Configure manager settings

Applies to: Viva Insights Administrator, AI admin

As a Viva Insights Administrator or AI admin, you can set up and edit Manager settings to allow all measured people managers or a specified group of managers to access aggregated insights about their team in the Microsoft Copilot Dashboard and Copilot Analytics reports in the Viva Insights web app.

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 Viva Insights license assigned to them by the Microsoft 365 Global Administrator
• 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 insights in the Viva Insights web app. This number must be at least five.

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.

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:

• Current managers
  • Eligible managers - The number of managers who meet the minimum team size you set
  • Enabled managers - The number of managers who are assigned licenses and who can see their team's aggregated insights in the Copilot Dashboard

Configure manager settings

To enable the manager experience, you need to turn on insights, set the minimum team size, and assign the manager role to the eligible managers in your organization.

To configure manager settings, follow these steps:

1. Select Grant managers scoped access to Copilot insights. When you select this, you'll allow managers with the minimum team size to access their team-scoped data in the Copilot Dashboard.

   

2. Confirm or change the Minimum team size. You can change this minimum to a number more than five, 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.

   

3. 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 Active Directory group, which lets you select managers based on Entra ID data.
   3. Upload .csv file, which lets you 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.

4. Select Save changes.

How to assign the manager role using AAD groups

To assign the manager role using AAD groups, follow these steps:

1. Sign in to the Viva Insights Admin portal with your admin credentials.

2. On the left, select Settings, and then Manager Settings.

3. Select Use AAD groups.

4. Select Add group.

5. Search for the AAD group you want to use and select it. You can add multiple groups if needed.

6. Select Apply. You'll see the number of people who are members of the selected groups and are eligible for the manager experience.

Search for managers and check their access to organization insights

You can use the Viva Insights web app to search for specific managers and see their licensing status, team size, and their direct and indirect reports. You can use this information to cross-reference against your own records or troubleshoot any licensing issues related to managers' access to insights.

1. Sign in to the Viva Insights Admin portal with your admin credentials.

2. On the left, select Settings, then Manager settings.

3. Under Manager settings, select Manager hierarchy.

4. Under Search for a specific manager, enter the email address of the manager you're looking for.

5. Review the manager's licensing status, team size, and licensed team size. To see a list of all their reports, select Download csv of team members.

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 web 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 five.

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 or AI admin can choose to increase this threshold, but it also has to be at least five. The minimum group size applies to data visualizations in advanced analysis Power BI templates as well as group comparisons in organization insights for leaders and managers in the Viva Insights web app.

Next steps