In flowit, administrators can adjust a wide range of settings to tailor the platform to their organization’s needs. This article provides an overview of the most important features, when to use them, and how they are beneficial.
🛠️ Accessing the Settings
Go to the Admin menu and then click Settings.
A checkmark indicates that a feature is active.
⚙️ General Settings
This section contains the core general settings within the Admin area.
You can activate or deactivate various buttons and subsections.
🔧 System Settings
These three functions can be toggled on or off:
Automatic Password Reset Email
New users automatically receive an email to reset their password as soon as they are created.
Display Academic Titles
Shows academic degrees within employee profiles.
Long-Term Development Goals Visibility
Active: Goals are visible to all employees in the profile
Inactive: Goals are visible only to the employee and their direct manager
📊 Survey Settings
Two central functions:
Access to Survey Results for Team Leads (AI Dashboard)
Team leads only see their own area (their team and all subordinate teams).
Allow Comparison with Higher-Level Teams
Team leads can compare their survey results with upper-level organizational units.
🧩 Card Settings
You can toggle the following four functions:
Enable cards in feedback
Disable scaling in card feedback
Disable approval for editing individual goals
Disable approval for card exchanges
📝 Custom Profile Fields
Custom profile fields allow you to capture additional information relevant to your company—such as office day, years of service, or certifications. These fields not only improve the structure of employee data but also enhance the accuracy of AI insights by providing additional context.
🔧 Defining Custom Fields
When creating new fields, administrators can configure the following attributes:
Title
Must be unique
Cannot be empty
Supports multilingual input
Required
Displayed as a label in the employee profile
Field Type
Choose between:
Text field (for text strings)
Date (for date inputs)
Additional rules:
Default type: Text field
Required
Determines how the input is formatted in the profile
Technical Name
A unique identifier used for:
API integrations
Backend processes
This value remains unchanged even if the field title changes later, ensuring consistency and preventing conflicts.
👤 Use in Employee Profiles
Once created, custom fields can be:
added to individual employee profiles
displayed in the "Custom Fields" section of the profile
filled with appropriate values (depending on the field type)
Values are automatically formatted according to their defined type (text or date).
🔗 API Support
The flowit API supports:
Retrieving custom fields
Updating custom fields
This enables seamless integration with external systems and automated management of custom attributes.
👤 Platform User
The platform user appears:
as the question sender in surveys and review questionnaires
as the sender of system notifications (e.g., reminders)
You can adjust the platform user’s name and profile picture in this section.
Default image: the flowit logo.
➡️ Don’t forget to click Save Configuration at the bottom.
📝 Evaluation Settings
Here you can optimize your feedback cycles and evaluation processes.
🌡️ Rating Scale
The global rating scale applies across all modules.
Current scale: 1–10
Changes apply only to future evaluations
A mouseover shows which scale was used for completed evaluations
🗓️ Meetings & Questions
Disable employee meetings
Disable additional questions
(mood, leadership behavior, recommendation)
🔁 Evaluation Period & Additional Cycles
Define the duration of evaluation cycles (recommended: 2–4 months)
Enable additional evaluations and configure the frequency
(e.g., every 3rd cycle)
🃏 Card Limit
Set the maximum number of cards that can be in use.
➡️ Remember to save after making changes.
🔍 Review Settings
Here you can activate or deactivate different review-related functions.
📄 Review Export
Include AI-generated results in PDF exports
(AI summary from the results view)
👁️ Access Rights
Define whether team leads can access review reports
(AI dashboards on team and department level)
📁 Archiving Reviews
Allow team leads and reviewers to archive reviews
🔄 Changing the Main Reviewer
Allow team leads or reviewers to replace the main reviewer
⚙️ Automatic Review Creation
Enable or disable automated creation of reviews
Set requirements for automatic creation:
Minimum time at the company before the refill period ends
Minimum time at the company before the review period ends
(Important for automation and review cycles)
🎯 Conclusions & Agreements
Two optional functions:
Use competency cards as an option for conclusions
Use future roles as a conclusion option
🔔 Notifications
At the top of this section, you’ll find an important note:
Global notification settings apply to all users.
General Rules:
In-app notifications are always active
Emails are active by default
Critical system emails are always sent
SMS & Beekeeper notifications are disabled by default (can be activated)
🗂 Notification Overview
Here you can view all flowit features and toggle notifications on or off per feature.
⏰ Evaluation Reminders
Automatic reminder 5 business days before the end of the period
Optional: After the period ends, send reminders every X days
→ X can be defined freely
📧 Email Settings
Emails cannot be fully disabled.
Critical messages such as:
user onboarding
password reset
Beekeeper status
360 learning updates
will always be sent.
All other email types can be deactivated using the tables above.
📱 SMS Settings
SMS settings are configured together with your Customer Success Manager.
🐝 Beekeeper Settings
At the bottom of the page, you will find the Beekeeper configuration and a link to the detailed support article:
🔐 Security & Notifications
Enable 2FA via email.