Configure Employee App Theme, Branding, and Third-Party App Links

The Appspace Employee App is your organization’s central location for employees to view corporate content that is published to them, and access 3rd party applications utilized within the company. Therefore, it is only natural that organizations would like to customize their Employee App to match their organization’s branding, and the ability to enable only the features used within the organization, giving it that personal touch.

These customizations can be done within the Appspace console by an Account Owner, or Location Admin by navigating to the Settings > App Configuration > Employee App tab from the Appspace menu. Configuration settings that are applied here would affect the Employee App portal, Appspace Employee app for Mobile, and also the Visitor Kiosk card.

This article provides instructions to configure the Employee App theming options and 3rd-party application links that are utilized within the organization:

Prerequisites

• Account Owner or Location Admin roles in Appspace.
• Appspace Platform User license.

Configure Employee App Branding

The Brand side panel allows you to customize the branding for your organization. You will be able to upload a logo, or select one from the library, and even change the accent color to create a consistent theme throughout all communications.

Follow the instructions below to configure the branding for the Employee App Portal, Appspace Employee App for Mobile, and also the Visitor Kiosk card.

1. Log in to the Appspace console.
2. Click the ☰ Appspace menu, and click Settings > App Configuration.
3. Click the Employee App tab, and click Brand from the side panel menu.
   Note

   The Employee App tab and Device App tab may only be viewed by the Account Owner. If the user is a Location Admin, only the Device App tab is shown.

4. You may perform the following branding options:

   

   • Logo – Upload or select a logo from the Library to be displayed on the Employee App. Recommended dimensions: 200px X 80px.
   • Theme Colors – Select your desired theme colors and personalize both your primary and secondary colors to align with your brand.  
   • Employee App Quick Post Device Template – The Employee App Quick Post Device template comes in four different types. You can select a template for Text Only, Image, Multiple Media or Event.

Configure Navigation Menu

The Navigation side panel allows you to configure the layout and interfaces displayed in the Employee App. From here, you can customize what is shown on the Employee App and what is viewable by your user to coincide with your organizations branding strategy.

Follow the instructions below to configure the sections to be displayed on the Employee App.

1. Log in to the Appspace console.
2. Click the ☰ Appspace menu, and click Settings > App Configuration.
3. Click the Employee App tab, and click Navigation from the side panel menu.
4. Set the desired location and user to preview the navigation in the Employee App.
5. To configure the Section, click the ellipsis of the section, and select one of the following actions:
   • Edit – Ability to edit the navigation.
   • Enable/Disable – Ability to enable or disable the section.
   • Move to Top or Move to Bottom – Ability to move the section as desired.
     
     

• • • Home
    • Videos
    • Channels
    • Places & Reservations
    • Visitors
    • Concierge
    • Apps Links

Configure Banner

The Banner Graphic side panel allows you to customise a banner graphic which is displayed on the Employee App. You can display media content, a webpage, or even the last posted content as the banner.

Follow the instructions below to configure the banner graphic displayed on the Employee App.

1. Log in to the Appspace console.
2. Click the ☰ Appspace menu, and click Settings > App Configuration.
3. Click the Employee App tab, and click Banner Graphic from the side panel menu.
4. Select the banner to be displayed from the Select Content Type drop-down menu:
   
   • None
   • Default – Displays the default “Welcome to the Employee App” banner.
   • Media – Displays media content as the banner.
     • Media – Upload or select the media from the Library to be displayed as the banner.
   • Webpage – Displays a webpage as the banner.
     • URL – Enter the webpage URL.
   • Last Content Posted – Displays that last posted content to the Employee App as the banner.

Configure Themes (New)

The Themes side panel allows you to personalize your branding themes and tailor the homepage experience to suit audiences in various locations. You can customize the look and feel of the Employee App for a specific location, campus, or building by adjusting fundamental elements such as column layouts, widgets, logos, and footers.

Add Location-based Themes

Follow the instructions below to configure the Employee App theme for a new location.

1. Log in to the Appspace console.
2. Click the ☰ Appspace menu, and click Settings > App Configuration.
3. Click the Employee App tab, and click Themes from the side panel menu. Click +Create.
   
4. Click the Select Location field. From the drop-down menu, select a location, expand a location to select a sub-location, or enter the location name in the Search locations field. Click Create.
   
5. The theme of the Employee App for the location is created. You can preview the web, mobile, and tablet versions of your theme in the left section.
   
6. The Audience section allows you to change the current theme’s location. Expand the section and click the Select location field to search or select another location or sublocation for the theme. You can select only locations that do not have a theme assigned.
7. For Layout, expand this section to change the column layout and column names. 
   • Web Layout – This sets the number of columns displayed in the Employee App. You can select your layout to be 1, 2, or 3 columns.
     Note

     If you reduce the number of columns in the Employee App, you will be asked what to do with the widgets in the removed column:

     • Move widgets – select a remaining column to move the widgets from the removed column.
     • Delete widgets – delete the widgets from the removed column.
   • Column name – Enter the name of each column in the Employee App, or leave the field empty to have the default name selected.
8. For Design, expand this section to customize the colors and logo displayed for the Employee App theme:
   • Theme Colors – Select your desired primary and secondary colors for the theme. Click the Restore to default icon to restore the default colors.
   • Web Logo – Drag and drop or click the icon to upload an image file for the logo on the Employee App. The recommended image resolution is 200px x 80px. Click the delete icon to remove an uploaded logo.
   • Web Logo Size – Drag the slider to set the logo size on the Employee App.
   • Mobile Logo – Drag and drop or click the icon to upload an image file for the logo on the Employee App for Mobile. Click the delete icon to remove an uploaded logo.
   • Mobile Logo Size – Drag the slider to set the logo size on the Employee App for Mobile.
9. For Widgets, expand this section to customize the widgets on each column in the Employee App theme.
   Note

   Each widget has different options, but the following options are common to all widgets.

   • Column – Select the column for the widget to be in.
   • Widget Title – Enable this option and enter the title to display it above the widget.
   • Mobile Layout – Set to Carousel to scroll items horizontally in the Employee App for Mobile, or List to list items vertically. Auto sets it to carousel by default.
• • To reorder a widget, select a column, then click and drag the arrange icon at the left of the widget.
  • To edit or delete a widget, select a column, then click the ellipsis (…) at the right of a widget.
    
• To add a widget to a column, select the column, click +Add, and select one of the following widgets. You may add each type more than once.
  • Newsfeed – Displays the latest posts, stories, and pages published to you or your user group. You can customize the following options: 
    • Pagination – Set as Virtual Scrolling to continuously load posts as you scroll down the newsfeed, or On Demand to show a limited number of posts with an option to show more.
    • Feed Types – Choose to include Communities, Topics, and Channels.
    • Post Types – Choose to include User Posts, Events, Stories, and Pages as posts in the feed.
    • Max Posts – Set the maximum number of posts displayed in the newsfeed.
  • Featured Posts – Displays quick posts, event posts, stories, or pages that are set as featured and published in the Appspace Employee App. You can customize options similar to the Newsfeed widget above.
  • Recent Feeds – Displays channels, topics, and communities that contain the latest posts. You can customize the following options: 
    • Mobile Layout – Set to Carousel to scroll feeds horizontally in the Employee App for Mobile, or List to list feeds vertically. Auto sets it to carousel by default.
    • Feed Types – Choose to include Communities, Topics, and Channels.
    • Max Feeds – Set the maximum number of feeds to be displayed.
  • Audio Digest – Displays the latest articles as an audio playlist. You can play the current article or skip to the next.
  • Banner – Displays a banner with one of the following options:
    • Default – Follows the content type set in the Configure Banner section above on this page.
    • Media – Drag and upload a media file to display as the banner. You can specify the height of the banner for web and mobile.
    • Featured Posts – Displays the latest content posted as featured to the Employee App.
  • Shortcuts – Displays a set of URL links. You can set the following options:
    • Mobile Layout – Set to Carousel to scroll shortcuts horizontally in the Employee App for Mobile, or List to display the shortcuts in a grid layout. Auto sets it to carousel by default.
    • External Link Target – This setting only applies to links on the Employee App for Mobile but may be overridden when the Disable In-App Browser setting is set to ON. Set to System Browser for the shortcuts to open in a new browser window or In-app Browser for the shortcut to open in the same window. Leave it as Default to follow the device setting.
    • Shortcuts – Set the link text, URL, and icon in the widget. Click +Add link to create additional shortcuts.
  • App Links – Displays links to third-party applications within the Employee App that apply to the employee’s needs. You can customize the following options: 
    • Mobile Layout – Set to Carousel to scroll links horizontally in the Employee App for Mobile, or List to list links vertically. Auto sets it to carousel by default.
    • Max Links – Set the maximum number of links to be displayed.
  • Welcome User – Sets a welcome message to the current user. Leave it blank to have the default message (Salutation, FirstName). You may use identifiers such as {Salutation}, {FirstName}, and {LastName} together with fixed text.
  • Notifications – Displays broadcasts that are set as notifications.
  • Share – Displays the quick post option, where you can quickly create posts, stories, and pages within the Appspace Employee App.
  • Workplace – Displays information about the building set as the employee’s location, such as temperature and colleagues in the office.
  • Upcoming Reservations – Displays current and upcoming building passes and workspace reservations.
  • Upcoming Events – Displays events and updates announced via posts on your Employee App.
  • Map – Displays a map of the location of the theme (such as Location, Campus, or Building) if it is configured under Locations. You can specify the height of the map for web and mobile. This widget will be hidden if there is no map configured.
  • Web Frame – Displays an external website or web snippet in a container frame. You can specify the URL or web snippet to display in the widget and the height of the web frame for web and mobile.
10. Expand the Footer section to create and customize the footer of the Employee App. You can use this to display information at the bottom of the page, such as additional links or copyright notices.
    • Click +Create to create a footer.
    • Text and Background Color – Select the color for the footer text and background.
    • Hide in Mobile – Sets the option to not display the footer in the Employee App for Mobile.
    • Columns – Click + to add up to four text columns to the footer. For each column, enter and format the text in the text editor. Click the ellipsis next to each column to delete or move the position of the column.
      
11. At the upper-right corner, click Save to save your changes.

Search and Edit Location-based Themes

Follow the instructions below to edit location-based themes:

1. Log in to the Appspace console.
2. Click the ☰ Appspace menu, and click Settings > App Configuration.
3. Click the Employee App tab, and click Themes from the side panel menu.
4. Click the Locations field. Select a location or sub-location from the drop-down menu or enter the location name in the Search locations field.
   
5. Click the ellipsis (…) icon at a location, building, or campus. You can perform the following:
   • Click Preview to view the Employee App theme.
   • Click Edit to configure the theme, or Delete to remove the theme for the location.
   • Click Copy and select a new location from the drop-down list to copy the theme to the location.
     

Configure Third-Party Apps

The Apps side panel allows you to configure an application link for third-party apps to be displayed on the Employee App. You can choose from a wide selection of apps ranging from enterprise messaging apps, HR and business focused apps, to even entertainment apps. You can also create your own application link for a service not found in the list.

Follow the instructions below to configure links to third-party applications.

1. Log in to the Appspace console.
2. Click the ☰ Appspace menu, and click Settings > App Configuration.
3. Click the Employee App tab, and click Apps from the side panel menu.
4. Click the + Add button to create an App link.
   
5. In the Create App window, enter the following app link information:
   

• URL – Enter the URL of the application.
  Note

  Application Link URL Format:

  • We recommend using “https://” URLs for the application links.
  • The system automatically appends “https://” to the URL, if “www.domain.com” or “domain.com” is entered.
• Name – Enter the name of the application.
• Description – Enter the description of the application.
• Logo – Upload the logo of the application.
  Note

  The Name, Description, and Logo will be automatically populated if the application link URL contains the relevant metadata, however this can changed to provide better context.
• Target – Define if the application is available to everyone, or specific users, user groups, or users within a certain location.
  • All Users (default)
  • Specific Users, Groups or Locations
    • Add Users, User Groups, or Locations – Define the specific users, user groups, or users within the location that can view the application.
      Note

      You may only add locations and sub-locations that you have access to.
• Inject Query Parameters – Define the user attributes to be passed along to the 3rd party app via the URL link.
  • User Email – Appends the Email of the user.
  • User Name – Appends the First and Last Name (combined) of the user.
  • User Id – Appends the User ID of the user.
  • User Membership – Appends the User Group of the user.
  • User Home Location Id – Appends the Home Location ID of the user.
  • User Home Location Name – Appends the Home Location name of the user.
• Open Link In – Define where the application is launched.
  • Tab (default) – Launches the application within the Employee App.
  • Inline App – Launches the application in the native browser.
  • Native Browser – Launches the application in the native iOS or Android app. Only applicable on the Appspace Employee App for Mobile.
• Promoted To – Configure where the application is displayed.
  • Employee App Home Widget (default) – Displays the application on the Home screen.
  • Primary Navigation – Display the application within the More menu.
    Note

    You may select both options allowing the application to be displayed in both locations, or unselect both options, which only displays the application in the Apps dashboard on the Employee App.

    
    
• Icon – Select the application icon displayed in the Primary Navigation from the drop-down menu.
• Status – Slide the toggle switch to enable or disable the app link.
• Once done, click Save.

Configure Social Features

The Social side panel allows you to configure the Reactions, Share and Comments Settings for the post to be shown on the Employee App.

If the post’s Reactions Settings are enabled, you be able to do the following:

• See the reactions button.
• Open the reactions selector by hovering or long pressing the reactions button.
• Add, edit or remove a reaction on the post.
• See the reactions counter.
• Open the reactions modal by clicking or tapping the reactions counter.

If the post’s Comments and Share Settings are set enabled, you will have the ability to add a comment and share the post with other people. For more information on post reactions, comments, and share, refer to the Create Quick Post in Employee App.

Follow the instructions below to configure reactions, share and comments on posts.

1. Log in to the Appspace console.
2. Click the ☰ Appspace menu, and click Settings > App Configuration.
3. Click the Employee App tab, and click Social from the side panel menu.
4. To configure reactions, comments, and share, select your preferences from the drop-down menu.
   
   
   • Default On – By default, reactions will be enabled in all channels and posts.
   • Default Off – The reactions will be disabled by default, however the channel level settings may be changed to configure each channel differently.
   • Always On – All posts will always be able to get reactions.
   • Always Off – All posts will be unable to get reactions.

Enable Artificial Intelligence Features

Administrators may enable the following AI (Artificial Intelligence) features available on the Appspace Employee App:

• AI Insights – Gain valuable insights into employee sentiment and workplace utilization from real-time historical data to optimize your communications and facilities strategies.
• AI Narration – Revolutionize how users interact with content by providing an auditory experience, utilizing text-to-speech capabilities.
• Generative AI – Create engaging content faster with text prompts. Generate visuals, adjust content to fit specific style, and even use AI to summarize and narrate content.

Follow the instructions below to enable AI (Artificial Intelligence) features available on the Appspace Employee App. (Disabled by default)

1. Log into your Appspace console.
2. Click the ☰ Appspace menu, and navigate to Settings > App Configuration.
3. On the Employee App tab, click Artificial Intelligence from the side-panel menu.
4. Slide the AI Account Control toggle switch to ON to enable AI (artificial intelligence) features on the Employee App, and click Save.
5. Once enabled, the following AI functionality is displayed, which you can enable by sliding the toggle switch to ON:
   • Enable AI Insights
   • Enable AI Narration
   • Enable Generative AI
6. Once done, click Save.

Disable In-App Browser For Employee App Mobile

The in-app browser on the native Appspace Employee App (mobile) can be disabled, ensuring external links are displayed on the default system browser of the iOS or Android device for a consistent experience and enhanced security.

Follow the instructions below to disable the in-app browser on the Appspace Employee App (mobile). (Enabled by default)

1. Log into your Appspace console.
2. Click the ☰ Appspace menu, and navigate to Settings > App Configuration.
3. On the Employee App tab, click Settings from the side-panel menu.
4. Slide the toggle switch to ON to Disable In-App Browser for iOS and Android native applications on the Employee App, and click Save.