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      How to Launch an Automated 1-on-1 Cycle

      Admins can launch 1-on-1 cycles that recur automatically on a given time frame or occur based on an employee's hire date or exit date.

      In this article: 

       

      Overview 

      As an admin, learn how to create 1-on-1s that automatically launch based on a specified trigger, i.e. hire/exit dates, anniversaries, etc. 

      For most organizations, it's recommended to create a single 1-on-1 cycle, rather than an automated 1-on-1 cycle. Learn how to create a single 1-on-1 cycle. 

      Launch an Automated 1-on-1 Cycle

      To launch an automated 1-on-1 cycle:

      1. Click and expand Administration in the left-hand navigation menu 
      2. Click 1-on-1s
      3. Click Automated Cycles
      4. Click New Automation to open the cycle creator as detailed in the following sections

      Cycle Setup

      Configure the cycle details on this step.

      1. Cycle Type: Leave Automated selected to launch an Automated Cycle
      2. Cycle Name: Enter a title for your cycle as participants will see in in-app and in email notifications
      3. Select a Template: Select the template to be used for all cycle participants
      4. About This Cycle: Optionally, enter any content or additional information about the cycle
        • Check the Include in emails box to include this information in the email invitation sent to participants
      5. Manager Analytics: Optionally, check this box to give managers access to aggregate, non-attributed analytics for their employees, this includes direct reports and all down-line employees
        • Managers and Upline Managers can always view 1-on-1s that occur in their downline individually
      6. Share Settings: Customize the settings for the 1-on-1
        • The most popular configuration is to select Box 1 and Box 3 
        • Mark as Performance Review is a BETA feature that visibly indicates a 1-on-1 cycle as being used for performance reviews

        • If Facilitators must 'Submit for Approval' before sharing is selected, responses from the manager/facilitator will require an admin to approve the response before the employee is notified and able to view the response

           
          • Allow upline managers to approve content would allow the facilitator's upline managers, in addition to admins, to approve a facilitator's response
          • After approval, facilitator must share... would require that the facilitator enter the 1-on-1 and click Share to allow the employee to view the facilitator's responses 

      Click Save and Continue to complete the Cycle Setup step and continue.

      Notifications & Milestones Schedule

      Configure the cycle trigger, start & close dates, and milestones on this step.

      1. Cycle Trigger: Specify the trigger that automatically creates and launches for participants, select from:
        • Hire Date: Cycles launch based on a user's hire date
        • Exit Date: Cycles launch based on a user's exit date
        • Anniversary: Cycles launch annually on the first day of the user's hire month
        • Recurring: Cycles launch and recur on a specified interval, i.e. weekly, biweekly, quarterly, etc. 
      2. Cycle Launch Date: Specify when the cycle should launch according to the cycle trigger, this step will look different according to the trigger
      3. Milestones: Specify when both participants should share and finalize their 1-on-1
        • Reminders for each milestone are set to send two days prior to the milestone date
      4. Cycle Lock Date: Specify when the cycle locks and neither participant can share or finalize their responses
      Click Save and Continue to complete the Notifications & Milestone Schedule step and continue.

      Participants

      Configure the participants for the 1-on-1 cycle. 

      • A. Current Participants: Lists the users currently queued to be invited to the 1-on-1 cycle
      • B. Add Participants & Demographic Filter:
        • Add Participants: Manually add participants to the cycle, useful if users who wouldn't otherwise be invited should be involved in the cycle
        • Limit by Demographic: Use the Include & Exclude to filter the participants that are invited based on the specified trigger
      • C. Upcoming: Lists the users who are scheduled to be invited to the cycle, i.e. if hire date is the trigger, soon-to-be hired users will be listed alongside the cycle launch date

      Learn how to change 1-on-1 facilitators.

      Click Save and Continue to complete the Participants step and continue.

      Activation Settings

      Active the automation immediately or schedule the activation for a later date.

      • A. Activate Now: Click Enable Automation Now to immediately activate the automated 1-on-1 cycle
        • For cycles with a recurring trigger, the cycle launches on the scheduled date
      • B. Activate Later: Click Schedule for Later to expand a menu to enter the automation start date and optionally, an end date for the automation