Configure Employee Experience in Appspace Console

The Employee Experience settings provide administrators with a centralized space to manage and customize the employee-facing interface within the Appspace platform. These settings can be accessed via Settings > Configuration > Employee Experience in the Appspace Console.

Through the Employee Experience configuration, administrators can tailor various aspects of the interface to align with organizational needs, including navigation structure, banners, apps, themes, presence, social features, org chart, search, and general settings. These configurations ensure a consistent and engaging experience for employees across the platform.

In this article:

Prerequisites

• An Account Owner or Location Admin user role with the Platform User license assigned.
• Themes only – A Publisher (Location) user role with the Platform User license assigned.

Navigation

The Navigation settings allow administrators to manage and customize the navigation menu displayed on the Employee Experience.

To access: Settings > Configuration > Employee Experience > Navigation

Configure Navigation Menu

The Navigation tab organizes sections in the same order as they appear in the Employee Experience navigation menu. Each row lists the Section name, Target users, and available Language translations.

Available actions:

• Select Location – Display sections based on the selected location.
• Users – Filter sections by target user or user group.
• Preview – Preview the navigation menu as it appears on the Employee Experience.
• Sort Sections – Click and drag the Sort (⋮⋮) icon to reorder sections.
• Click the Ellipsis (…) at the end of a section to Edit, Disable/Enable, or Move to Top/Bottom.

To configure a section, click the ellipsis of the desired section and click Edit:

• Section – Displays or renames the section name.
• Language – View and manage translations (manual or AI-assisted).
• Icon – Displays or updates the section icon.
• Target – Set the target audience (defaults to All Users).
• Status – Enable or disable the section.

Add URL Navigation Links

Administrators can add custom menu items that link to internal or external URLs.

1. Log in to the Appspace Console.
2. Click the ☰ Appspace menu and select Settings > Configuration.
3. Click the Employee Experience tab, then click Navigation from the side panel.
4. Click +Create, select URL, and click Next.
5. Configure the following fields:
   • Display text – Title displayed for the menu item.
   • URL – The URL the menu item opens when clicked.
   • Icon – Icon for the menu item.
   • Audience – The audience the menu item is displayed to.
   • Visible in – Select Web, Web mobile, and/or Native mobile.
   • Status – Set to Enabled or Disabled.
6. Click Save.

Add and Configure Mega Menu

A Mega Menu is an expandable navigation panel that can display multiple columns with links, headings, media, and interactive elements.

1. Log in to the Appspace Console.
2. Click the ☰ Appspace menu and select Settings > Configuration.
3. Click the Employee Experience tab, then click Navigation from the side panel.
4. Click +Create, select Mega Menu, and click Next.
5. In the General section, configure:
   • Display text, URL (optional), Icon, Audience, Visible in, and Status.
6. Click Columns to expand the section. One column is enabled by default. Click + to add up to four columns.
7. For each column, click +Add and select one of the following:
   • Link – An internal or external URL link.
   • Icon Block – A link displayed as an icon with a title and description.
   • Featured Media – An image link with a title.
   • HTML Container – A URL or web snippet preview block.
   • Header – A text heading within the column.
8. Click Save.

Banner

The Banner settings allow administrators to customize the banner graphics displayed on the Employee Experience.

To access: Settings > Configuration > Employee Experience > Banner

Configure Banner Content Type

To configure the Select Content Type setting, select the desired content type from the drop-down menu:

• None – Disables the banner.
• Default – Displays the default "Welcome to the Employee Experience" banner.
• Media – Displays uploaded media content as the banner.
• Webpage – Displays web content by entering a URL.
• Last Content Posted – Displays the most recently posted content as the banner.
• Featured Posts – Displays featured posts as the banner.

Apps

The Apps settings allow administrators to manage third-party application links displayed on the Employee Experience.

To access: Settings > Configuration > Employee Experience > Apps

Configure Third-Party Apps

The Third-Party Apps setting allows administrators to manage application links for third-party apps, including enterprise messaging, HR, business, and entertainment apps. Custom application links can also be created if a desired service isn't listed.

Available actions:

• + Add – Add a new third-party app link.
• Select Location – Filter apps by location.
• Select Users – Filter apps by target user or user group.
• Sort Apps – Click and drag the Sort (⋮⋮) icon to reorder apps.
• Manage Categories – View and configure app categories.
• Click the Ellipsis (…) to Edit, Disable/Enable, or Delete an app.

To add or configure a third-party app, click the ellipsis of the desired app and click Edit:

• URL – Enter or edit the app URL.
• Name – Enter or rename the app.
• Image – Upload a thumbnail.
• Language – Manage translations (manual or AI-assisted).
• Description – Enter or edit the app description.
• Category – Select a category from the drop-down.
• Target – Set the target audience (defaults to All Users).
• Inject Query Parameters – Append user attributes (Email, Name, ID, Membership, Home Location ID/Name) to the URL. Enable Signed Identity for JWT-encoded secure data.
• Open Link In – Select Tab (default), Inline App, or Native Browser.
• Promoted To – Select Home Widget, Apps Section, or Primary Navigation.
• Icon – Select an icon.
• Color – Set the app color via Hex code or color picker.
• Status – Enable or disable the app.

Manage Third-Party App Categories

Click Manage in the Categories column to:

• + Add – Add a new category.
• Language – Translate categories into all languages.
• Rename – Rename a category.
• Delete – Delete a category.

Themes

The Themes settings allow administrators to customize the Employee Experience Home screen layout per location, including column layouts, widgets, logos, and footers.

To access: Settings > Configuration > Employee Experience > Themes

Add Location-based Themes

1. Log in to the Appspace Console.
2. Click the ☰ Appspace menu and select Settings > Configuration.
3. Click the Employee Experience tab, then click Themes from the side panel. Click +Create.
4. Click the Select Location field, select a location or sub-location, and click Create.
5. Configure the following sections:
   • Audience – Change the theme's assigned location.
   • Layout – Set the number of columns (1, 2, or 3) and column names for web layout.
   • Design – Customize the Primary Menu limit, theme colors, web/mobile logos, and logo sizes.
   • Widgets – Add and configure widgets per column (see list below).
   • Footer – Create and customize the footer with text, background color, and up to four columns.
6. Click Save.

Available Widgets: Newsfeed, Featured Posts, Recent Feeds, Bookmarks, Audio Digest, Conversational AI, Hero, Banner, Shortcuts, App Links, Welcome, Organizational Chart, Notifications, Share, Workplace, Who's in the Office, Upcoming Reservations, Upcoming Events, Map, Web Frame, and Custom Widgets.

Search and Edit Location-based Themes

1. Log in to the Appspace Console.
2. Click the ☰ Appspace menu and select Settings > Configuration.
3. Click the Employee Experience tab, then click Themes from the side panel.
4. Click the Locations field and select a location or sub-location.
5. Click the Ellipsis (…) icon at a location to Preview, Edit, Delete, or Copy the theme to another location.

Presence

The Presence settings allow administrators to configure real-time user visibility and status across the Employee Experience.

To access: Settings > Configuration > Employee Experience > Presence

Each user's status (Available, Do Not Disturb, Away, or Offline) is displayed on their user icon throughout the Employee App and on their People profile page. Users can also add a custom message and icon to personalize their presence.

To configure Presence:

• Enable Presence – Select to enable the Presence feature.
• Presence Provider – Select Appspace or an External Provider.
• Passport (External Provider only) – Select or create a Presence passport for integration. Currently, the Office 365 passport is available.

Click Save when done.

Social

The Social settings allow administrators to configure social interaction features on the Employee Experience.

To access: Settings > Configuration > Employee Experience > Social

Configure Reactions

Select the desired option from the drop-down:

• Default On – Enabled by default on all channels and posts.
• Default Off – Disabled by default; can be adjusted at the channel level.
• Always On – Always enabled on all posts.
• Always Off – Always disabled on all posts.

Configure Comments

Select the desired option from the drop-down:

• Default On – Enabled by default on all channels and posts.
• Default Off – Disabled by default; can be adjusted at the channel level.
• Always On – Always enabled on all posts.
• Always Off – Always disabled on all posts.

Configure Share

Select the desired option from the drop-down:

• Default On – Enabled by default on all channels and posts.
• Default Off – Disabled by default; can be adjusted at the channel level.
• Always On – Always enabled on all posts.
• Always Off – Always disabled on all posts.

Configure On-Screen Engagement for Digital Signage

The On-Screen Engagement feature boosts engagement between digital signage and employee communications by integrating QR codes and social reactions into card content.

To enable, configure the following device property:

Org Chart

The Organizational Chart widget displays the organizational hierarchy of a user, their manager, and any assigned secondary managers. It can be added to the Employee Experience Home page via Themes > Widgets > Organizational Chart.

For instructions on setting managers or secondary managers, refer to the Add Users, Send User Invitations, & Manage Users/User Groups article.

Search

The Search settings configure the search functions on the Employee Experience.

To access: Settings > Configuration > Employee Experience > Search

Search Integrations

Administrators can create search integrations with external providers to expand search capabilities.

1. Log in to the Appspace Console.
2. Click the ☰ Appspace menu and select Settings > Configuration.
3. Click the Employee Experience tab, then click Search from the side panel. Select the Search Integrations tab.
4. Click +Create and select SharePoint. Click Next.
5. Configure the following fields:
   • Name – Name or title for the integration.
   • Passport – Select or create a passport.
   • Passport options – Select Require users to use the admin passport or Require users to use their own passport.
   • SharePoint Site Collection – Select the SharePoint site.
   • SharePoint Document Libraries Collection – Add document libraries (leave blank for all).
   • Searchable content – Select the types of SharePoint content to include.
   • Audiences – Set the audience (leave blank for all users).
6. Click Save.

Search Configuration

Administrators can configure default search suggestions and promote specific content for certain keywords.

1. Log in to the Appspace Console.
2. Click the ☰ Appspace menu and select Settings > Configuration.
3. Click the Employee Experience tab, then click Search from the side panel. Select the Search Configuration tab.
4. In Search Suggestions, type a keyword and press ENTER to add it (up to 10 suggestions).
5. Click Save.
6. For Search Results Promotion, enter a Keyword and select the Content to promote for that keyword. Click Add another to add more. Reorder by dragging the arrange symbol (⠿).
7. Click Save.

Search Insights

Administrators can view statistics and gain insights on search patterns of Employee Experience users.

1. Log in to the Appspace Console.
2. Click the ☰ Appspace menu and select Settings > Configuration.
3. Click the Employee Experience tab, then click Search from the side panel. Select the Search Insights tab.
4. Click the calendar field and select a date range (Last 7 Days, Last 30 Days, Last 90 Days, Last 12 Months, Last 24 Months, Current Year, or Previous Year).
5. Click Filters to narrow results by Audiences, Result Type, or Location. Click View to apply or Clear all to reset.
6. View the available trend widgets, widgets, and detailed analytics pages.

Settings

The Settings tab contains miscellaneous configuration options for the Employee Experience.

To access: Settings > Configuration > Employee Experience > Settings

Configure Translation Languages

The Translation Languages setting allows administrators to configure the available translatable languages in Stories or Pages on the Employee Experience.

Select or deselect the desired languages from the drop-down menu. Available languages include Arabic, Catalan, Czech, Danish, German, English (default), Spanish, Finnish, French, Canadian French, Italian, Japanese, Korean, Norwegian, Dutch, Polish, Portuguese, Romanian, Slovak, Swedish, Thai, Turkish, and Mandarin.

Configure Praises

The Praises setting allows administrators to create and manage custom praises on the Employee Experience to suit the organization's style and branding. Praises are messages of appreciation or congratulations that can be sent to a colleague or group using the praise feature and posted to communities.

To configure Praises, click Manage Praises. The Praises view displays a set of praise templates. You may perform the following actions:

• + Add – Create a new praise.
• Search – Enter a search term to find praises by title.
• Activate/Deactivate – Click the toggle in the Active row to enable or disable a praise template.
• Sort – Click and drag the Sort (⋮⋮) icon to reorder praises.
• Edit / Reset to default – Click the ellipsis (…) at the end of a praise and select Edit or Reset to default.
• Delete (non-default praises only) – Click the ellipsis (…) and select Delete.
• Move to Top – Click the ellipsis (…) and select Move to Top.

To edit or create a praise:

1. Click the ellipsis (…) and select Edit, or click + Add to create a new praise.
2. Configure the following fields:
   • Icon – Click the update icon to set an icon for the praise (required for new praises).
   • Title – Set the title of the praise (required for new praises).
   • Language – Click the language icon to view and create translations for the praise.
   • Illustration – Click the update icon to browse for an illustration. Must be in SVG format at a 1:1 or 3:4 aspect ratio (required for new praises).
   • Update existing cards – Enable to replace all existing praises using this template with the new design.
   • Layout – Select to have the illustration fill the side of the praise card or display as a badge.
   • Reset to default – Undo all custom changes and revert the praise to its original form.
3. Click Save.

Configure Native Mobile Default Link Behavior

The Native Mobile Default Link Behavior setting determines how external links are opened on iOS and Android devices by default.

Select the desired option from the drop-down menu:

• Open in-app browser – External links open within the Appspace in-app browser (default).
• Open in system browser – External links open in the device's default system browser.

Configure Custom Link Behavior

The Custom Link Behavior setting allows administrators to define URL-specific link behavior rules, giving granular control over how links open across the organization. Rules can target specific devices, URLs, and users — enabling security policies, optimizing workflows, and tailoring link behavior for different user segments.

To add a custom link behavior rule:

1. Log in to the Appspace Console.
2. Click the ☰ Appspace menu and select Settings > Configuration.
3. Click the Employee Experience tab, then click Settings from the side panel.
4. Under Custom Link Behavior, click + Add.
5. In the dialog, configure the following fields:
   • Device – Select the device type the rule applies to: Native Mobile or Web.
   • URL – Enter the URL or URL pattern the rule targets. Wildcard patterns are supported (e.g., https://example.com/*).
   • Action – Select the behavior for the matching URL:
     • Block – Prevents the URL from opening.
     • Open in-app browser – Opens the URL within the Appspace in-app browser.
     • Open in system browser – Opens the URL in the device's default system browser.
   • Permissions – Assign the rule to specific users, user groups, or locations. Leave blank to apply to all users.
6. Click Save.

To edit or delete an existing rule, click the action menu (…) at the end of the rule row and select the desired action.