MuchSkills help & support

The custom skills feature in MuchSkills allows organisations to create and manage a competency library tailored to their specific needs. These could be the unique skills essential for achieving your business objectives. This list helps in competency mapping, skill gap analysis, and strategic workforce planning. 

To add custom skills, navigate to “TEAM/ORG” and click on “SETTINGS”. Select “MANAGE SKILLS” and then “CREATE SKILL CATEGORY”. Name the skill set, choose a display type, and save. You can import skills via CSV or manually add them to your employee skills database.

Learn more about custom skills: Custom Skills Overview

Certification tracking in MuchSkills, a certification management software, provides an overview of all certifications within your organisation. It helps track active, expiring, or expired certifications, ensuring your team remains compliant and identifying opportunities for upskilling through our training and certification tracking system.

To add a certification, go to the “My Skills” section and click on “CERTIFICATIONS”. Fill out the form with the certification details and click “SAVE”. If the certification is not in the MuchSkills certification management database, it will be reviewed before appearing on your employee training record.

Learn more about certification tracking: Certification Tracking Overview

In MuchSkills, you can search for existing learning materials or add your own resources to aid your development. This ensures you have access to relevant content for skill improvement.

Learn more about Finding and Adding Learning Material

A goal buddy supports and holds a colleague accountable for their goals. You become a goal buddy when a colleague asks you through MuchSkills. Your mission is to coach, support, cheer, and assist them in achieving their goals.

Learn more about How to be a Goal Buddy

The goal-setting feature in MuchSkills allows users to set personal and professional goals, track progress, and collaborate with goal buddies for accountability. You can create, manage, and achieve your goals within the platform.

Learn more about Setting a Goal

Yes, MuchSkills can develop custom integrations to connect with various HRIS and productivity tools. Contact us to discuss your specific requirements and how we can help integrate MuchSkills with your existing systems.

Our API allows you to read and access items directly in your HRIS. This enables seamless integration with your existing systems, providing flexibility and ease of use.

Yes, MuchSkills offers a lightweight API to access skills data directly from your HRIS. Create an API token to start building your MuchSkills integration. Contact us to get started.

MuchSkills offers integrations with Personio, BambooHR, Microsoft Active Directory, and OKTA, which you can set up yourself. For CatalystOne, SuccessFactors, Dayforce, and Jira, please contact us for assistance. These integrations help streamline your skills management and HR processes.

For detailed guides, visit:

• Integrate with Google Workspace and Set Up SAML SSO

• Integrating to Azure AD

• Integrating to BambooHR

• Integrating to Personio

Use the search function in “TEAM/ORG” to find colleagues and view their skills, certifications, and superpowers. This feature aids in identifying team strengths and areas for development.

For detailed guides, visit:

Learn more about how to Find People and Their Superpowers

To set up the org chart, go to “TEAM/ORG” and select “ORG CHART”. Add team members, define roles, and set reporting lines. This visual representation helps you understand team structure and relationships effectively.

Learn more about how to Set Up the Org Chart

MuchSkills offers tools for skill and gap analysis, allowing you to evaluate your team’s skills against required competencies. Use the skills matrix to identify gaps and plan for targeted training or hiring.

Learn more about Using Tags to Analyse and Organise Skills Data

Learn more about Skill Analysis and Gap Analysis

In MuchSkills, you can use tags to categorise and filter skills data. This helps in organising skills by specific attributes and conducting detailed analyses. Tags enable you to quickly identify skill distributions and gaps within your team.

Learn more about Using Tags to Analyse and Organise Skills Data

Learn more about Skill Analysis and Gap Analysis

You can manage team availability by updating each member’s status in the “UTILISATION” section. This helps in balancing workloads and planning projects more effectively.

For detailed guides, visit:

Learn more about managing utilisation and availability

Utilisation tracking in MuchSkills helps monitor team members’ workload and availability. This feature ensures efficient team planning by visualising who is over- or under-utilised, allowing for better resource management and project allocation.

Learn more about managing utilisation and availability

Yes, MuchSkills is happy to sign a Data Processing Agreement.

Below are the different roles and their respective data access.

USER

The system functions like an internal LinkedIn where a user can view other users' information:

- First name

- Last name

- Email

- Direct report

- Title

- Department

- Image of themselves

- Short text about themselves

- Skills

- Certifications

- Work history

MANAGER

In addition to the user's access, a manager can also view:

- Skills history of their direct reports

- Skills changes of direct reports

- Summary of the number of skills and goals of direct reports

ADMINISTRATOR

In addition to the user's and manager's access, an administrator can view all other data and settings.

MuchSkills allows employees to decide whether they want to share their skills, certifications, and work experience with their organisation and colleagues. This data is only shared internally. The information an employee can voluntarily provide includes:

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- Their photo

- A brief description about themselves

- Skills and skill level

- Certifications and certification proof

- Work history

- Upskilling goals

- Education

- Project history and experience

For the system to function effectively and fulfil its purpose, the following minimum data is required:

- First name

- Last name

- Email

- Employee status

Additional optional data that can be provided includes:

- Direct report

- Title

- Department

- Employee image

- Tag (used for filters and to indicate a person's team affiliation)

- Badges

- Skills and skill level

- Certifications and certification proof

Yes, you can. It's possible to export data via activated APIs, or you can request a data export. If you request a data export, it's your responsibility to ensure a fully secure way to transfer the data.

Yes, you can. By clicking a button in MuchSkills, an automated system will delete all your data.

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Encryption-at-rest is automated using AWS’s transparent disk encryption, which uses industry standard AES-256 encryption to secure all disk data. All keys are fully managed by AWS.

We keep the data as long as the customer/user is active. If a customer/user has not logged in for one year, we will delete their account.

We will store financial information for paying customers for the minimum duration required by law.

A user can erase all data by going to their Profile Settings and choosing to delete and close their account. The data stored in AWS and ActiveCampaign will be erased instantly. We maintain backups of data, which will be fully wiped within 30 days.

If a user contacts MuchSkills directly and requests us to erase all their data we will ask the user to delete their profile as mentioned above. This is done in order to ensure that their data removal is automated and erased from all our channels.

Please note that information collected into Stripe, the payment service provider, cannot be deleted due to legal requirements to save financial information for a specific period of time.

MuchSkills uses certified and secure technologies. The database technology and server services are all certified.

MongoDB, the database we use, is SOC and ISO certified. 

Learn more here:
https://www.mongodb.com/cloud/atlas/security  and here https://www.mongodb.com/cloud/trust.

For server storage, we use Amazon Web Services or AWS, which is ISO certified and compliant with CSA STAR CCM v4.0.
Learn more here:
https://aws.amazon.com/compliance/iso-certified/

Data is stored in the following locations:

1. **Amazon Web Services** – This is our central cloud, where all the servers are hosted.
2. **MongoDB Atlas** – This is our central database, where all the data is stored in an isolated private network with servers.
3. **ActiveCampaign** – Is used for end user onboarding and sends emails to instruct and help end users.
4. **Stripe** – All payment information.
5. If individuals contact MuchSkills for support via email, chat, or similar, the information will be stored in Intercom, Hubspot and Google G Suite.

All selected vendors are known for their excellent security. For Hubspot we have activated their GDPR and California compliance process. MuchSkills uses two-factor authentication on all services and utilises long, computer generated passwords for maximum security.

The database in Atlas can only be accessed by selected team members who need it to improve the service.

MuchSkills data is NOT shared with any third parties.

We are very sorry to see you go. To delete your account click on your profile image (top right) in the menu and click on 'Profile Settings'. In the submenu select Account. At the bottom of the page, you can choose to delete and close your account. Please note that we can’t restore your profile once you have deleted it. If you have feedback about the service and how we can improve it, we would love to hear from you. Send an email to support@muchskills.com

Selecting the right team members for your team is a skill in itself. Make sure you carefully add all the skills needed for your team. Once you do that, you can scroll down and see recommendations for the most suitable candidates for your team. Carefully review the skill level of each team member and check out the profile of each person to get to know more about them.

When you feel you know more about each person’s strengths and skills, start selecting team members you think will make a good fit by clicking on the + sign. On the overview page, if you have several members with the same skill and you just need, say, two people with that skill in the team. You can assign that skill to two specific members.

Once you have picked team members for each skill, you can see that the status will change and become green to the right of each skill. We hope this information helps you build better teams.

Want to see a video on how to do this? Click here.

If you are creating a new team, follow the instructions in the section in this FAQ titled ‘How to create a team in Team Builder’.

To edit a current team, click on ‘TEAM BUILDER’ in the top menu. Click on the team you want to edit. You will now see the team overview page. Click on the white ‘EDIT’ button in the top right.

The page will reload. In the upper right corner is a search field. Search for skills and start adding them to your team. As skills are added, also indicate how many individuals you need for each skill.

When you have added all skills, scroll down to see recommendations for what team members make a good fit. Select team members by clicking on the + sign. Select the team leader by clicking the crown. On the overview page, if you have several members with the same skill and you just need, say, two people with that skill in the team. You can assign that skill to two specific members.

When you are done, go to the top right and click the green ‘Done & View Team’ button.

Ta-dah! You now have a team with all the amazing people you selected. Want to see a video on how to do this Want to see a video on how to do this? Click here.

Set tags so that in the future when you look for archived teams and projects, you can quickly find them. As an example, you can add tags such as: android, app, transportation, workshop, etc

With MuchSkills you can create a skills-based project or permanent team in just a minute.

Click on the ‘TEAM BUILDER’ tab on the top menu. The page will reload and in the top right click the green button ‘Build Team’.

You will be asked to fill in information about your team such as its name, its description, who is the leader, how long the team will be active and so on. You can also add tags and links. Once done, click the ‘Save and continue’ button.

The page will reload and it’s now time to indicate what skills you need. Go to the search field in the upper right corner. Search for skills and start adding them to your team. As skills are added, also indicate how many individuals you need for each skill.

When you have added all skills, scroll down to see recommendations for what team members make a good fit. Select team members by clicking on the + sign. Select team leader by clicking the crown. On the overview page, if you have several members with the same skill and you just need, say, two people with that skill in the team. You can assign that skill to two specific members.

When you are done, go to the top right and click the green ‘Done & View Team’ button.

Ta-dah! You now have a team with all the amazing people you selected. Want to see a video on how to do this Want to see a video on how to do this? Click here.

The number indicates the total number of people that possess this skill and that are available as of today.

The size of bubbles depends on the number of individuals who have selected that specific skill plus the skill/interest level of each individual. For example, 10 people have selected Adobe Photoshop and they are all beginners. Additionally, 10 people have selected Excel and they are all experts. When these two skills are displayed as bubbles in the Team/Org overview, the Excel bubble will be much larger than Adobe Photoshop since the total skill level is higher for Excel.

In most pages where you view skills, you are able to use the filter and the search function. Click on Filter and then you can select one or several departments and/or one or several office locations. The filter enables you to see the data that you specifically want to analyse. To do a search simply click in the search field and start typing what you are looking for. You can search by simply typing a few letters.

Click here to watch a video tutorial and learn more.

Do you need to create a formula in Excel but don't know how to? Are you a team leader who desperately needs to find someone with a specific technical skill to join your team?

Use MuchSkills to scan your organisation’s skill database to find colleagues who have the skills you need.

How to search

Go to MuchSkills and click on TEAM/ORG. To the right, you’ll see a search bar. Enter the name of the skill you are seeking to filter the view.

Once you find the skill, click on it and you will get a list of all colleagues who have listed that skill on their profiles, click View Insights to get a detailed overview.

Click here to watch a video tutorial and learn more.

A team can be anything – your friends at work, a creative work group or the entire organisation.

In MuchSkills, click on TEAM/ORG, navigate to Members and then click on the green INVITE button in the upper right.

To invite people to join your team/organisation, you can either enter their email addresses in the space provided or create a link that you share with them.

For best practises for how to set up your team/organisation please visit this page.

A team can be anything – your friends at work, a creative work group or the entire organisation.

In MuchSkills, click on TEAM/ORG and then click on CREATE A TEAM.

If you are already part of a team and want to create a new one, click on your profile image and click on your team name. A new window expands and now click on CREATE A TEAM. The page will reload. Enter a team name and set a unique URL. When you are done, click ‘Next’.

To invite people to join your team/organisation, you can either enter their email addresses in the space provided or create a link that you share with them.

For best practises for how to set up your team/organisation please visit this page.

There is no limit. You can join as many teams and companies as you like. We understand that today many people can be involved with many different organisations at the same time.

Click on your profile image to expand the menu. Here you can see all teams/organisations you are a member of. Click on the one you are looking for and you will be taken to the team/organisation overview directly.

A team/organisation allows you to be a part of a closed network of people that share their skills amongst each other. The most common use case is when you work in a company or an organisation. You can search the skills of your colleagues and see what is their Job Focus, Soft skills, technical expertise and certifications. As a member of a team/organisation, you also get an overview of the entire team's collective skill set.

You can create a team even if it's not an organization or company. Teams work great for a close group of people as well that want to share their skills with each other. Example - Photographers of Gothenburg or UX Designers in NY, Service Designers of Spain, Friends of MuchSkills etc. To watch videos and read best practises for how to set up a team click here.

We do not support the embedding function as of today. But it is something we want to build in the near future.

A quick work around is for you to simply take a screenshot of your profile and share the image on your website or portfolio, and link it to your personal MuchSkills public profile.

We also recommend that you make your profile public and share it in your emails and on your website/profile/Linkedin.

Here you can make small notes about how you want to grow as a professional. What skills and skill sets do you want to develop, what are your goals, where do you want to be next year, and what should your future job focus be. These notes will be perfect for when you sit down for your next one-on-one with your boss where you discuss how you can grow within your team or organization.

On your profile page, your Job Focus is pinned to the top by default. In order to change that, look for the small dropdown arrow to the top right of the skill card you want at the centre. Click on it, and pick the option ‘Pin to the top’. You have this option for Job Focus, Soft Skills, and Technical Skills.

To do this, you first need to ensure that your profile is set to ‘Public’. This can only be done if your account email has been verified and if your entire profile is complete.

If the above conditions are met, you can make your profile ‘Public’. To do this, you must visit your Profile page by clicking on your profile image. On the next page on the top left you will see a button saying 'EDIT PROFILE'. Click the button and you will be taken to your editable Profile page. Under the section that says 'VISIBILITY', turn the switch ON. Now press the 'SAVE' button. You are now taken to your profile page where you can see a share icon next to your name. Click on it to get different alternatives for how you can share your profile.

In order to share your profile you have to ensure that your profile is completed. You will be guided through the steps after you have signed up.

Once your profile is all ready click on the globe icon in the top right corner and then click on the toggle switch to make your profile ‘public’.

After you've done this. You can click the share icon on your profile and pick from the different sharing options.

On the desktop, click on your profile picture at the top right corner of the screen (bottom right for Mobile), a dropdown menu will open up. Look for 'Profile Settings’ and click on it. On this page, you can upload a new image, change your unique handle and much more.

You can do that by tapping or clicking the bubbles in your Skills page. You can also click and drag from anywhere on the bubble that you want to increase or decrease the size of. Dragging up will increase the size and dragging down will decrease the size.

Note: Depending on how you increase/decrease the size of one skill bubble, the other bubbles around will diminish or increase in size. We believe creating a priority of the most important bubbles is central to how we look at skills.

Log in to MuchSkills. In the top right corner click on your profile image. When the menu appears, click on ‘Profile Settings’. The page will reload and in the middle of the page you will see a submenu. Choose ‘Account’. You will now see your current email address. Click on the pen icon to the right of your email address to edit it. When you are done, click the ‘SAVE’ button. You will receive an email where you need to confirm your email address. Make sure to follow instructions to finalise the update.

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Take a screenshot of the issue and send us an email at support@muchskills.com. We will help you resolve the problem as soon as we can. Please make sure to tell us what email you used when you signed up with MuchSkills.

MuchSkills is free to sign up and use for individuals.