Coordinator linking - What is it and how does it work?

1. What is coordinator linking?

Coordinator linking in My Effectory describes the automated connecting of managers with their corresponding teams. Based on your organizational structure, My Effectory will turn your managers into group coordinators and give them access rights to their groups’ survey settings and results.

2. How do managers become coordinators in My Effectory?

When you prepare your employee file in Excel, you can add your managers’ data separately as an attribute of an employee. Adding managers at this stage will help you delegate access rights once you have started your first project. After creating your organizational structure and adding participants to your project, you can manage group coordinator roles on the Group Coordinator page.

3. How coordinator linking works

You can enable the automated coordinator linking on the Group Coordinator page of your project. You can choose between automated suggestions (Auto-suggest) for or automated assigning (Auto-assign) of the coordinators. Once enabled, My Effectory will automatically link participants to their managers based on the organizational structure. If Auto-assign is selected, the managers will also automatically be assigned the coordinator status for that group and the groups below. This means that the higher a manager is positioned in the organizational structure, the more groups they can access as a coordinator. 

Three settings

Coordinator linking is accessible on the Group Coordinators page of your project and can be turned on and off as you see fit. You can choose between three settings:

• • Coordinator linking: Off

When you do not enable coordinator linking, it will be off by default. This means you manually assign all Group Coordinators for your projects. 

• • Coordinator linking: Auto-suggest

When coordinator linking is set to Auto-suggest, My Effectory suggests potential coordinators based on the manager information in your employee data. You can accept or decline these suggestions and assign them in bulk or individually. 

• • Coordinator linking: Auto-assign

If you opt for Auto-assign, My Effectory will automatically assign coordinators to your project based on the manager information in your employee data. Remember that your employee data must always be correct and up to date for this setting.

If a new survey is created, all coordinators assigned to the project level will be automatically linked to this survey. If a survey is already running or completed, you can still assign coordinators in the result settings of the survey. Once a survey is running or completed, adjustments in assigned coordinators on project level will not automatically linked to this survey.

If you add someone as a coordinator on a survey level, they will only have access to the assigned group in this specific survey.

4. Why should I opt for coordinator linking?

Provided that your employee file includes manager data, automation can be a great asset for saving time and effort when setting up projects, especially those with many participants. The same goes for a large organizational structure with many sub-groups and different manager levels. Without automated coordinator linking, you will manually manage access rights for each group that is part of your project.

Furthermore, if you use an employee data system that is already running on an integration with My Effectory, using the automation feature becomes even more feasible. Since your data is continuously updated and checked, errors in assigning coordinators are less likely to occur.

In conclusion, the decision to make use of coordinator linking can be based on the following:

• The quality of your employee data
• The extent of your organizational structure
• Whether or not you included manager data in your employee data
• Whether or not you want to share survey results with many different stakeholders

5. FAQs

Can I use coordinator linking even if I haven’t included manager data in my employee file?
Yes, if you upload a new employee file in which manager data is included as an additional attribute of each employee.

Can I switch between settings?
Yes, you can switch between the two different automation settings by using the coordinator linking toggle on your Group Coordinator page.

What coordinator roles will be assigned automatically?
By default, only Results Access Coordinators will be assigned. You can change the role to Local Coordinator manually.