Create your organisation

Organization in GAIS is the best way to keep track of your data and make sure that your GAIS setup matches your organizations structures. 

Create your CSV

Start at the top of your screen and choose "Organization":

This is where you setup the data you'll be using for all of your GAIS surveys. To load data in to GAIS, you need to have your CSV-file ready. Are you not sure what this file should contain, please reach out to your GAIS contact.
We also have a guide that can help you get started.

We recommend that you reach out to your GAIS Customer Success Specialist. It's important that you include all relevant data in the file, so you don't run into issues along the way.
They can also tell you more about integration to your HR-system. Please contact us to find out more.

Create organization

After you've created your CSV and ensured that it matches your organizational setup it is ready to upload to the GAIS platform.

You can either click “Create your organization” or drag your file into the green field:

NOTE: If you have uploaded the wrong file, you can always start over.

Once you have uploaded your file, you should connect the various pieces of information in the file to your organization in GAIS. (Remember, your CSV has to contain the name and email of your employees and they have to have the 4 obligatory filters). You map the CSV to GAIS by following the steps shown on the screen.

Check number of invitees

Now you start mapping up the data from the CSV. Your CSV has to contain the name and email of your employees and they have to have the 4 obligatory filters:

Once you have uploaded the right file, you will first see that GAIS has already found information in the file. In the first step you'll see how many names and emails are in your CSV. Check that they match.

In the file used here, there are 36 people. You can see that 36 names and 36 emails have been found: If you click INFO, you can see which names and which emails are linked to the survey. 

If everything looks correct, you can click “Next”.

Managers

Now you need to answer whether you have a column in your data file that indicates who the employees’ immediate manager is. By specifying the managers in the organization, more options become available - including the possibility for (anonymous) dialogue between the immediate manager and the employee. If you answer yes, you should choose what the column is called so GAIS can link the two things: Once you have done this, you can see which managers appear in the data file. If one or more managers do not appear with an email in the data file, you can manually add email addresses here.

Remember to pay attention to the text on the screen. In this CSV we have one employee with no immediate manager. Often the CEO will not participate in the survey and therefore not appear with an email address in the data file.  

You can also see how many employees each manager is responsible for, and you can click on INFO if you want to see which employees they are.

Departments and Teams

At the next step “Departments and Teams”, you need to answer whether there is information in your data file about which department or team the employee is part of. If the answer is yes, you should choose which column it is: 

You can choose all the different departments that you wish. Predefined data segments are created based on the departments and teams you have chosen in your setup. 

And just as you could under “Managers”, you can now see which teams are involved and how many people are in each team/department. 

If you click INFO, you can see who is part of the individual teams/departments:

You can always add more data segments that will be linked to the company profile itself. 

After adding the different teams, you'll be asked if you have a column for distribution. This is only used if you have asked to our code-function. Before choosing to use the code funtion, please contact us.

If you don't need to use code, you can choose "no" and move on.

Next step is Language.

This allows you to send out invitations to surveys in the invitees’ preferred language if they exist as languages in GAIS.  We always recommend that you have a Language column. GAIS-default language is english, so if you send out a survey in danish without setting up your language, your employees will receive some information in english. 

Filters 

Now you need to start connecting your filters. 

Auto-created filters: If you have chosen to use “Managers” and “Departments and Teams”, these are already auto-created as filters. 

Mandatory filters: Mandatory filters are data that GAIS always collects. Here you can specify whether data should be fetched from your data file, or whether each participant should be asked. The advantage of fetching information from the data file is that it makes it simpler for invitees to respond to the survey. If you specify that the information should be fetched from the data file, you should mark in the column to the right which column in the data file the information should be fetched from. 

Other filters: Your other filters are ones you add yourself. Here you can specify whether you want to fetch data from your data file or have changed your mind and do not want to use the filter after all. If you have changed your mind and do not want to use the filter, choose “Do not apply”.

When mapping filters you have three options. If you have all the info needed in the CSV, you can choose "To be retrieved from my data file" option for all your filters.

 When you have chosen the option remember to map it to the right column in your file:

If you want the employee to fill out the information when answering the survey, choose "GAIS asks the employee". This will only let the employee have GAIS standard answers.

If you only have information on some employees  but not all, you can choose "Fetch from your datafile + ask the rest". This can also be used for every employee but this requires that there's a column in the file that has a name (Gender, Age, Position, etc.) but this column should be empty. 

In the last option, you can define the answers accessable to the employees:

Approve Your Organization 

At the last step, you can see all the info that is associated with your organization. If everything looks correct, you click “Approve and create organization” in the lower right corner.

If something needs to be corrected, you can always go back. And if you want to start all over, you can always click on the first point “Intro” and upload a completely new file. 

Overview of Your Organization 

Once you are finished, you will get an overview of your organization and what it contains: 

If you want to take a closer look at what your organization contains, you can find more info under each menu item: 

And in the top right corner, you can see when your organization was last updated: 

If there are changes in the organization, you can always choose to update it with a new data file. You can download info about the organization or choose to connect your HR system. This is also where you delete your organization: