Configure manager settings

Applies to: Insights Administrator

Important

Manager settings affect organization insights in the Viva Insights app in Teams and on the web.

As an Insights Administrator, you can set up and edit Manager settings to allow all measured people managers or a specified group of managers access to aggregated collaboration insights about their team.

About manager settings

Prerequisites for managers

In addition to the settings you configure below, managers need to have two things before they can access organization insights in Viva Insights:

• A license assigned to them by the Microsoft 365 global admin
• A team that meets or exceeds the Minimum team size setting

Team size

Only managers whose team meets or exceeds the Minimum team size setting can access organization insights in Viva Insights in Teams and on the web. This number can't be below 10.

The size of the team includes the manager and all the employees who directly or indirectly report to that manager within the organization's reporting hierarchy.

Note

To learn how team size differs from group size, go to What’s the difference between minimum team size and minimum group size?.

Current managers

You'll notice the following numbers on the Manager settings page. These numbers are based on Microsoft Entra data by default, or the latest organizational (HR) data that's been successfully uploaded and processed for Viva Insights in the advanced insights app:

• Current managers
  • Measured managers – The number of managers who are assigned licenses and who can see their team's insights throughout the Viva Insights in Teams
  • Managers enabled for aggregate group insights in Viva Insights – The number of managers who meet the minimum team size you set. These managers can view aggregated group insights about their team.

Configure manager settings

To configure manager settings, follow these steps:

1. Select Viva Insights for Managers. When you select this box, you'll allow managers with the minimum team size to access their team data in Viva Insights.

2. Select one of the following:

   

   1. All managers, which allows all measured managers access to team insights (granted that their team size meets the minimum). If you're selecting this option, move on to step 3.
   2. Select managers (upload .csv), which allows you to give specific managers access to team insights. After you select this option:
      1. Create a .csv file that lists the email addresses for the select managers.
      2. Select Upload .csv to upload your list.
      3. Select Download currently enabled manual upload manager list .csv to confirm which managers now have access. If an error occurs, like an invalid email or an unlicensed manager, the .csv file will show the error for that manager.

3. Confirm or change the Minimum team size. You can change this minimum to a number more than 10, which is the lowest allowed setting. This setting limits access to only those managers who have teams equal to or more than that number, which includes the manager in the team count.

   

4. Select Save.

Note

Changes to these settings will apply after one hour.

What’s the difference between minimum team size and minimum group size?

Minimum team size

Minimum team size determines which managers are eligible to view organization insights in the Viva Insights app. The size of the team includes the manager and all the employees who directly or indirectly report to that manager within the organization's reporting hierarchy. This number can’t be lower than 10.

Here are a few examples of different reporting hierarchies. Each diagram indicates whether the manager at the top of the hierarchy would be eligible to view organization insights. In these examples, the minimum size is left at the default: 10.

Diagram with a green check badge at the top and the label, "Eligible for organization insights." It shows an organization chart. The manager at the top of the chart has four direct reports. The first direct report has one report. The second and third direct reports have two reports. The fourth direct report has one report. Every person on the chart has a license, indicated by a ribbon. A note at the bottom says, "Licensed users: 10," and "Unlicensed users: 0."

Diagram of an organization chart with a red "no" symbol at the top and the label, "Not eligible for organization insights." It shows an organization chart. The manager at the top of the chart has five direct reports. The first, third, and fifth direct reports have two reports. The second and fourth direct reports have no reports. Only some of the people have licenses, indicated by a ribbon. A note at the bottom says, "Licensed users: 7," and "Unlicensed users: 5."

Diagram of an organization chart with a red "no" symbol at the top and the label, "Not eligible for organization insights." It shows an organization chart. The manager at the top of the chart has four direct reports. The first and third direct reports have no reports. The second direct report has two reports. The fourth direct report has one report. Every person on the chart has a license, indicated by a ribbon. A note at the bottom says, "Licensed users: 8," and "Unlicensed users: 0."

As we described earlier, managers also need to be assigned a license to view these insights.

Minimum group size

Minimum group size helps protect individual privacy. Because it’s easier to guess information about an individual based on results about a smaller group, we hide organization insights for weeks when fewer people are active in Outlook and Teams than the minimum group size. The Insights Administrator can choose to increase this threshold, but it has to be at least 10. The minimum group size applies to data visualizations in advanced insights Power BI templates as well as group comparisons in organization insights for leaders and managers in Outlook and Teams.

Next steps

Configure personal insights defaults

Applies to: Microsoft 365 global admin, Exchange admin, Insights Administrator