What is the Check-ins module and how does it differ from Reviews and Fast Feedback?
The Check-ins module is designed to bridge the gap between real-time Fast Feedback and formal Reviews. It provides a structured way to facilitate regular performance conversations throughout the year, sitting between the lightweight Fast Feedback and the more comprehensive Reviews module. Check-ins are designed to be owned by both managers and employees, supporting regular one-on-one conversations that are documented, action-oriented, and connected to objectives. Unlike Reviews, Check-ins are lighter and more flexible, but unlike Fast Feedback, they provide more structure and documentation.
Feature/Aspect | Check-ins | Fast Feedback | Reviews |
Purpose | Regular, structured performance conversations that bridge the gap between Fast Feedback and formal Reviews | Real-time, lightweight recognition and feedback on specific interactions or matters | Formal, comprehensive performance reviews with structured assessment and documentation |
Formality Level | Medium - more structured than Fast Feedback, lighter than Reviews | Low - informal and immediate | High - formal and compliance-focused |
Who Initiates | User-initiated - any employee or manager can start a check-in at any time | Anyone can give or request feedback from anyone | HR-led - administrators create review windows and enrol participants |
Access Model | Simultaneous access - all participants can add reflections at any time until check-in is closed | Sequential - requester asks, recipient responds | Stepped process - reviewee completes first, then shares with reviewer |
Frequency | Flexible - can be recurring (weekly, monthly, quarterly) or one-off, based on individual needs | On-demand - given whenever needed | Periodic - typically 1-3 formal windows per year |
Contextual Data | Shows objectives and Fast Feedback in optional side panel | Standalone - no integration with other data | Can pull in financial performance data, objectives, previous reviews, and role profiles |
Templates | Configurable templates for different groups or purposes; participants can add custom topics | Configurable templates (recognition, matter feedback, check-ins, after action reviews) | Most configurable. Different forms can be tailored by role or cohort |
Participants | One-to-many relationships supported - can include multiple managers or team members | Typically one-to-one, but can request from multiple people | Limited to two managers maximum in a review |
Actions & Follow-up | Can add and track actions arising from check-in conversations; consolidated action items view on dashboard | No formal action tracking | Actions captured as part of review process |
Documentation | Documented conversations with timeline view showing progression over time | Stored in inbox; feedback history visible | Generates consolidated PDF reports that build as steps are completed |
Typical Use Cases | Regular one-on-ones, probationary period management, team meetings, mentor-mentee relationships, performance improvement plans | Quick recognition, matter feedback, capturing email feedback, strengths and development notes | Annual/bi-annual performance reviews, formal assessments, compliance-driven evaluations |
Consistency & Control | User-controlled - individuals decide frequency and timing | Entirely ad-hoc | HR maintains consistency - minimum number of reviews enforced through windows |
Integration with Reviews | Check-in history can flow into reviews to provide context and eliminate recency bias | Fast Feedback can be viewed and summarised within reviews | Can include previous review data in subsequent reviews |
How do I set up check-in templates?
Check-in templates allow you to create different question sets for different groups or purposes within your organisation. For example, you might create separate templates for partner check-ins (focusing on client growth and team management) versus associate check-ins (emphasising technical development and workload balance). Templates can be customised to match the specific needs of different roles, teams, or conversation types. This ensures consistency whilst maintaining relevance for each group.
Steps to create a template:
Access the Check-ins module as an administrator
Navigate to the templates section
Create a new template and give it a descriptive name
Add custom questions relevant to the group or purpose
Configure which groups or roles can use this template
Save and make the template available to users
Can anyone schedule a check-in, or is it limited to managers?
The Check-ins module allows anyone to schedule check-ins with colleagues, not just managers scheduling down to direct reports. This flexibility supports various relationship types including peer check-ins, cross-departmental collaboration, mentor-mentee relationships, and team meetings. Check-ins can include multiple people, making them versatile for different organisational needs. This democratic approach encourages more frequent, meaningful conversations across the organisation.
To schedule a check-in:
Navigate to the Check-ins module
Select "Schedule new check-in"
Choose the colleague(s) you want to include
Select an appropriate template
Set the frequency (one-time or recurring)
Send invitations to participants
How do I set up recurring check-ins?
Recurring check-ins allow you to establish regular touchpoints without having to manually schedule each conversation. You can set different cadences for different teams, roles, or individuals based on their needs. For example, partners might meet monthly, whilst new starters might have weekly check-ins. The system will send smart reminders to participants based on the schedule you configure. This ensures consistent conversations happen throughout the year without administrative burden.
Steps to configure recurring check-ins:
Create or select a check-in template
When scheduling, select "Recurring" instead of one-time
Choose the frequency (weekly, fortnightly, monthly, quarterly)
Set the start date and optionally an end date
Configure reminder settings for participants
Save the recurring schedule
What information is automatically pulled into check-ins?
Check-ins are designed to be lightweight but contextually rich. The module automatically pulls in feedback and objectives to provide relevant context for the conversation. However, unlike the Reviews module, Check-ins do not pull in more complex data such as role profiles, financial information, or previous review data. This keeps check-ins focused and quick to complete whilst still providing meaningful context. Users can reference objectives and feedback during their check-in conversations without needing to navigate to other parts of the platform.
Data available in check-ins:
Fast Feedback received during the relevant period
Current objectives and their progress status
Previous check-in notes and actions (timeline view)
User-added private notes for personal tracking
How do check-ins integrate with the Reviews module?
Check-ins and Reviews work together to provide a comprehensive performance management approach. Information from check-ins, including progress updates, actions completed, and discussion notes, can flow into formal reviews to provide rich context. This integration helps eliminate recency bias by ensuring that achievements and challenges from throughout the year are captured, not just those from the weeks before a review. The timeline view in check-ins makes it easy to see the progression of conversations over time.
Best practice for integration:
Use check-ins for regular touchpoints throughout the year
Document key achievements and challenges in check-in notes
Reference check-in history when preparing for formal reviews
Ensure actions from check-ins are tracked and completed
Use the combined data to provide comprehensive performance feedback
Can check-ins be used for probationary period management?
Check-ins can be effectively used to manage probationary periods by creating specific templates for probation conversations and scheduling regular touchpoints with new starters. You can set up recurring check-ins (for example, weekly or fortnightly) during the probation period to document progress, address concerns, and track development. However, if you require more formal probation reviews with capability assessments, role profile integration, or structured sign-offs, you may want to use the Reviews module instead. The choice depends on how formal and comprehensive your probation process needs to be.
Using check-ins for probation:
Create a probation-specific check-in template
Include questions about settling in, capability development, and any concerns
Schedule recurring check-ins for the probation period (e.g., weekly for first month, fortnightly thereafter)
Document conversations and actions consistently
Review the timeline of check-ins when making probation completion decisions
How do I track actions and outcomes from check-ins?
Check-ins provide a timeline view that makes it easy to track the progression of conversations over time. Actions arising from check-ins are consolidated into a centralised action items view on the dashboard, alongside actions from objectives and other modules. This ensures that commitments made during check-in conversations are visible and can be tracked to completion. Users can reference previous check-in notes to see what was discussed and what actions were agreed upon.
To manage check-in actions:
Document agreed actions clearly within each check-in
Assign ownership and due dates for actions
Review action completion in subsequent check-ins
Use the dashboard action items view to track all commitments
Reference the timeline view to see historical actions and outcomes
What's the best practice for check-in frequency?
Check-in frequency should be tailored to individual and team needs rather than applying a one-size-fits-all approach. New starters might benefit from weekly check-ins during their first few months, whilst experienced partners might meet monthly or quarterly. The flexibility of the Check-ins module allows you to set different cadences by team, role, or individual. Regular check-ins (at least monthly) help maintain momentum and ensure issues are addressed promptly, but the frequency should balance meaningful conversation with time constraints.
Recommended frequencies by group:
New starters or those on probation: Weekly or fortnightly
Junior associates or those in development roles: Fortnightly or monthly
Experienced associates and senior staff: Monthly
Partners and senior leaders: Monthly or quarterly
Project-based or cross-functional teams: As needed, aligned to project milestones
Can check-ins include multiple participants?
Yes, check-ins can include multiple people, making them versatile for various organisational needs beyond one-on-one conversations. This functionality supports team meetings, cross-departmental project check-ins, mentor-mentee relationships involving multiple mentors, or group coaching scenarios. The collaborative nature of check-ins means that all participants can contribute to the conversation and see the documented outcomes. This makes check-ins particularly useful for matrix organisations or project-based work.
To set up multi-participant check-ins:
Navigate to the Check-ins module
Select "Schedule new check-in"
Add multiple participants to the check-in
Choose or create an appropriate template for group conversations
Set the schedule and send invitations
All participants will be able to view and contribute to the check-in
Can I add links to external information in check-ins?
Whilst check-ins are designed to be lightweight and don't automatically pull in complex data like financial information or detailed role profiles, you can add links to external resources within check-in description. This could include links to financial dashboards, project documents, or other relevant information stored outside Performance Leader.