This article explains how to publish the institutions that give your company's employees a discount or a privilege on the Comms and docs > Partner institutions screen, and how employees find them. Institutions are managed by users with the Communication Module Administrator Permission. Every employee sees the published institutions of their own audience whose validity has not ended.
Before you start
The person who manages institutions needs the Communication Module Administrator Permission, given on Configuration > Internal communication > Responsibilities (Responsibility management).
To publish an institution to selected branches, departments or positions, employees must be assigned to a position.
The logo must be an image (JPG, PNG, WEBP) of at most 2 MB. The brochure must be a PDF of at most 10 MB.
Step by step: adding and publishing an institution
In the left menu, go to Comms and docs > Partner institutions. With the Manage card at the top selected, the tabs above the list are Published, Not started yet, Draft, Passive and Expired, each with its number of institutions. The row under the tabs has the search box, the Category and City filters, the number of institutions found and the Sort menu. Click New institution.
In Institution details, fill in Institution name (required) and Category (required). The categories are Health, Sports and wellness, Education, Food and drink, Shopping, Travel and accommodation, Insurance and finance, Automotive, Culture and entertainment and Other.
Write the short benefit shown on the card in Highlighted benefit (e.g. "15% off membership"). Short description introduces the institution in one sentence. Both are at most 120 characters.
Upload the logo in Logo. Without a logo, the card shows the initials of the institution's name.
In Benefit and how to use it, write the Benefit details and How to benefit texts and, if there is one, the Discount code.
In Contact, fill in Phone, E-mail, Website, City and Address. The website must start with
http://orhttps://; an invalid website or e-mail blocks the save. In City you can pick from the list or type your own.
In Validity and publishing, optionally enter Valid from and Valid until. Before its start day the institution is hidden from employees and waits on the Not started yet tab; it appears by itself on the start day (Istanbul time). From the day after the end date the institution is hidden from employees and moves to the Expired tab.
In Audience, choose All employees or Selected units. With Selected units, pick Branches first and, if needed, narrow them with Departments and Positions.
Optionally upload a Brochure (PDF). Employees open it in the institution's details.
With Notify employees ticked, the audience gets a "New contracted institution: ..." notification when the institution is published for the first time. For an institution that starts on a later day the notification goes out on the morning of the start day, not when it is published. No e-mail or SMS is sent.
Click Publish. To publish later, click Save draft; a draft is not visible to employees.
Featuring, sorting, deactivating and deleting
Featuring: Turn on the Feature switch on the row. Featured institutions come first, with the Featured badge, in the employees' list and on the home page card.
Sorting: On the Published, Draft or Passive tab, drag rows by the handle on the left. After the featured ones, employees see institutions in this order. To see the list by institution name, category, city or end date for a while, use the Sort menu (ascending, descending); Remove sorting goes back to your saved order. Dragging is off while a search, category, city or Sort is set.
Editing: Click the pencil icon on the row. For a published institution, Save shows the changes to employees right away.
Deactivating and publishing again: In the row's More actions menu, choose Make passive and confirm. A passive institution is hidden from employees; publish it again from the Passive tab with Publish.
Deleting: More actions > Delete. The institution, its logo and brochure are deleted permanently.
Institutions not started yet: A published institution whose start date is on a later day stays on the Not started yet tab with the Not started yet badge. Employees do not see it in the list, the search or the home page card, and its details and brochure cannot be opened. On the start day it moves to the Published tab.
Expired institutions: A published institution past its end date stays on the Expired tab with the Expired badge. If the agreement was extended, edit the institution and move Valid until forward; it returns to the Published tab.
How employees see institutions
The employee opens Comms and docs > Partner institutions in the left menu. The published, unexpired institutions of their audience are shown as a card grid. Each card shows the logo, name, category, city and highlighted benefit. A user with the Communication Module Administrator Permission sees the same view on the Institutions card at the top.
The category tabs above the list narrow it to one category; in the row under them the search box looks for an institution, benefit or city, the City filter picks one city and Sort orders by institution name, category or city. With many institutions, change pages at the bottom of the list.
Clicking a card opens the details: benefit details, How to benefit, the Discount code with a Copy button, phone, e-mail, website, address with a Show on map link, validity dates and the brochure, if any. Tapping the phone starts a call and tapping the e-mail opens the mail app; the website and the map open in a new tab on the web and in the phone's browser in the mobile app. When the mobile app cannot use the clipboard, the code stays selected so you can press and hold to copy it.
The Partner benefits card on the home page shows the featured institutions first, then the newest ones, as many as fit the card; All partners opens this screen (Using the home page). An employee who comes from a notification lands on the institution's details.
Result
A published institution is visible to the active employees of its audience in the menu, on the home page card and, with the box ticked, in a notification. The audience is worked out on every read, so employees hired or moved later see the institution automatically.
30 days before the end date, users with the Communication Module Administrator Permission get one "The agreement with ... ends on ..." reminder notification.
The details and the brochure of an institution outside the employee's audience, or a draft, passive or expired one, are not available to the employee.
When the Internal Communication module is turned off for the company, the menu, the screen and the home page card are hidden.
Common issues
Symptom: Saving shows "The website must be a valid address starting with http:// or https://."
Cause: The address was written without a scheme, such as www.example.com.
Solution: Write it as https://www.example.com.
Symptom: My logo does not upload.
Cause: The file is not an image or is larger than 2 MB.
Solution: Save the logo as JPG, PNG or WEBP and make it smaller.
Symptom: An employee cannot see an institution.
Cause: The institution is a draft, passive or expired, or the employee is not in the selected branches, departments or positions.
Solution: Check that the institution is on the Published tab (before its start day it is on Not started yet), its validity dates and its audience.
Symptom: There is no Partner benefits card on the home page.
Cause: No institution is available to you. Users with the Communication Module Administrator Permission see an Add institution button on the card instead.
Solution: The card appears by itself once an institution is published.