Getting started | A guide for Smarp admins

Build an environment where employee advocacy can flourish.

Welcome to Smarp

Smarp is a hands-on tool to activate and measure the success of your employee advocacy program. Through the platform, employees can share company curated content to their social networks, building and improving their own professional brand. At the same time, the employer is able to tap into new audiences and increase the reach of communications. No matter what industry you are in, your employees can make the biggest impact. This guide is for Smarp admin users. With it, you will assure you are on top of things. We are happy to have you.

Identify Early Adopters & Foster a Culture of Collaboration

Pick a week to learn the basics. Identify a group of people who will act as the administrators of the platform and bring these people together. Instead of speculating, gather up, grab a coffee and start using Smarp together. Try out the following: import content, invite a colleague, connect social media accounts, go through the settings, and share some content. Next, find and involve key influencers in your company. Walk them through the basics and let them lead the way. Pilot for a week or so to make sure you are familiar with the basics.

Decide who to involve. Choose who should take part in your employee advocacy program. Marketing, sales, HR, recruitment, IT, and communications all have proven to benefit greatly from empowering employees to act as brand ambassadors.

Communicate the benefits. Let employees know they are important. Highlight the benefits of growing a professional brand and building an engaged professional network. Make it easy for employees to share and discover content. Let employees know participating is entirely voluntary but beneficial for both the employer and employee. Together you’ll make it a success!

Smarp - Employee Advocacy Benefits for Employees

Let the content flow begin. Decide which admins have the main responsibility for adding content to Smarp. Identify your main sources of content, and decide how often you publish new posts on the platform. Consider creating guidelines for users to propose content for you!

Make decisions on publishing frequency and how long your posts are available for sharing by default. Try to prioritize content that is of true interest and creates value for employees and their networks. Consider also adding external content to the mix about your industry, or the fields that your employees represent in their professions. And do not forget the occasional humor!

Integrate employee advocacy into your communication efforts. Renew communication processes and actively campaign with the help of your employees. Make participating as easy and as rewarding as possible. Recognize the effort by giving constructive feedback and intrinsic rewards such as a shout-outs to top performers. Recognize the stars and support the ones who struggle to get started.

This month's social media heroes

Adjust settings to Match Your Culture and Objectives

Access your organization settings from the top bar. Finding the “right” default settings suiting your organization takes a bit of time. Start off with a gut-feeling, working your way towards the ideal settings. Go through the settings and familiarize what can be adjusted.
General settings
  1. Set your Company name and the default email domains with which users are able to sign up. If you leave the Email domain -field empty, only users invited by an admin can access the platform..
  2. If your organization is using Google Apps, you may choose whether users can login with their Google account,
  3. Select whether you want your employees to be able to invite each other (recommended).
  4. Pick the social networks you want your employees to share to.
  5. Set the corresponding default points for sharing.

Smarp General settings
Set the default social media for sharing
Content & Targeting settings
  1. Choose how long you want posts to be available for sharing by default by setting the expiration period. Posts are archived automatically after they expire, and moved to Archived posts. You can always reactivate any post from the Archive.
  2. Decide your custom share link to support your brand.
  3. Utilize topic tags and campaigns. By associating topic and campaign tags to posts, your users can filter the post feed by topics, and more easily evaluate posts by relevance. Using these features also enable you to filter analytics by the tags you have created. This helps you to identify what type of content works the best internally and externally.

  4. Add tags to your post to help users to filter content
    Visually separate posts from each other with campaign tags
  5. Create user groups to target content to specific people.
  6. Use automatic content fetching to help you bring all relevant content to the platform. Make use of RSS -feeds or content posted to your social media channels.

  7. Connect RSS feed to import content automatically
  8. Discuss the settings with your team, and adjust as you go!
Gamification settings
By default, users gain points for different actions like sharing, generating clicks, inviting colleagues, and proposing posts. The points influence how users rank in the leaderboard, and their ability to claim rewards. Gamification, however, is totally optional. You may disable sharing points, perks, and leaderboards if you think this is not for your company.

  1. Choose how many points you want to give out for each action.
  2. Decide if you want to utilize perks. Small rewards, a charity campaign, or simply friendly competition on the leaderboard? You get to choose! Once activated, you can add your rewards and polls under the Perks page. Remember, you can always change them up!

  3. Drive user engagement with rewards
  4. Preset the leaderboards you want to show. Leaderboards show the TOP10 performers during a given time. Users always see how they rank personally, but only the TOP10 is shown publicly.

See how you rank
Notifications settings
Under Notifications, you may set the default invitation message and invitation signature that are sent out when an admin invites new users to the platform.

Decide also when and how often your users receive their post digest emails and mobile push notifications of any new content on the platform. These default settings can always be changed for individual preference by each user.

Decide when users get notified

Managing Content

Creating posts
Bringing new content to the platform is as easy as Copy and Paste. To create a post from an external source, copy the URL directing to the content you wish to import and paste it in the Link bar on the post feed. Once you have pasted the URL, Smarp automatically fetches the title, image and description, and opens post editing options.

Create posts for your employees to discover and share
If you wish to create a post yourself, use the Note functionality. You can now create your own content by adding any title, description and image to your content. Use this feature to create internal posts, to inform and educate your users, or to create shareable blog posts that are hosted by Smarp.

Create internal notes - for your organizations members only
Editing posts
Once the post editing options have opened, you may start editing the post. You can adjust the title and the description and image to make content better suitable for being shared by your employees.

This is how you edit posts on Smarp
To add content and campaign tags, adjust sharing networks, or for example target the content to right user groups, open Advanced settings.

Advanced settings

Under advanced settings you may specify more detailed post settings.
  • Messages: Set default sharing messages for the post. These work only as suggestions for users. Users always get to personalize their message before they share content to their personal networks.
  • Scheduling: Set a specific time when the post will be published and/or archived.
  • Target Audience: If you are utilizing user groups select the right target audience(s) here.
  • Networks: Select which networks your users can share the content to. If you uncheck all networks the post becomes internal reading only. You can adjust the points for each network on this post above the post description.
  • Tags & Campaign: Specify the topics and possible campaign of the post. We highly recommend using topics for each content to increase findability for users, and to be able to analyze your content in more detail under the Analytics.

  • Here you can further edit your Smarp posts
    When you’re ready to create the post, decide if you wish to enable internal commenting for the topic, and whether you wish to notify your users immediately about the new content with an email and mobile push notification.

    Once the post is created, you can always open the editing options again by hovering on top of posts on the post feed and clicking the ‘Edit post’ button.
    Internal posts
    To make content on Smarp internal reading only, just adjust the Network sharing options of each post. Uncheck all Networks if you wish for a Link to be non-shareable. Notes are internal by default.

    Internal posts are posts that can't be shared to social media
    Approving posts
    All content proposals originating from either users or automated content feeds can be found under the Proposed -feed. Admins are responsible of checking, editing, and approving or deleting the proposed content.

    Proposed content should always include title, description, and image, if fetching that data was possible from the original source. When content is proposed by a user, it may also contain the reason why it was proposed, and the user may have filled in some of the advanced settings.

    This is how you approve posts users have proposed
    Edit and add necessary information to all proposed content before approving it. Once approved, the post will appear on the Published feed.
    Archiving posts
    Posts are moved to Archived -feed once they expire. The default expiration time under your Content & Targeting settings will determine how long most posts are available for sharing. Each post, however, can be scheduled to archive on a specific date.

    Published posts are moved to Archived posts after they have been live for a certain amount of time.
    Posts can be archived manually, and reactivated again from Archive back to the Published post feed.

    Archive post Reactivating post
    Deleting posts
    If a post turns out irrelevant, content wise expired, or is moved from its original source, you may want to consider deleting the post. Deleting a post removes the content from Smarp and the action cannot be undone. Results generated by the post will remain available for your overall analytics, but deleted content will appear as “Deleted” under post analytics.

    Deleting post

Invitations & Launching

Time to launch! Let’s go big!

Find a suitable timeframe and communicate what your employee advocacy program is all about. What does it mean for your company. What does it mean for employees. Make sure you have checked all the settings and have some fresh content available. Make joining compelling and fun - encourage people to join. Write an invitation message suiting your respondents and set it under Notifications settings. Make a list of all the people you want to invite or let your employees register to the platform themselves! Or both.

Invitations to join the platform can be send from the Users tab. As an admin select the Advanced invites option. If you are looking into sending out a mass invitation, use a one column CSV -file or let your team at Smarp handle the invitations. Pick a date for the launch and let the era of advocacy begin!

This is how you invite your people to Smarp
Follow these steps:
  1. Set a date and send out the first invitations
  2. After 24 hours, an automatic invitation reminder is sent to invitees
  3. After a week or two, send another round of invitations, now to the people who have not yet connected
  4. Give it another few weeks and send a third round of invitations to people who have not yet connected
  5. Bear in mind that you can invite more people whenever and you can ask your employees to invite their colleagues with you!

Under scheduled invitations you can see when the invitations will be send out
User management
Once you’ve invited a bunch of people, you can manage your user base under our Users tab. Filter users based on who has shared or not shared, or which users still need to connect their social media accounts to start sharing. Find your active users or filter out the ones that need activation based on their last activity date.

Use the Email user functionality to send direct emails to your users about any issue at hand. Remember that you can send an email to all – or choose a group of recipients. If you’ve created user groups to target content – set the user groups here.

By clicking Edit next to a user you can update their information, target groups and change their role from sharer to admin and back. If an employee has left the company, you can also delete accounts here.

Keep your user base up to date with Smarp user management

Analytics & Targets

Now that you have great content that your users are sharing, it’s time to have a look how your employee advocacy program is doing results wise! On the Analytics page, you will find the monthly overview of your results. Find out how many posts you had, and how many shares, clicks, reactions, reach and finally EEMV your employees generated.

Smarp analytics help you to measure the performance of your employee advocacy program

Definitions of basic terms

Connected: A user who has connected at least one social media account to Smarp.
Not connected: A user who has activated the Smarp account, but who has not connected any social media networks.
Shared: A user who have shared content via Smarp.
Not shared: A user who has activated the Smarp account, but has not shared anything yet.
Engaged user: A user who has been actively reading or sharing content on Smarp within the chosen time range.
Posts: The number of posts published within the chosen time range.
Shares: An individual post shared to social media via Smarp.
Click(s): When someone clicks a post link that has been shared to social media via Smarp.
Reach: The number of unique shares multiplied by the number of users’ social media account's followers/friends/connections within selected date range.
Reactions: All likes, comments and re-shares from employees’ networks. Reactions are not measured in real-time. It can take up to 72 hours for our bot to crawl these numbers.
Gamification: Smarp Points
Reward Points: points earned that can be redeemed for rewards
Lifetime Points: all points which users have collected throughout their Smarp history


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