Introduction
Super admins determine the frequency of check-ins by configuring a schedule. Schedules can be set at organization, departments, team, and individual person level.
Employees can be added to more than one schedule, but only one schedule will be applied to them at any time:
- Person. If an employee is added to a person schedule, it will be applied regardless of other schedules.
- Team. If an employee is added to a team schedule but not a person schedule, the team schedule will be applied.
- Department. If an employee is added to a department schedule but not a team or person schedule, the department schedule will be applied.
- Organization. If an employee isn't added to any level-specific schedules, the main organization schedule will be applied.
In this article:
- View check-in schedules
- Create a check-in schedule
- Manage check-in schedules
- View the check-in schedule summary
View check-in schedules
Required role: Super admin.
1. Select Organisation > Check-ins. The Check-in Schedules page opens on the Organisation tab.
Check-in schedules are organized by type, with each type displayed on a separate tab. You can configure regular employee check-ins at organization, department, team, and individual person level.
- Organisation. Schedule check-ins for everyone at your organization.
- Department. Schedule check-ins for specific departments.
- Team. Schedule check-ins for specific teams.
- Person. Schedule check-ins for specific people.
For each schedule, its name and frequency are displayed. On the Person tab, the names of the selected people are are displayed next to the schedule name.
You'll see a link to the Questions screen, where you can configure the questions you want to ask. For more information about configuring check-questions, see this article.
You'll also see a link to the Check-in schedule summary, where you can check the schedule for each employee. For more information, see this section of the article.
As you scroll down the page, you can quickly return to the top by selecting the up arrow icon, which is displayed in the bottom right-hand corner of the page.
Create a check-in schedule
Required role: Super admin.
1. From the Check-in Schedules page, select the relevant tab.
2. Select Create new Check-in schedule. The add check-in schedule dialog opens. The name of the dialog differs depending on the tab selected. For example, when adding a check-in schedule for one or more people, the Add Person Check-in Schedule dialog opens.
Most of the information you can enter is available for check-ins at all levels (Organisation, Department, Team, and Person).
3. Enter the Name of the check-in schedule.
4. Enter the number of days before the scheduled check-in date you want employees to be allowed to complete their check-in in the Allow Check-in to be submitted X days before deadline field.
The next field displayed depends on the tab you're on.
5. Select the scope.
- Department. Select the departments for which you want to schedule this check-in.
- Team. Select the teams for which you want to schedule this check-in.
- People. Select the people for whom you want to schedule this check-in.
6. Choose the date from which you want employees to begin to receive notifications to complete their check-ins by selecting Start date and then the relevant date from the calendar. This defaults to today's date but you can change it. You don't have to align this date to that of the first scheduled check-in. If you want the check-in schedule to end on a specific date, you can record this by selecting a date from the End date (optional) calendar.
7. Select when you want employees to complete this check-in from the Type drop-down list. To maximize the benefits, you select Every week or Every 2 weeks.
8. Select the Advanced link to show more options.
NOTE
The Schedule Type and the display of some other options here depend on the option you previously selected from the Type drop-down list. For example, selecting Every week lets you choose options including Day of the week, Daily, and so on from the Schedule Type drop-down.
9. Select the relevant Schedule Type and any other related options.
10. The value in the Valid for in days ('0' means forever) field controls how long after the schedule is ready the employees can complete their check-ins. Enter 0 to leave this open ended.
11. To record a date range between which you won't ask employees to complete this check-in, for example public holidays, select Add an excluded date range in the Excluded dates section.
Here, you can select date range from the Start and End date calendars, then select + to add the exclusion date range. Select the bin icon next to an exclusion date range to delete it.
12. Select Add to save the check-in schedule and return to the Check-in Schedules page.
Once saved, you can add questions to the new check-in. For more information, see this article.
Manage check-in schedules
Required role: Super admin.
Once created, you can manage check-in schedules by hovering over the relevant one on the Check-in Schedules page, selecting the ellipsis (...) menu, then the relevant option.
Edit a check-in schedule
1. From the Check-in Schedules page, select the relevant tab.
2. Scroll down to the check-in schedule you want to edit.
3. Select the ellipsis (...) menu on the right-hand side of the relevant check-in schedule and select Edit.
The edit check-in schedule dialog opens. The name of the dialog differs depending on the tab selected. For example, when editing a check-in schedule for one or more people, the Edit Person Check-in Schedule dialog opens.
4. Make the relevant changes to the schedule.
5. Select Save.
Delete a check-in schedule
1. From the Check-in Schedules page, select the relevant tab.
2. Scroll down to the check-in schedule you want to delete.
3. Select the ellipsis (...) menu on the right-hand side of the relevant check-in schedule and select Delete.
View the check-in schedule summary
Required role: Super admin.
1. From the Check-in Schedules page, select Check-in schedule summary. The Check-in Schedule Summary page opens.
The check-in schedule for all the employees at your organization is displayed. For each employee, their name, schedule details, next check-in due date, and date of their last completed check-in are displayed.
Up to 10 employee schedules are displayed on a page.
2. Use the navigation tools at the bottom of the page to switch between pages.
3. To search for a specific person's schedule, enter all or part of their name and select Filter.
4. To delete an employee's schedule, select Reset scheduling (the bin icon) in the Reset column. Once deleted, the employee won't be prompted to complete the associated check-in.
Next steps
Once you've configured your schedule, you can set up your questions. For information about how to configure check-in questions, see this article.