Create and follow up a conversation round as an administrator

Table of Contents

Step 1 – How to create a conversation round
Step 2 – How to add participants to the conversation
Step 3 – How to send emails to managers (and optionally employees)
Step 4 – How to follow up a conversation round

Step 1 – How to create a conversation round

• Click on Conversation Overview under the Conversations tab.
  
  
  

• Click New Conversation Round.
  
  
  

1. Select the conversation template from the dropdown menu on the right.

2. Name the conversation round, e.g., Performance Review 2023.

3. If managers are to conduct conversations with their own employees, do not change the default setting under point 3.

4. If you want to schedule a future opening date, you can set it under point 4. If the round should open from today, leave this field blank.

5. If you want the conversation to be locked after a certain date, you can set that here. After this date, neither managers nor employees will be able to submit the preparation form.

6. Click OK to save.

Step 2 – How to add participants to the conversation

Once you've saved, the page will look like this. To add employees or managers to the conversation round, you can either:

1. Choose Select Groups, or

2. Click Invite to Conversation.

• Under Select Groups, you can choose entire departments or specific roles (e.g., employee or manager).

• Under option 2, you can search by name and add individuals to the conversation round manually.

Step 3 – How to send emails to managers (and optionally employees)

After adding all the participants, you need to send an email notification.

• If you’ve enabled automatic email sending to employees via the conversation template, you only need to send emails to managers.

• To check which notifications are enabled in the template, click Edit to the right of the template name.

  1. When viewing the template, go to the Email and SMS tab.

  2. Ensure the toggle is set to On.

  3. To preview the email that will be sent to employees, click the edit icon next to the toggle.

To send an email to managers:

1. Click Send to all in list and choose Send email to all managers.
   
   
   

2. The system will automatically include all managers assigned to the conversation round.

3. Write your message (optional).

4. A link to each manager’s overview of their employee conversations is included.

5. Click Send.

Note: Under Advanced editing, you can access prewritten templates from the email template library.

If the email to employees is not sent automatically and you need to send it manually, follow the same steps above but select Send email to all employees instead.

Step 4 – How to follow up a conversation round

To follow up or edit a conversation round:

• Click on Conversation Round and select the name of the round you want to view or modify.
  
  

To:

1. Delete a conversation round or change its opening period, click Edit.

2. View the status of selected groups, click the text to the left of the pie chart. This will show all individuals with that specific status.

3. Send reminder emails to those who haven’t completed their conversations, click Send to all on the list. Use Advanced to access prewritten text templates.

4. If new people need to be added to the conversation round, use Invite to Conversation to search and add them.

5. To open a conversation form, delete a conversation, view the opening log, or reopen a conversation for a new manager, do this under point 5.