Schedule a Check-In With Your Employee

Regular check-ins helps employees discuss concerns and share sentiments in a timely manner so that managers can address them effectively. You can schedule check-ins with your direct reports, indirect reports, and dotted-line reports.

To get started, click the Employees tab on your Touchpoints application. Select an employee's name to view their Touchpoints page and click the Schedule Check-In button. You can also click the Schedule Check-In button, if it appears as a recommended action in the Recommendations for you panel.

If you're an indirect manager, you can schedule a Touchpoints check-in for any employee in your hierarchy. To do so, click the Switch Team button on the manager’s dashboard and select a manager who reports to you. The dashboard refreshes with the selected manager’s engagement details. Click the Employees tab on the dashboard and schedule a check-in with any indirect report using the Actions menu (represented by three dots).

When scheduling a check-in, you can do these:

• When an employee has multiple assignments, you can choose the assignment that you want to discuss during the check-in.
• Build an agenda that suits your needs.
• Add your own discussion topics or choose from a list of suggested topics. To view these topics, click the Suggested Topics button.
• Create a meeting invite. The ICS file will be automatically downloaded after you schedule the check-in, which you can then add to your calendar.

Suggested discussion topics are of the following types, displayed across the following tabs:

• Suggestions: Displays GenAI-based personalized discussion topics that are geared toward an employee’s career development. These topics are based on the employee's job or position title, department, job description and responsibilities, goals, and other relevant factors. You'll see a maximum of three such topics. Below this list, you might also see nudge-based topics. For example, if you haven’t given feedback to an employee for a long period of time, or if the employee has a goal that's not started even past the goal start date, these tasks are suggested as topics to be added to the check-in.

  On this tab, you might also see open topics from previous check-ins. Any topics that you hadn't marked as discussed will be available for you to transfer to the current check-in that you're scheduling. Topics from check-ins in the recent past are displayed first, followed by topics from earlier check-ins. You can’t transfer questionnaires and feedback topics, even if they were open in previous check-ins.

  Note: Nudge-based topic suggestions appear only for direct reports. They aren't available for dotted-line reports.

  The Suggestions tab can be shown or hidden using the corresponding page property in Oracle Visual Builder Studio. If the Touchpoints check-in template is configured not to display AI-based discussion topics, nudge-based topics, and open topics from previous check-ins, the Suggestions tab will also not be displayed.

• Goals: Displays performance goals from active goal plans whose review period end dates fall within the last 18 months. The tab also include active development goals. Goals with no target completion dates are displayed first, followed by goals with target completion dates in descending order.
  Note: When you want to add a performance goal to a check-in, it’s added to any existing check-in that’s coming up within the next 7 days. If there's no check-in coming up, the performance goal is added to a new check-in.
• Feedback topics, which include anytime feedback given to the employee that you can add to the check-in for relevant discussions.
• Competencies, if they’re configured in the check-in template. You can select active competencies from the employee’s profile and add them to the check-in as discussion topics.
• Skills, if they’re configured in the check-in template. You can add attained and developing dynamic skills from Skills Center to the check-in as discussion topics.

Note: If questionnaires are configured in the check-in template, they’re added by default as discussion topics. Questionnaires might be present for both workers and managers, if they’re configured in the template.

After adding these topics to the check-in, you can do the following (before you schedule the check-in):

• Add notes to the discussion topics.
• Delete the topics that you just added.
• Click the skill chip to rate the skill and view or invite endorsements for the employee on that skill.

• Edit a performance or development goal after you add it to a check-in from the Goals tab. After you edit the goal, it'll be sent for approval according to predefined approval rules. Note that you can’t edit a goal when it’s in a pending approval status.

Note: Notes added to a discussion topic are visible in other check-ins, if that discussion topic is added to those check-ins. These notes are also called as progress notes. To view them, expand a discussion topic on the check-in page, and click View goal details for a goal topic, View progress notes for a skill or general discussion topic, and View competency details for a competency topic. The progress notes for skills and competencies are carried over only from check-ins that are created for the same assignment in the last 12 months.

After you add an open discussion topic from a previous check-in, you can view progress notes for that topic, if notes were previously added to it. This applies to a goal, skill, competency, or general discussion topic.

After you schedule the check-in, you can modify the check-in and change these details. See the topic, Managers - Modify a Check-In for more information.

The number of topics marked as Not Discussed and the total number of topics in the check-in are indicated in the cards displayed on the Events and interactions timeline.

When you schedule a check-in, the employee receives an email notification a few days before the check-in date, depending on the nudge configuration. They can then modify the check-in by adding their own discussion topics, or by adding notes to the existing discussion topics.

Note: You can schedule only one check-in per day with an employee.