Role Overview

As an Account Admin, you have full control over your organization's Sizemotion account. You configure the system, manage users and teams, and make sure the platform supports your company's operating model.

Account admins have the full access to admin and billing sections.

What You Can Do

  • Configure account settings: Set up defaults, policies, and absence workflows.
  • Manage users: Add, update, deactivate, and bulk-import employees.
  • Organize teams: Create departments, teams, and squads with reporting relationships.
  • Define roles: Create custom career ladders and competency frameworks.
  • Set integrations: Connect SSO, Slack, GitHub, Jira, and other tools.
  • Monitor data: Review logs, export reports, and maintain audit trails.
  • Support managers: Train team leads and managers on best practices.

What You Can't Do

  • No cross-account access: Only act within your Sizemotion tenant.
  • Platform settings reserved for superadmins: Billing controls and platform-wide defaults require a superadmin.
  • Impersonation is limited: Only available for superadmins in dev environments.

Getting Started

First Week Checklist

  1. Review profile: Confirm your admin details and notification preferences.
  2. Configure account defaults: Set absence policies, holiday regions, and time zones.
  3. Connect integrations: Set up SSO, Slack notifications, and issue tracker links.
  4. Create teams: Map departments, teams, and assign team leads.
  5. Invite users: Send invitations, assign roles, and ensure managers have access.
  6. Plan review cycles: Schedule your next performance/feedback cadences.

Admin Dashboard Navigation

Access admin features from the dropdown in the top-right corner:

  • Account Config: Settings, Users, Teams, Roles, Integrations.
  • Billing: Subscription plan, usage, invoices.
  • Logs: Audit trails for configuration updates and security events.

Account Settings

Absence Defaults

Configure organization-wide absence rules:

Path: Account Config → Settings
  • Default holiday region: Pick country/region for pre-loaded holidays.
  • Annual leave days: Set the standard entitlement (e.g., 25 days).
  • Unlimited time off: Toggle unlimited PTO if policy allows.
  • Holiday overrides: Add or remove regional holidays manually.

Example configuration:

Holiday Region: United Kingdom
Annual Leave Days: 25 days
Unlimited Absence: No
Custom Holidays: Company Retreat Day (June 15)

Review Cycle Settings

  • Frequency: Quarterly, Semi-annual, Annual.
  • Review cycles: Enable or disable multi-rater campaigns per cycle.
  • Self-assessments: Require employees to complete before manager reviews.
  • Rating scales: Define scales (1-5, meets/exceeds, etc.).

AI Manager Toolkit

  • Writing Assistant: Toggle AI help for review drafting.
  • Bias detection: Enable alerts for biased language.
  • Insights: Choose which data surfaces in manager dashboards.

User Management

Adding Users

  1. Go to Account Config → Users.
  2. Click Add User and fill in details:
    • Name, email, job title.
    • Role and career ladder level.
    • Assign manager and team.
  3. Send the invitation once the record is complete.
Important: Users receive an invitation and must finish registration before they can log in.

Editing Profiles

Update any user's profile:

  • Basic details (name, email, role).
  • Team membership and reporting structure.
  • Career ladder level and competencies.
  • Employment information (start date, location).

Deactivating Users

  1. Find the user in Account Config → Users.
  2. Click Deactivate and confirm.
What happens:
  • Access is revoked immediately.
  • Historical review/feedback data is preserved.
  • Name appears as "Deactivated User" if referenced.
  • Accounts can be reactivated if needed.

Bulk Operations

  • CSV import: Upload lists with roles, managers, and teams.
  • SSO provisioning: Auto-create users via identity provider.
  • API: Use REST endpoints to sync HRIS data.

Team Management

Creating Teams

  1. Go to Account Config → Teams.
  2. Click Create Team and add:
    • Team name and department.
    • Team lead / manager.
    • Description and mission statement.
  3. Add members and save.

Team Structure

Organize hierarchically:

  • Departments: Top-level grouping (Engineering, Sales, etc.).
  • Teams: Functional squads within departments.
  • Squads: Cross-functional pods.

Example structure:

Engineering Department
├── Backend Team (Team Lead: Sarah)
│   ├── Platform Squad
│   └── API Squad
├── Frontend Team (Team Lead: James)
└── Mobile Team (Team Lead: Maria)

Managing Team Members

  • Add members: Assign employees to teams.
  • Transfer members: Move people between teams or departments.
  • Change leads: Update who owns each team.
  • Permission control: Define what team leads can manage.

System Configuration

Custom Roles

Create organization-specific roles:

  1. Visit Account Config → Roles.
  2. Click Create Custom Role and complete details:
    • Name (e.g., "Staff Engineer").
    • Code (unique identifier).
    • Department and level offerings.
    • Competency matrix reference.
  3. Save and activate.
Note: Default roles cannot be deleted, but custom roles are fully editable.

Career Ladders

Configure progression frameworks:

  • IC tracks: Technical progression paths.
  • Management tracks: Leadership growth journeys.
  • Hybrid tracks: Mix of IC + leadership.
  • Competency matrices: Define skills per level.

Review Templates

Customize performance review forms:

  • Question sets: Structured prompts for managers/employees.
  • Rating scales: Choose 1-5, meets/exceeds, etc.
  • Required sections: Goals, achievements, development.
  • Peer feedback questions: Customize review-cycle prompts for peers and upward feedback.

Integrations

Single Sign-On (SSO)

Enable SAML or OAuth providers:

  1. Go to Account Config → Integrations → SSO.
  2. Choose provider (Okta, Google Workspace, Azure AD, etc.).
  3. Enter configuration: Entity ID, login URL, certificate.
  4. Test the connection.
  5. Enable SSO once validated.
Security reminder: Always test with a secondary admin account and keep a password login for contingencies.

Slack Integration

  • Notifications: Review reminders, 1:1 prompts.
  • Slash commands: Quick actions from Slack.
  • Channel sync: Link teams to Slack channels.

GitHub & Jira Integrations

  • Activity tracking: Pull PRs, commits, and issues into performance data.
  • Goal linking: Attach OKRs to epics or projects.
  • Achievement detection: Auto-tag contributions.

Best Practices

Organization Setup

  • Start small: Configure core teams first before scaling.
  • Clean data: Keep profiles and reporting lines accurate.
  • Structure clarity: Make reporting relationships obvious.
  • Document processes: Create internal playbooks for admins.

User Onboarding

  • Welcome email: Send instructions outlining next steps.
  • Complete profiles: Ensure all required fields are filled.
  • Assign managers: Set reporting relationships immediately.
  • Grant access: Provide necessary permissions on day one.

Security

  • Enable 2FA: Require two-factor authentication for admins.
  • Audit permissions: Review admin access quarterly.
  • Monitor logs: Check account logs for unusual changes.
  • Offboard quickly: Deactivate users immediately after exit.

Performance Management

  • Consistent cycles: Run reviews regularly (quarterly/semi-annual).
  • Calibrations: Ensure fair ratings via calibration meetings.
  • Training: Help managers deliver actionable feedback.
  • Follow-up: Track action items from reviews and 1:1s.

Common Scenarios

Scenario 1: Company Reorganization

Situation: Your organization introduces new departments and reporting.

Steps:

  1. Create refreshed teams and departments.
  2. Assign or reassign team leads.
  3. Transfer employees using bulk operations.
  4. Update reporting structures.
  5. Communicate changes to stakeholders.
  6. Refresh team missions and goals.

Scenario 2: Integration Rollout

Situation: You need to connect Slack for notifications.

Steps:

  1. Go to Account Config → Integrations → Slack.
  2. Click Connect Slack Workspace.
  3. Authorize Sizemotion.
  4. Set notification preferences.
  5. Map teams to Slack channels.
  6. Test the integration.
  7. Announce availability to teams.

Scenario 3: Annual Review Preparation

Situation: It's review season.

Steps:

  1. Review/update career ladder competencies.
  2. Create or refresh review templates.
  3. Set cycle dates (launch, manager deadline, calibration).
  4. Share manager enablement materials.
  5. Launch the cycle and monitor completion.
  6. Schedule calibration and close reviews.

Scenario 4: User Troubleshooting

Situation: An employee lacks access.

Steps:

  1. Check their profile, role, and team.
  2. Ensure they are active and assigned a manager.
  3. Review recent logs for errors.
  4. Test feature access using a similar role.
  5. Use impersonation (superadmin-only, dev environments) if needed.
  6. Adjust permissions or contact support.

Quick Reference

Action Location Notes
Start a review Performance → Reviews Use AI writing assistant.
Log a 1:1 Meetings → 1:1s Attach agenda and next steps.
Check goals Goals → OKRs Link to Jira or GitHub items.
Assess team health Analytics → Team Radar Share with HR if scores dip.

Permissions Overview

Role User Management Team Management Settings Integrations
Account Admin ✅ Full ✅ Full ✅ Full ✅ Full
Team Lead ⚠️ Own team ⚠️ Own team ❌ View only ❌ None
Manager ⚠️ Direct reports ❌ View only ❌ View only ❌ None
Employee ⚠️ Self only ❌ View only ❌ None ❌ None

Related Documentation

Need Help?

  • Feature guides: Share performance review and one-on-one documentation with your managers.
  • Team leads: Keep them aligned by sharing this guide and the team-lead resources.
  • Support: Email [email protected] when issues require engineering attention.

Next Steps

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