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Welcome, Sarah! 🛡️

This guide helps you use RippleCore as an HR Director or Admin. You need easy setup, high user adoption, and efficient license management for your organization.
Meet Sarah: HR Director, 500+ employees, wellbeing focus, limited budget. Needs 10-minute setup, automated onboarding, 80%+ adoption, cost optimization.

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Organization Onboarding (10 Minutes)

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Initial Setup Wizard

When you first access RippleCore, you’ll go through a 10-minute setup wizard:
1

Company Details (2 minutes)

Organization Information:
  • Company name and slug (URL identifier)
  • Industry category (8 options)
  • Organization size (1-10, 11-50, 51-200, 201-1000, 1000+)
  • Country and timezone
  • Logo upload (optional)
Example:
Name: Acme Corporation
Slug: acme-corp
Industry: Technology
Size: 201-1000
Country: United Kingdom
Timezone: Europe/London
2

License Tier Selection (1 minute)

Choose your license tier based on employee count:
TierPrice/User/MonthMax UsersBest For
Starter€1550Small teams, pilot programs
Growth€10500Growing companies, departments
Enterprise€7UnlimitedLarge organizations, multi-national
Monthly cost calculator shows real-time pricing based on active users.
3

Evidence Modules (2 minutes)

Enable modules (all enabled by default):
  • ✅ Kindness & Recognition
  • ✅ Volunteer Management
  • ✅ Donation Tracking
  • ✅ Wellbeing Surveys
Configure settings:
  • Wellbeing survey frequency (quarterly recommended)
  • Donation receipt requirements (tax-deductible only vs. all)
  • Volunteer verification minimum level (50 recommended)
4

User Invitation (3 minutes)

Bulk user import options:
  • CSV upload (template provided)
  • HRIS integration (coming soon)
  • Manual email invitations
CSV format:
email,name,department,role
john.doe@company.com,John Doe,Engineering,member
jane.smith@company.com,Jane Smith,HR,admin
Role types:
  • Owner: Full access (billing, all settings)
  • Admin: User management, analytics, settings (no billing)
  • Member: Standard employee access
5

All We Can Integration (1 minute)

Automatic setup - no configuration needed:
  • 10% revenue share enabled
  • School support calculation: €50 = 1 school/month
  • Anonymous kindness sync: Enabled
  • Impact dashboard: Public page optional
Toggle public impact page to share your organization’s global contribution.
6

Launch (1 minute)

Review settings and click Launch Organization.Automated actions:
  • Welcome emails sent to all invited users
  • Evidence modules activated
  • License monitoring begins
  • All We Can partnership initiated
Total Time: 10 minutes for complete setup. Users can start logging evidence immediately!

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License Management

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Real-Time Usage Monitoring

Navigate to Admin → License to see your license dashboard:

Current Tier

Growth (€10/user/month)Max Users: 500

Active Users

387 of 500 (77.4%)Status: 🟢 Healthy

Monthly Cost

€3,870/month387 active users × €10

Inactive Users

23 users (30+ days)Potential savings: €230/month

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Usage Alerts

RippleCore provides proactive license monitoring with color-coded alerts:
  • Green (0-79%)
  • Yellow (80-89%)
  • Orange (90-99%)
  • Red (100%+)
Status: Healthy usageAction: None requiredExample: 387/500 users = 77.4% (current status)

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Grace Period

RippleCore provides a 5% grace buffer above your tier limit:
  • Growth tier (500 max): Up to 525 users allowed
  • Starter tier (50 max): Up to 52 users allowed
This prevents disruption during user onboarding or growth spikes.

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Inactive User Management

Inactive user definition: No login for 30+ days
1

View Inactive Users

Admin → Users → Filter: Status = InactiveSee list with:
  • User name and email
  • Last active date
  • Department
  • Assigned role
2

Review Inactivity Reasons

Common reasons:
  • Employee on leave (keep active)
  • Contractor project ended (consider removing)
  • Role changed (update or remove)
  • Left company (remove immediately)
3

Take Action

Option 1: Remove User
  • Deactivates account
  • Evidence data retained (compliance)
  • Can reactivate later if needed
Option 2: Send Reactivation Email
  • Automated reminder to log in
  • Tracks who responds
Option 3: Keep Active
  • For employees on leave
  • For seasonal contractors
4

View Savings

Potential monthly savings: 23 users × €10 = €230/monthAnnual savings: €2,760/year
Data Retention: Removing a user deactivates their account but retains all evidence data for compliance. Users can be reactivated anytime.

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Tier Optimization Recommendations

RippleCore provides automated tier recommendations: Scenario 1: Approaching Limit 
Current: Growth tier (387/500 users)
Recommendation: Stay on Growth tier
Reasoning: Still 23% capacity available, €10/user is optimal
Scenario 2: Exceeding Limit 
Current: Growth tier (520/500 users) ⚠️
Recommendation: Upgrade to Enterprise tier
Reasoning:
- Current cost: €5,200/month (520 × €10)
- Enterprise cost: €3,640/month (520 × €7)
- Monthly savings: €1,560
- Annual savings: €18,720
Scenario 3: Under-Utilized 
Current: Growth tier (35/500 users)
Recommendation: Consider Starter tier
Reasoning:
- Current cost: €350/month (35 × €10)
- Starter cost: €525/month (35 × €15)
- Current tier is more cost-effective for growth potential
Learn more about license tiers →

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User Administration

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User Management Dashboard

Navigate to Admin → Users to manage organization members: User List Features:
  • Filter by role, status, department
  • Sort by join date, last active, name
  • Search by email or name
  • Bulk actions (role changes, removal)

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Invite New Users

1

Single User Invitation

  1. Click Invite User
  2. Enter email address
  3. Select role (Owner/Admin/Member)
  4. Assign to department (optional)
  5. Click Send Invitation
User receives email with sign-up link valid for 7 days.
2

Bulk User Invitation

  1. Click Bulk Invite → Upload CSV
  2. Download CSV template
  3. Fill in user details (email, name, department, role)
  4. Upload CSV file
  5. Review and confirm
All users receive invitations simultaneously.
3

HRIS Integration (Coming Soon)

Planned integrations:
  • BambooHR
  • Workday
  • ADP
  • SAP SuccessFactors
Benefits: Automatic user sync, role mapping, department assignment

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User Roles & Permissions

PermissionOwnerAdminMember
Evidence Management
Log kindness, volunteer, donations✅✅✅
Submit wellbeing surveys✅✅✅
View own evidence✅✅✅
Analytics & Reporting
View department analytics✅✅❌
View organization dashboard✅✅❌
Generate compliance reports✅✅❌
Export evidence packages✅✅❌
User Management
Invite users✅✅❌
Change user roles✅✅❌
Remove users✅✅❌
View all users✅✅❌
Organization Settings
Update company details✅✅❌
Configure evidence modules✅✅❌
Manage integrations✅✅❌
Branding (Enterprise)✅✅❌
Billing & Licensing
View license usage✅✅❌
Upgrade/downgrade tier✅❌❌
Update payment methods✅❌❌
View invoices✅❌❌
Best Practice: Assign Admin role to HR team members for user management without billing access. Reserve Owner role for executives with budget authority.

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Manage User Roles

Change a user’s role:
  1. Admin → Users → Select user
  2. Click Edit Role
  3. Choose new role (Owner/Admin/Member)
  4. Confirm change
User receives email notification of role change with updated permissions.

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Remove Users

Deactivate a user account:
  1. Admin → Users → Select user
  2. Click Remove User
  3. Confirm action (shows evidence retention notice)
  4. User account deactivated
What happens:
  • User cannot log in
  • Evidence data retained for compliance
  • License count decreases
  • Can be reactivated anytime
Cannot remove Owner: At least one Owner must remain in the organization. Transfer ownership first if needed.

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Organization Settings

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Company Details

Admin → Settings → Organization
  • Organization name
  • URL slug (e.g., acme-corp)
  • Industry category
  • Organization size
  • Country and timezone
  • Logo upload (recommended: 200×200px, PNG/SVG)
  • Brand color (Enterprise tier only)
  • Custom domain (Enterprise tier only)
Brand color: Used in emails, reports, public impact page
  • Default language (23+ options)
  • Date format (DD/MM/YYYY vs. MM/DD/YYYY)
  • Currency (EUR, GBP, USD, CAD, AUD)
  • Fiscal year start (for annual reporting)
  • Data retention period (7 years default for compliance)
  • Wellbeing survey anonymization (enabled by default)
  • Public impact page (optional)
  • SSO configuration (Enterprise tier)

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Evidence Module Configuration

Admin → Settings → Evidence Modules
  • Kindness & Recognition
  • Volunteer Management
  • Donation Tracking
  • Wellbeing Surveys
Settings:
  • Enabled: ✅
  • Required verification level: Level 1 (self-reported) minimum
  • Photo uploads: Optional
  • Manager approval workflow: Enabled
Notifications:
  • Daily kindness digest: ✅ (for managers)
  • Recognition alerts: ✅ (for recipients)

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All We Can Integration

Admin → Settings → All We Can
1

Partnership Status

Active: ✅ Enabled by default for all organizationsRevenue share: 10% of subscription fees Your contribution: €387/month (based on 387 active users × €10 × 10%)
2

School Support

Calculation: €387 ÷ €50 per school = 7.7 schools/monthAnnual impact: ~92 schools supported per year Children reached: ~2,760 children (30 per school average)
3

Public Impact Page

URL: app.ripplecore.co.uk/impact/acme-corpVisibility:
  • ✅ Enabled: Public page accessible to anyone
  • ❌ Disabled: Impact visible only to organization members
Content:
  • Schools supported
  • Anonymous kindness acts
  • Global rank
  • Country rank
4

Kindness Sync

Anonymous sync: ✅ EnabledKindness acts synced globally (without user identifiable information) for:
  • Global kindness leaderboard
  • Country rankings
  • Community impact metrics
Learn more about All We Can →

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Adoption & Engagement Strategies

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Target: 80%+ Monthly Active Users

Actions:
  • All-hands meeting announcement
  • Executive sponsorship message
  • Department champions identified
  • Quick start guide distributed
Communications:
  • Welcome email with login instructions
  • Video walkthrough (30 seconds)
  • First evidence challenge (log 1 kindness act)
Target: 50% sign-up rate in Week 1
Actions:
  • Weekly leaderboard updates
  • Recognition spotlights in company newsletter
  • Department competitions
  • Manager engagement tracking
Gamification:
  • “Kindness Champion” badges
  • “Volunteer Hero” achievements
  • Department rankings
Target: 70% monthly active by Week 4
Monthly:
  • Impact stories in company communications
  • All We Can update (schools supported)
  • Top contributors recognition
Quarterly:
  • Executive impact report
  • Wellbeing survey campaigns
  • Compliance milestone celebrations
Target: 80%+ monthly active sustained

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Engagement Metrics Dashboard

Admin → Analytics → Engagement Track adoption across dimensions:
MetricCurrentTargetStatus
Sign-Up Rate95% (368/387)>90%✅
Monthly Active78% (287/368)>80%🟡
Weekly Active45% (165/368)>40%✅
Daily Active12% (44/368)>10%✅
Evidence Logged234 acts/month>200✅
Department Breakdown: 
Marketing:     ██████████████████ 89% (40/45) ✅
Engineering:   ████████████████░░ 82% (65/79) ✅
Sales:         █████████████░░░░░ 68% (34/50) 🟡
Operations:    ███████████░░░░░░░ 62% (28/45) 🟡
Action: Focus engagement campaigns on Sales and Operations departments.

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Cost Optimization

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Monthly Cost Analysis

Current Spend: €3,870/month (387 active users × €10) Optimization Opportunities:
  1. Remove Inactive Users: 23 users × €10 = €230/month savings
  2. Tier Evaluation: Stay on Growth (optimal for current size)
  3. Annual Billing: 2 months free = €774/year savings
Potential Savings: €230/month + €774/year = €3,534/year total

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Upgrade/Downgrade Analysis

RippleCore provides automated tier recommendations:
  • Current: Growth Tier
  • If Scaling to 520 Users
  • If Downsizing to 40 Users
Metrics:
  • 387 active users
  • €3,870/month (€10/user)
  • 77% capacity utilization
Recommendation: Stay on Growth tierReasoning:
  • Still 23% capacity for growth
  • €10/user is optimal for 50-500 range
  • Enterprise upgrade not cost-effective yet

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Reporting & Analytics

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HR Dashboard

Admin → Analytics → HR Dashboard

Employee Wellbeing

Trend: ↗ Improving
  • Avg sentiment: 7.8/10
  • Response rate: 78%
  • High-risk: 2 employees (confidential follow-up)

Culture Health

Trend: ↗ Strong
  • Kindness acts: 234/month
  • Peer recognition: 51%
  • Manager verification: 26%

Community Impact

Trend: → Stable
  • Volunteer hours: 1,250/month
  • Employees participating: 68%
  • GPS verified: 40%

Engagement Score

Trend: ↗ Growing
  • Monthly active: 78%
  • Evidence quality: 87/100
  • All We Can rank: #47 globally

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Executive Reporting

Monthly Executive Summary (auto-generated):
  • Culture Metrics: Kindness acts, peer recognition, manager engagement
  • Wellbeing Status: Sentiment trends, risk levels, support needs
  • Community Impact: Volunteer hours, donations, charity partnerships
  • Compliance Status: Evidence quality, framework readiness, audit trail
  • All We Can Impact: Schools supported, global rank, children reached
Format: PDF report emailed to executives on 1st of each month

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Next Steps

License Management

Deep dive into license optimization and cost savings

Employee Guide

Share with employees for quick onboarding

ESG Champion Guide

For compliance reporting and evidence packaging

All We Can Impact

Learn about your organization’s global contribution
Questions? For HR-specific support: support@ripplecore.co.uk | For billing: billing@ripplecore.co.uk