Submit a check-in using the Engage365 mobile app

In this article, we describe how users complete their check-ins using the Engage365 mobile app, and provide an overview of the editing and formatting capabilities available to users.

 

Open the check-in list

When an employee logs in to the app, the main screen with a list of check-ins is displayed. The list contains all check-ins, submitted and upcoming, assigned to a user. The list is sorted from the newest check-ins to the oldest and is grouped by months.

 

 

If there are no check-ins scheduled to a user, an empty list is displayed, along with the No check-ins yet message.

Users can refresh the list by using pull-to-refresh.

 

 

If a manager submits check-ins, they can see them ins by selecting the My check-ins section header.

 

Start a check-in

There are several ways for users to start their check-in:

• Users can find a check-in in the list and select Complete check-in.
• Users can tap the + icon at the top right-hand side of the screen. Tapping this icon will open different check-ins, depending on the set schedule and today’s date:
  • If a check-in is due today, this check-in opens.
  • If the next scheduled check-in isn’t due today, but users can still submit it, the next scheduled check-in opens.
  • If none of the above conditions apply, then an ad-hoc check-in (that is to say, a check-in outside the usual schedule) opens.
• If a user enables app notifications on their mobile device, push notifications are sent when a check-in is due today, tomorrow, or is overdue. Selecting the notification opens the check-in screen.
  For more information on how to enable app notifications, see these articles:
  • For Android devices.
  • For iOS devices.

Whatever type of check-in (scheduled or ad hoc) opens, users can see the check-in due date and the managers to whom the check-in will be visible.Users select Let’s get started to display the first question of the check-in. Alternatively, users return to the main screen by tapping the cross icon on the top left-hand side of the screen.

 

Types of questions

Check-in content—question types, number of questions, and check-in schedule—is set by admins. The types of questions are:

• Text and Recognition. Enables users to enter a response in a text field and mention their colleagues.
  If an admin sets the Multiple responses allowed option when creating a question, and a user wants to add more than one response, users can select Add response and enter their response in the next text field. If users want to remove this additional response, they can tap the horizontal ellipsis (the three dots icon) on the relevant field and select Delete at the bottom of the screen.
  
  
  
  
• Yes/no. Users have only two answer options: yes and no.
• Choice. Enable users to select an answer from a list. If an admin sets the Multiple responses allowed option when creating a question, users can select as many answers as they want.
• Rating. Enable users to select an answer from a set range, for example, from 1 to 10. To answer these questions, users can either move a slider or enter the relevant number.

 

 

Required and optional questions

If an admin sets the Required option when creating a question, users will need to answer it before they can complete their check-in. Such questions are marked with a red asterisk.

 

 

If users navigate to the last question of a check-in and select Submit without answering at least one required question, a pop-up displays the number of unanswered required questions. From the pop-up, users can select either Answer required questions to navigate to the first unanswered required question or Go back to return to the last question of their check-in.

When all required questions are answered, users can navigate to the last question of their check-in by selecting Next and selecting Submit to submit the check-in.

Optional questions aren’t marked with a special symbol. Users don't have to answer these questions to successfully complete their check-in.

 

Tags and mentions

When entering an answer in a text field, users can add tags and mentions to their response.

Tags help users label and categorize their responses. Users can add as many tags as they want by following these steps:

1. In a question that has a text field, enter #. A list of available tags is displayed below the question. Continue to enter the tag name to shorten the list of auto-suggestions.

2. Select a tag to add it to the answer.

3. Enter the rest of the answer, or add more tags by repeating these steps.

 

 

Mentions enable users to recognize their colleagues by referencing them in their answers. Users can add as many mentions as they want by following these steps:

1. In a question that has a text field, enter @. A list of colleagues is displayed below the question. Continue to type the colleague’s name to shorten the list of auto-suggestions.

2. Select a person to add them to the answer.

3. Enter the rest of the answer, or add more mentions by repeating these steps.

Anybody who is mentioned in an answer receives a notification after the check-in is completed.

Users can mention any colleague in the organization.

 

Attachments

If an admin sets the Allow attachments in responses option when creating a question, users can add attachments when answering it. To add an attachment, users should:

1. Select Attach files at the bottom of the screen.

 

 

2. On the Add attachments window, choose Select.

3. Find and select a file on the device. The selected file is displayed in the list of files on the Add attachments window.

4. Tap the back icon on the top left-hand side of the screen. Users are redirected to the question. At the bottom of the screen for this question, the number of attached files is displayed.

 

 

When creating a question, admins can add their own attachments to the question. In this case, the attachments are displayed at the top of the question a user is answering, together with a count of the attachments. To open an attachment, users should:

1. Select View.

 

 

2. On the Attachments window, select a file. Depending on the user’s device settings, the selection either auto-downloads the file or asks the user to specify a folder where they want to download it.

 

 

3. Open the downloaded file.

 

Private responses

If an admin sets the Allow private responses option when creating a question, users can toggle the Mark as private option when answering it. The toggle is displayed at the bottom of the screen for this question.

If a user gives multiple responses to a text question, they can mark as private each of these responses. To do this, they'll need to tap the horizontal ellipsis (the three dots icon) on the relevant field and toggle the Mark as private option.

If a user toggles the Mark as private option, a manager can’t pass the answer to anyone else.

 

 

Complete a check-in

Users can navigate from the first question to the next by selecting Next at the bottom of the screen. Users can return to the previous question by selecting Back at the bottom of the screen. 

At the top of the screen, users can see the question number they’re answering and the total number of questions in the check-in. For example, Question 3 of 4 means a user is answering the third question out of four.

On the last question, the Submit button is displayed instead of the Next button. If a user has answered all the required questions, selecting Submit completes their check-in.

After selecting Submit, users are redirected to their list of check-ins. The completed check-in is displayed with the Submitted status in the list.

 

Save a check-in as a draft

At any point while completing their check-ins, users can save a draft and come back to it later.

1. Start a check-in.

2. When completing the check-in, tap the cross icon on the top left-hand side of the screen. The answers previously provided are saved, users are redirected to the main menu, and the Saved as draft message is displayed at the bottom of the screen.

3. To return to an unfinished check-in, users can find it in the list of check-ins and select Complete check-in.

4. On the confirmation pop-up, select Let’s get started. The incomplete check-in with previously answered questions is displayed.