Launch an Automated 1-on-1 Cycle

In this article: 

• Overview
• Launch an Automated Cycle
• Cycle Setup
• Notifications & Milestone Schedule
• Participants
• Activation Settings

 

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 1-on-1s in the left-hand navigation menu 
2. Click Administration
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 in 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 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. 
     • Recurring Date Cycles also allow for additional customization in scheduling, as shown below.
     • 
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