Check-Ins – How To Create a Check-In


Check-ins will always have to be completed by two sides - Employee and manager or employee and peer.

Always make sure that Reviewees have access to the Check-in menu under Employee > Check-in and that Reviewers have access to the Organisation > Check-in menu item. 



You will need to set up the following to create a Check-in:

  • Area of Interest: This acts like a category. 
  • Topic: This is a subset of the above category to which you can add -
    • Focus Points: These act like individual questions/statements. 
      • Scale: This allows to set a scale (e.g. 1-10 or Meets expectations - Does not meet expectations)
      • Free text field: This allows for an employee or manager to enter free text



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The basic flow of setting up a Check-in is as below: 

  1. Establish a rating Scale
  2. Set up Topics
  3. Set up Area of Interest
  4. Prepare the Check-in
  5. Preview the Check-in
  6. Proceed with the Check-in


1. Establishing a rating scale

Setup the scales for different aspects you may cover during all your reviews. (From 1 to up to 10) - You can skip this step if you will be using free text fields only. 


1.1 Add a Scale

  1. From the Menu, select Settings. Under Performance, click the drop down menu and select Scale. 

  2. Click Add new and enter the name of the scale. Once complete click Save to lock in the new scale.



 1.2 Detailing the Scale

  1. Click Add new record. Enter the Title of the item, a Description of the item to provide context to help understand what each item means and add a Score. Once complete click Update to lock in the new item and repeat until your full scale is setup.



2. Setup Topics

The topics are the subcategories appearing within an Area of Interest. 


 2.1 Add a new Topic

  1. From the Menu, select Settings. Under Performance, click the drop down menu and select Topic.
  2. Click the Add new button.



 2.2 Configure the Topic

  1. Enter the Title of the Topic (this becomes the question asked during the Check-in Process) along with the Description of the Topic. 

  2. Choose the relevant Scale and click Save to lock in the settings and unlock the Focus Points element.




Select the "Display multiple focus points per topic" box if you would like to display more than one focus point per topic.

Otherwise only one Focus Point is shown per Topic.


2.3 Add the Focus Points to the Topic

In the focus point section: 

  1. Click Add new record and enter a Title and a Description. 

  2. Select your Display Option and click Update.
     a) 'No Display' will display only the question, no description appears.
     b) 'As tool tip' will popup when clicking on the question icon. 

    c) 'In Line' will make the description appear just under the question for all to see. 

    View process below:

(Repeat until all focus points are setup)


3. Areas of Interest

Combine topics to create a review template and name it accordingly.


 3.1 Add a new Area of Interest

  1. From the Menu, select Settings. Under Performance, click the drop down menu and select Area of Interest.

  2. Click the Add new button.



3.2 Configure the Area of Interest

Areas of Interest contain Topics (i.e. Company Values, Job Effectiveness)

  1. Add a Title for the Area of Interest. Set the relevant Reviewee & Reviewer column options, including:
    a) Reason: creates a blank text field to fill in
    b) Start/ Stop/ Do more/ Do different: Creates a text field asking for these options
    c) Both: Creates both fields.

  2. Click Save to lock in the settings and unlock the Focus Points element


3.3 Add the Topics to the Area of Interest

In the Topics section: 

  1. Click Add new record and select the Topic.

  2. Select the Employees that this Topic is applicable to (i.e. You can set up different topics by job type) or leave as is to leave it visible to all.

  3. Click Update and Save.

    (Repeat until all Topics are selected)


4. Prepare the Check-in

Combine the Areas of interest you wish to have combined in a review cycle.

This feature can be used to create the annual review and also used to create localised departmental reviews through filters for employees and managers.


4.1 Add a new Review

  1. From the Menu, select Settings. Under Performance, click the drop down menu and select Review.

  2. Click on Add New next to Performance management review.



4.2 Configure the Review

  1. Enter the Title of your Review (try to keep it structured so that over the time you’ll easily be able to identify the reason and audience for the review). Enter a Description of your Review (to help understand who it was intended for and why).

  2. Select the For Period date range being reviewed (i.e. Reviewing work completed in the last year, last quarter, last month) and select the Schedule Date (Date the review will commence).

  3. Select the Days to complete (How long the review will remain open) and add the areas of interest as per below.



4.3 Add the Areas of Interest for the Review

In the Areas of Interest section: 

  1. Click Add new record and select the the relevant Area of Interest and in which order you would like it to appear.

  2. Click Update and then Save.



4.4 Configure the Alert Triggers 

  1. Select the relevant Alerts and click Save.


 Note: Make sure your alerts are set up under Settings > Rules > Smart Alerts > Performance Management

4.5 Add the Display and Edit Settings 

  1. Select the relevant Settings and click Save.



4.6 Confirm the Audience

  1. Select the relevant Participants and click Save.


 Under Reviewees you can then filter the people you wish to address this Review to.


4.7 Confirm Report Access

  1. Select the relevant Employee and Manager report access as well as what access the manager will have in relation to self reviewer details and click Save.


4.8 Confirm Reviewers                             

  1. Select the relevant Job Title that will be a Reviewee, the relevant Department, Division and Location. Once complete click Save.



Once all relevant reviewee filters are set, click [Show members] to see who would be actually doing the review. This will allow you to make changes/adjustments before proceeding with launching the review.

Where possible, setting a Job Title instead of a specific name is best. This saves you having to continuously adjust reviewee settings when people move around jobs in your organisation.


5. Preview the Check-in

5.1 Confirm Preview Details

  1. Click Preview and enter a Reviewee to preview. Select the Reviewee and click Preview.


5.2 Run the Preview Check-in 

  1. Check the different questions and answers in the workflow and add information in the Reasoning Fields. Add information in the Stop/Start/Do more/Do differently.
  2. Click Next.

Continue to run through the preview until you’re satisfied with the Check-in readiness



6. Proceed with the Check-in

6.1 Launch the Check-in

  1. Click Proceed and then select Yes to schedule the review. The process will then be scheduled and Alerts (if set up) will be sent to all employees


You will not be able to make changes to the Check-in once you clicked 'Proceed' - but you can Clone (see 6.2)



6.2 Clone the Check-in 

  1. Click Clone to clone the exact settings of the Check-in. New Check-ins will appear in the Performance management reviews drop-down menu. Select Period dates and click Save.

    Note: You can use this to make small changes to topics, dates or the reviewees, for example.



What's next?

Were you looking to add peers to the Check-in to make it a 360 Review Check-in?

Perhaps you have launched your Check-in and would like to learn How to reset the Manager for a Check-in?

Or, maybe you might want to add an employee to a running Check-in?

You might be wondering How to generate reports for an active Check-In?



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