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Create a level system that motivates your employees to finish academies or trainings 🚀
Create a level system that motivates your employees to finish academies or trainings 🚀

Motivate your employees to finish academies or trainings with a level system that rewards the employees when they reaches a new level 🏆

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Written by Heidi Larsen
Updated over a week ago

In this playbook, we will show you how to use a level system to engage your employees and motivate them to complete eg. academies or training sessions built with quizzes and points.

Limited by imagination it is up to you how to conceptualize and build the level system, but one way could be to design eg. three levels with some kind of acknowledgment or reward when employees reach the different levels. Maybe your employees can earn a physical pin or the honor of being named "Employee of the Month" when they reach the third level.

The levels are displayed in the insights bar on the app eg. with emojis - in that way, the employee can always see what level they have reached.

You need to define the levels and number of points to reach your different levels, create the quizzes with points, and create an automation that will move the employees through the level system.

Follow these 8 steps to create your level system:

Step 1: Create a contact field for the level system

First, you need to create a contact field, where you specify the levels of your level system. In this example we will create a level system called “Kahoot! Rocket” with three levels:

  • Navigate to Admin settings and “Contact”

  • Add a contact field and add the levels you want in the dropdown

  • In this case, we have added the Contacts field “Kahoot! Rocket” and added 3 levels

    • Level 1 = 🚀

    • Level 2 = 🚀🚀

    • Level 3 = 🚀🚀🚀

  • Click save

Create a contact field for the level system:

Step 2: Create a category for the points used in the level system

Next, you need to create a category for all the messages with quizzes that are used to collect points for the level system.

  • Navigate to Admin settings and “Messages”

  • Add a category for the quizzes used to earn points for the level system

    • In this case, we have added the category “Kahoot! Rocket Points”

  • Click save

Create a category for points:

Step 3: Add the contact field for the level system to the insights bar

Next, you need to add the contact field for the level system to the insights bar. By doing this, the level reached will be displayed on the employee's insights bar in the app.

  • Go to Admin settings and "Profile"

  • Scroll to the bottom and add a contact field to the profile

  • Choose your contact field for the level system

    • In this case “Kahoot! Rocket”

  • Tick on the “Show in insights bar”

  • Click save

Add contact field to insights bar:

Step 4: Add the category for the points under profile

Next, you need to add the category for the points under the profile for the points to be calculated and used for the level system.

  • Navigate Admin settings and "Profile"

  • Scroll to “Points” and add the category for the points (all quiz messages with the category added here will count in the calculation of points in the level system)

    • In this case, we have added “Kahoot! Rocket Points”

  • Tick on the “Show in insights bar” if you also want the points to be visible in the insights bar

  • Click save

Add category for calculating points:

Step 5: Create an automation for moving the employees from one level to the next

Now you have done all the preparatory work and it is time to create an automation that will move the employee from one level to the next.

In this case, we have decided to have 3 levels based on the following point system:

> 1 point = Level 1

> 100 points = Level 2

> 200 points = Level 3

  • Navigate to Automation and create a new Automation

  • Create the FIRST action in your automation: Move contact to Level 1:

    • Add a “New action” and add the following:

      • Type: Update contact (choose from the list of possible actions)

      • Change: Kahoot! Rocket (choose from the list of contact fields)

      • To: Level 1 (🚀 - choose from dropdown)

      • Advanced: Tick on "Override flow control"

      • Select: Continue automation

      • Click save

Edit action in automation:

  • Add rule from the green start button to the “New Action” just added:

    • Type: Is Insights field (choose from the list of possible types)

    • Choose points

    • Choose your category for points

      • In this case “Kahoot! Rocket Points”

    • Choose greater than (>) or less than (<) or equal to (=)

    • Choose what the number of points should be greater than (>) or less than (<) or equal to (=)

      • In this case, we choose that Kahoot! Rocket Points should be greater than (>) 1 to move the employee to Level 1

    • Click save

Edit rule in automation:

The first action in the automation to move employees to level 1 :

  • Create the SECOND action in your automation: Move contact to Level 2:

    • Add a “New action” and add the following:

      • Type: Update contact (choose from the list of possible actions)

      • Change: Kahoot! Rocket (choose from the list of contact fields)

      • To: Level 2 (🚀🚀 - choose from dropdown)

      • Advanced: Tick on "Override flow control"

      • Select: Continue automation

      • Click save

    • Add a new rule from the green start button to the “New Action”:

      • Type: Is Insights field (choose from the list of possible types)

      • Choose points

      • Choose your category for points

        • In this case “Kahoot! Rocket Points”

      • Choose greater than (>) or less than (<) or equal to (=)

      • Choose what the number of points should be greater than (>) or less than (<) or equal to (=)

        • In this case, we choose that Kahoot Rocket Points should be greater than (>) 100 to move the employee to Level 2

      • Click save

Continue creating as many actions as you need to move the employees through the number of levels you have in your level system. Remember to save your automation when you are done creating all the actions.

In this case, we end up with three actions in the automation - moving the employees to levels 1, 2, and 3 respectively:

Add a trigger to start your automation

The final thing that you need to do is to decide what should trigger your automation. In this case, we have created an empty trigger message "Trigger Kathoot"! Rocket" that is published to all contacts as we need the automation to run for all contacts on the app.

  • Navigate to the automation

  • Click on the green start action button and select the start rule “Message sent/published”

  • Click save

  • Navigate to the “Attach to message” icon in the automation

  • Choose the trigger message

  • Click save

Edit the start rule of the automation:

Attach the trigger to the automation:

Now the automation is ready and it will start running as soon as you have published the trigger message to the employees the employees will start earning points in the quizzes with the category that you have created for your level system.

Step 6: Create the content with quizzes for the level system

You have now created the automation that moves the employees from one level to the next - and it is time to create the content with the quizzes which calculates the points for the levels.

You can either do that in stand-alone quizzes or in quizzes as a part of different academies.

Learn how to use the quiz module in Actimo here.

Remember to add the category (in this case “Kahoot! Rocket Points”) to all the quizzes that are going to be a part of the level system - and remember to publish the quizzes to the employees for the points to be calculated.

As soon as the employees start earning points in the quizzes their level status will change in the insights bar according to the points and levels you have created:

Step 7: Optional: Create groups for the different levels

You can - if you like - create groups for the level system and add/remove your employees in and out of groups depending on which level they are at.

In that way, you always have an easy overview of which employees are at the different levels. You can use the groups if you want to publish a message to the employees when they reach the different levels.

  • Navigate to groups and create a manual group for each level

    • In this case, we have created the following groups

      • “Kahoot! Rocket Level 1”

      • “Kahoot! Rocket Level 2”

      • “Kahoot! Rocket Level 3”

When you have created the groups you can add an action to the automation that moves the employee into the groups when they reach the different levels:

When employees have reached level 1: Add to the group “Kahoot! Rocket Level 1”:

  • Navigate to your automation

  • Add a new action

    • Type: Update contact’s group

    • Choose “Add”

    • Choose the group that you want to add the contact to

      • In this case “Kahoot! Rocket Level 1"

    • Advanced: Tick on "Override flow control"

    • Select: Continue automation

    • Click save

  • The action should be added in continuation of the action that updates the employee to level 1

  • Add a rule between the “Update contact” action and the “Add to group” action

  • The rule should just be “empty” - then the contact will be added to the group when the contact has been updated to level 1

When the employees have reached level 2: Remove from group “Kahoot! Rocket Level 1” and add to “Kahoot! Rocket level 2”

  • Navigate to your automation

  • Add a new action

    • Type: Update contact’s group

    • Choose “Remove”

    • Choose the group that you want to remove the contact

      • In this case “Kahoot! Rocket Level 1"

    • Advanced: Tick on "Override flow control"

    • Select: Continue automation

    • Click save

  • Add a new action

    • Type: Update contact’s group

    • Choose “Add”

    • Choose the group that you want to add the contact to

      • In this case “Kahoot! Rocket Level 2”

    • Advanced: Tick on "Override flow control"

    • Select: Continue automation

    • Click save

  • The actions should be added in continuation of the action that updates the employee to level 2.

  • Add rules between the “Update contact” action and the “Remove from group” and “Add to group” action

  • The rules should just be “empty” - then the contact will be removed and added to the groups respectively when the contact has been updated to level 2.

Continue adding actions that move the employees in and out of groups reflecting the levels they have reached in your level system.

The automation with actions moving employees in and out of groups

depending on what level they have reached.

Step 8: Optional: Create messages that congratulate the employees on reaching a new level

You can - if you like - create messages that are published to the employees when they reach the different levels.

You can for example create a “Congratulations - You have reached Level 1” message and publish it to the manually created group for Level 1. Remember to add a category to the message for it to be shown in a given feed.

When the employee reaches level 1 and is added to the group for level 1, then the message will be published to the employee.

Continue creating Congratulations messages for the next levels in your level system and publish the messages to the groups for the different levels.


Tags: academies, trainings


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