Coaching Check-Ins

Who can interact with all Coaching Check-Ins?

How does an Employee Interact with Coaching?

How do Managers Interact with Coaching?

How are Check-Ins edited?

How are Check-Ins rated or excused?

How are Check-Ins reopened or new due date selected?

How do I search for Check-Ins?

What else do I need to know about Check-Ins?

 

Who can interact with all Coaching Check-Ins?

Any user with the "Coaching: All Access" permission can access, edit, and view all Check-Ins. To access Check-Ins, open the left navigation > Coaching > Check-Ins. An "All Access" tab will present itself to those with "Coaching: All Access" and will allow visibility and edit ability into all coaching Check-Ins.

Users with "Coaching: All Access" permission will also be able to view and export all Coaching Program and Utilization Data through the Coaching Overview tab.

 

Check-In Tabs

From the left navigation > Coaching > Check-Ins page, users will see a horizontal navigation bar with Check-In Tabs across the top of the page. Each tab provides the user with a quick way to view each Check-In type.

A red notification badge is shown when there is an outstanding deliverable for the user.

For example: A red "1" on the Manager tab highlights that this user has one Check-Ins pending their review. A red "1" on the Employee tab highlights that this user has one Check-Ins that they need to complete for their own manager. 

Tab	Content Tab Displays
Employee	All Check-Ins that you are required to complete, for your Manager to approve (if applicable).
Co-Coach	All Check-Ins that you have been assigned as a Co-Coach for (if applicable).
Manager	All Check-Ins that your direct reports are required to complete for you to review & approve (only shown to users with system Manager permissions).
All Access	Tab only shown to users with the "Coaching: All Access permission". Shows all Check-Ins in the organization.

 

 

How does an Employee Interact with Coaching?

Employees will be notified both in-product and via email when a new Check-In is available to be completed.

They will then navigate to the Check-In within Ambition where they will:

• Answer the Check-In's questions, saving progress and returning to complete if needed
• Optionally leave comments for additional context or questions
• Click the Mark Complete button

After the Employee has marked the Check-In as complete, the Check-In's Owner will be notified both in-product and via email that the Check-In is ready for review and approval.

 

Employee can complete their agenda items:

• Directly from their User dashboard, under the Coaching tab.
• Through the left navigation and click Coaching > Check-Ins.

An employee can either save partial progress, Save Progress button, or complete the Check-In in a single sitting. Once they've completed the Check-In they will submit their answers with the Submit for Review button.

 

Once the Check-In is submitted as complete, the status will change to Pending Approval. It is now the manager's job to review the submitted answers before the Check-In is complete.

 

 

How do Managers Interact with Coaching?

Managers will be notified both in-product and via email when an employee's Check-In is ready for review and approval.

 

Finding open or pending check ins

Manager can find their employee's check ins:

• Open the left navigation and click Dashboards > Managerial > Coaching tab.

The Managerial Dashboard Coaching Tab provides a rolled-up view of coaching touch points for every employee they manage in Ambition. Here the manager can view all open and historical coaching items for their direct reports.

• Open the left navigation and click Coaching > Check-Ins.

 

The Manager will then navigate to the Check-In where they will have the options to:

• edit the agenda
• review the answers
• remind the rep that answers are due
• notify the employee that additional context is needed*
• provide a rating that is visible to both employee and manager
• excuse the Check-In if necessary
• reopen an Expired Check-In
• extend the due date of the Check-In and notify the employee
• optionally leave comments (notification email is sent)
• create a Coaching Note
• create an Action Item
• approve and mark the Check-In as complete
• assign a co-coach for the Check-In
• delete the Check-In

*Requesting feedback typically corresponds with leaving comments where a manager will ask for additional clarification or details. The employee will be notified that the Check-In has been reviewed but has not been approved.

 

The employee will be notified that the Check-In has been reviewed but has not been approved.

Comments can also be left to help follow-up on agenda items and provide additional context or insight.

 

Upon clicking Mark Complete the employee will be notified that the Check-In has been reviewed and has been approved.

 

 

Check-In Ratings

When a coaching session is closed out, each Check-In has an optional rating (these ratings are scored on a 1-5 point scale). Ratings provide an outlet for managers to give feedback directly to their employees.

The default rating categories for Check-Ins are Preparedness, Engagement, and Coachability.

Coaching rating categories are customizable. Click here to learn more.

Note:  A rating must be left in every category before the rating is able to be saved.

 

Excuse Check-Ins

If a Check-In needs to be excused, ex. when an employee is on vacation, the Check-In can be excused by opting to "Marked as Excused".

 

Reopen Expired Check-Ins

If a Check-In has expired (i.e. the due date passed before being completed by both parties) it can be reopened by the manager (owner) of that Check-In. From the Check-Ins view or from the employee timeline view, clicking on the ⋮ icon will display the Reopen option. Here you can select the new agenda due date. This will extend the due date and email the employee that it has been reopened.

 

Extended Open Check-Ins

If for any reason the original due date of the agenda needs to be extended, the agenda due date can be extended by opting to "Extend and Notify".

 

 

Search for Coaching Check Ins

1. Open the left navigation and click on Coaching > Check-Ins.

Managers will see all check ins that they host and, if applicable, any check ins that they are personally required to do with their corresponding supervisor.

Employees will be shown a list of their personal check ins, listed by date and status.

 

2. Click the Filters, , icon in the upper right to refine your search.

 

Check-Ins can be filtered through the following methods:

Filter	Filter Options
Ordering	Due Date: Newest - sorts the Check-Ins newest to oldest Due Date: Oldest - sorts the Check-Ins oldest to newest
Manager	Search for the Manager who own the Check-In. Filter specific to those with Manager/All Access permissions
Employee	Search for the employee who is responsible for completing the agenda items. Filter specific to those with Manager/All Access permissions
Co-Coach	Find Check-Ins by filters for assigned co-coaches (if applicable).
Check-In Type	One-Offs: Show Check-Ins that were created as a one-off Check-In. Recurring: Show Check-Ins that are created based off a recurrence schedule. Programs: Show Check-Ins that are created from Coaching Programs.
Status	All: Show all records. Open (Action Required): Action is required either from the manager or employee before it's complete. Answers Due: Waiting for the employees response. Pending Approval: Waiting for review from the manager. Completed: Completed by both parties. Expired: Due date passed before being completed by both parties. If Expired but stills needs to be completed, the Check-In can be reopened by the Check-In's owner. Excused: Excused by the manager, for events like vacations. Scheduled: This filter will only show upcoming one-off Check-Ins. Recurring Check-Ins/Check-Ins from Programs are made available just-in-time, and will be shown in the open filter.
Rating (Average)	Search for Check-Ins by their average rating. If there are multiple rating categories, this filter will show the average rating for each Check-In. For example: Preparedness = 5 Engagement = 3 Coachability = 4 Rating Average = 4
Template	Search for Check-Ins associated with a specific Template.
Program	Search for Check-Ins by Program name.
Due Date	Search for Check-Ins that are due during the selected time frame.
Search	Search through your private & shared Notes that were attached to previous Check-Ins. Filter specific to those with Manager/All Access permission.

 

 

Coaching Check-In FAQ

A rep from another manager’s team just joined a new team. Can the new manager see their historic coaching information, such as past Check-Ins and Notes?

Managers cannot see Check-Ins and Notes from other Manager’s Check-Ins. Only those with the "Coaching: All Access" permission have this ability.

To view other Managers’ Check-Ins, you’ll need to be granted the “Coaching: All Access” permission.

 

Why can’t Managers create a Coaching Program Template?

The permission "Coaching: Create Program Template" is required to create Coaching Program Templates.

By default, the Manager permission set does not include permission to create Coaching Program Templates within Ambition.

If you would like to create a Program Template, you can request that your organization’s admin grant you the “Coaching: Create Program Template” permission.

 

Why can’t Managers create a Coaching Program?

The permission "Coaching: Create Program" is required to create Coaching Programs.

By default, the Manager permission set allows Managers to create Coaching Programs for themselves to run.

If you are a Manager or other user who wishes to create Programs for other Managers, you’ll want to request that an admin grants you “Coaching: Create Program - Can Create Programs for Any Manager" permission.

 

I am a Manager for a group of Managers. Will I receive notifications for Check-Ins my Managers run?

Upper-level Managers will not receive notifications for their Managers’ Check-Ins unless they are added as Co-Coaches for these Check-Ins.

Only the Manager of a given Check-In, that Check-Ins Co-Coaches, and the employee being coached receive Check-In notifications.

 

My direct reports are all Managers who run Check-Ins with their direct reports in Ambition. Can I view these Check-Ins, Notes, and Action Plans?

Only those with the "Coaching: All Access" permission have access to any and all Check-Ins, Notes, Action Plans, historical coaching data, etc. Learn more here.

By default, upper-level Managers who do not have "Coaching: All Access" permission cannot view the Check-Ins that their reporting Managers run unless they are a Co-Coach for the given Check-In or Program. Executive Visibility can also be enabled to provide visibility into coaching events of reporting Managers.

 

I'd like more KPIs visible within a Coaching Check-In. What permission set do I need in order to add and edit Metrics for my organization?

When the default Ambition permission sets are used, only those with system Admin permission have the ability to add and edit Metrics.

If you would like to add or edit Metrics to your Ambition instance, speak with your admin about being granted the “Integrations: Edit” permission.