter the report groups to locate the required report. I'm going to select the team and build analysis. After selecting your report, you will need to select your preferred send method, again either email or download PDF. Next, you need to give the group a name such as sales or customer service team and then enter the organisation name. These will appear on the cover of the report. Once you filled in the required details, click 'OK' to trigger the email or the download of the report.  

Teams Database

Teams database allows you to create and save teams to edit later to add new employees or remove outgoing employees. To access the Team Database, hover over Database in the main menu and click on teams. You will see any existing teams in the left-hand column. To create a new team, you will need to click on the '+' icon in the bottom left-hand corner. A web form will appear with required and optional fields. The first field is the team name. The team appears in the left-hand column, and you will see this in your FinxS account. It does not appear on the reports. The team name is restricted to 16 characters, so you may need to abbreviate the name. For example, I will type HRP instead of HR Profiling Solutions. The next field is the full name. The full name will appear in the report, and the characters are not limited. Finally, you need to fill in the organisation name. You don't need to fill out any other fields, so leave them as they are. To create the team, click 'Save.' 

Now that we have created the team, we need to add people to it. To do this, click on the 'Team Database - Individuals' section from the tabs at the top of the team information to pull up all the Database. Next, click 'All Results' located right below the FinxS logo and then click on the name of the team you want to add people to. For example, we want to add people to the HRP test team, so we click the name, and now we need to tell the system the people we want in the team. We do this by clicking on the small square boxes next to the required candidate's names. You can also put a tick in the circle next to someone's name to identify them as the manager. The system automatically saves the team as you go. Once you have selected everyone, go back to the first 'Team' tab. Ensure you select the correct team from the left-hand column. Now you should see a 'Print PDF' and 'Open Preview' button underneath the team information. If you click on 'Print PDF', the same web form in the Individuals Database will pop up here. Again, click on the select find the team report, enter the group and organisation name, then click 'OK.' You can also email the report to yourself a nominated email if you don't want to download the PDF. 

To view the team on screen in Open Preview, we click on the 'Open Preview' button next to Print PDF. Once you are in Open Preview on the right side of the screen, you will need to select all the team members on the right side list using the 'Select All' button. There are three sections in Open Preview. In the middle of the screen, you can see these as different tabs. They are behavioural competencies, job templates and graphics. The first tab, behavioural competencies, contains all the different behavioural competencies categories available in the FinxS System. Under each category are different job role descriptors or competencies relating to each category. For example, I'll expand one using the triangle. If you click on the actual name, it won't expand the category. Now you can see that all the competencies appeared, and we'll click one, which will show you how natural this competency is for each team member. Remember, this isn't about ability. Each of the candidates can become more comfortable in each of the competencies, and we're just seeing if it's their preferred way of behaving or their natural style. For example, from the competencies on screen, we can see that it's easier for Susan Brown to display this behaviour than for Daisy or Joy. 

If you would like to look at a set of competencies rather than individual ones, you can compare the candidates to a job template. You will find the job templates under the second tab in the middle of your screen. You can use one of the system standard job templates provided to you by your FinxS Provider, or you can create your own. There are video tutorials and manuals in the VIP area to help you create these. If you do not want to see individual results against the job templates, you can remove them by simply deselecting their name on the right-hand side. For example, I might want to compare them all to the Admin job template. So, I make I've selected the job template on the left-hand side, and I don't want to see Susan Brown, so I click on her name on the right-hand side to deselect her result. Now we only see Daisy and Joy. You can download this out as a PDF by clicking on the 'Print PDF' button towards the top right.

Additionally, you can print only the top five competencies by navigating to the middle and clicking on 'print all' to expand the dropdown box. This provides you with options to print the top or the bottom 3,5, or 7 competencies. For example, maybe we want to see their top five competencies, and we select that option from the dropdown box, which will change the number of competencies we view on screen.  

Finally, the third tab is the graphics tab. These are all the single and multi-person graphics that we can view against the team members results. From this section, we can quickly look at the individual profiles rather than generate a full report. For example, we might want to see the profiles of all our three candidates. We look under the single person graphics category and click profiles, and there you can see we have them for Susan, Daisy and Joy. You can also get these into a presentation quickly by clicking on the 'Print PDF' button at the top of the screen. Suppose you're creating a team-building presentation workshop for a client. In that case, you can come into the Team Database area in FinxS, bring up all their profiles under Open Preview, click on 'Print PDF'. You will generate a single-page report with images that you can easily insert into your PowerPoint presentations. 

FinxS Image Manager

Image manager is where you upload and store images needed for a report template or report designer. To access the image manager, you will need to click on templates in the main menu and click on image manager from the secondary menu. So you can see that I have already uploaded some images to my image manager, and we have a limit of 50 images available. To upload an image, click on the '+' symbol in the bottom left-hand corner. This will bring up a web form with the required fields. We need to give the image a name. A description isn't needed. However, you can enter a description if it helps you to identify the purpose of the image. To upload your image, click on the 'Choose File' button and locate the image from your documents. Once uploaded, click 'Save' to add the image to your Image Manager. Once you have finished uploading your images to the Image Manager, you will need to go to the report template area. 

Navigate to 'Templates' in the main menu, then click 'Report Templates' in the secondary menu. From here, you can create a new template or clone a template to make minor adjustments. To do that, select the template in the left-hand column and click 'Clone' on the right-hand side. Once you have cloned the template, the web form appears, and you need to edit the name of the template, enter a description if required, and ensure that the clonable box is selected to clone the template in the future. There is also an option to make the report template automatically available for any new users you create or make it available to users you have already set up. When ready, click 'Save.' The report template will then appear on the left-hand side in that grey column.

Once the report template is created, some new sections appear. These are Cover Page and Content Page. These areas allow you to design the look of your reports. To edit the cover page, click on the tab of the same name and click on the 'Edit' button towards the top left corner. You will see three sections that we can edit: the header, middle, and footer. First, expand the header and find the logo area and click on 'image manager.' This will bring up the image manager and show you the images you uploaded in the image manager. Find the required image and click OK to add it to the report. You can also change the colours for some of the text. For example, we can change the header title by clicking on the 'Change' button and filling in the RGB code. Then click OK. You can also change fonts and font size and bold, italicise or underline the text or change the alignment on the page. Next, we will expand the middle area. Here you can edit the text, font, colour and alignment. We can also upload a background image in this area. To do that, click on image manager, and then you find the image you'd like to add. Click OK, and the image will appear in the middle area. You can also add or remove images and text in the footer area. When ready, click 'Save' to apply your changes. 

Next, we can also edit the look of the content pages in reports. To do this, click on the content page tab, then click 'Edit', which is in the top left-hand corner. Again, we can add and edit images in the header and footer areas. We can also edit the text in the middle area. However, you can't upload any images into the middle area. You will want to update the content page to reflect the changes you made on the Cover Page. When ready, click 'Save.' 

Once we have finalised the report template, we want to make sure it's pulling through to our reports. To do that, click on the 'Reports' heading and then the 'Report' subheading, expand the behavioural analysis report category, and then the uncategorised category. Next, select the required report, click edit in the bottom right-hand corner and then at the bottom of the web form where it says 'Report template this report is based on,' click on the dropdown box and choose the required report template. Once you've done that, click 'Save.' 

You will then need to go back into the Projects area like we started with and then click on the required Project to ensure the report with your new report template is selected as the report automatically coming off the server. To do that, go to 'Projects' in the main menu, click on the 'Behavioural Analysis' heading in the sub-menu, and click on the require Project name from the left-hand side column. I've selected 'Test Access Code 2', and we can see that it's the standard assessment and not the report to which I attached the new template. To edit 'Click' the edit button in the bottom right corner, click the 'Select Report' button and find the required report under the report groups. Click 'Save' to hold your choice, then click 'Save' again to save the entire Project. When someone completes a questionnaire using this access code, the server will send the new report to the nominated emails with the new branding. 

Remember, the four steps when branding are to ensure you've uploaded all the images into image manager, added them into your report template, attached that template to your report, and you've attached the report to the Project.