Wellbeing check-ins

A check-in is a very short, periodic self-report: how the day went, and how manageable the workload felt. It is designed to take about fifteen seconds and two taps, because participation is the module’s single point of failure — a survey nobody answers by week six produces numbers nobody should trust.

This page covers the part you configure (cadence, audience, reminders) and the part your staff experience (a banner, a popup, and their own private history). It works the same whether you run corporate training, a customer academy, a university department, or a school — check-ins go to your staff, not to your learners.

What this does

Everyone in the audience is offered the same short form once per period. Answers are stored under a code rather than a name, and the only person who can read a given answer is the person who wrote it — the database rule on that table matches nobody else, so there is no screen, report, or export in the product that opens someone’s check-in.

The question set that ships is a fixed daily pulse:

Question	Type	Required
How are you doing today?	Five faces, Rough to Great	Yes
How manageable did today’s workload feel?	A 1–10 scale, Overwhelming to Completely manageable	Yes
Anything you would like to add?	Free text, under the line “Optional. Nobody sees this except you.”	No

Two required taps is the whole budget. The note is optional on purpose — it is the most valuable field and the one most likely to make someone abandon the form if it looks mandatory. Nothing here asks about distress, which is why it can run before support contacts exist.

Before you start

You need permission to manage wellbeing settings, and the module must be on for this organization.
Add at least one support contact. Reminders will not send without one.
Set your organization’s time zone if you want reminders. See Organization settings.
To target a group, create it first with at least five members. See Groups.

Set the cadence

Open Wellbeing settings.
Under Delivery, choose How often: Every day, Weekdays, Weekly, or Monthly. Weekdays is the default.
Select Save changes.

The cadence defines the period, and there is one check-in per person per period. Submitting again updates the same answer instead of creating a second one, so a double-tapped Submit can never inflate participation.

The period boundary is the person’s own local day, not UTC — somebody answering at 23:50 has had that day and should not be told the next morning they already checked in. A date more than a day away from the server’s own is ignored and the server’s own date is used instead, so nobody can back-fill a week of missed days and distort the trend.

Choose the audience

Under Who gets check-ins, choose Everyone on staff or A group.
For a group, pick it from your organization’s groups.
Select Save changes.

Two rules apply, both enforced when you save rather than discovered later:

A targeted group needs at least five members. Below that every result would identify someone, and the save is refused with that reason.
Only staff are ever offered a check-in. A learner or guardian inside a targeted group is still not a subject.

If the bound group is later archived or deleted during routine directory tidying, the audience widens back to everyone on staff rather than silently stopping. Widening is the safe direction — everyone newly offered still has to pass the consent gate before anything is collected.

Turn on reminders

Set your organization’s time zone first. Without one the reminder switch stays disabled, because a wellbeing prompt on a guessed hour is worse than none.
Switch on Remind people when a check-in is open.
Set the reminder time, between 07:00 and 20:00 in the organization’s local time.
Select Save changes.

What a reminder is, precisely:

In-app only, never email. An email about someone’s wellbeing travels — shared inboxes, lock screens, forwards, mail retention. The send path structurally cannot reach email. Reminders land in the notification inbox; see Notification inbox.
Identical for everyone in a language. The text is “Your check-in is open.” and nothing else. No streak, no count, no “you haven’t checked in”, no comparison — state-referencing copy is an accusation on a personal screen and a disclosure on a shared one.
Once per period per organization, with a catch-up window of about three hours so a failed run recovers, and an upper bound so a worker down all day never delivers at 22:45.
Skipped for individuals who have turned reminders off, have not consented, or have already answered this period.
Skipped for the whole organization if the module is off, reminders are off, the time zone is unset, there are no support contacts, or a targeted group has dropped below five members.

What a person sees

The everyday experience is a banner plus a popup:

A slim banner sits at the top of the dashboard, above whatever page they are on: a heart icon, the line “How are you doing?”, a Check in button, a Turn off reminders button, and a dismiss ✕.
Check in opens a popup with the questions. Answering closes it and confirms with “Check-in saved.”
The ✕ is a snooze for this period only — stored in that browser against the organization and period, surviving a reload, writing nothing to the server, and returning by itself next period. It is not a withdrawal. Closing the popup without answering is lighter still: the banner stays.
Turn off reminders is the durable one, and is described in the next section.
The banner is cadence-aware. Under Weekdays it stays away at the weekend, and once the period is answered it disappears for the rest of it.
It never appears if the module is off, or if the person is outside the audience.

Withdrawing consent is handled a step further in: the banner itself is not consent-aware, so someone who has withdrawn may still see it, but the popup then has no questions to show them and the server refuses the write. Nothing is collected either way.

The dedicated Wellbeing page carries the same form inline, plus a streak card. Once the period is answered the page swaps the form for You have checked in today. and a Change my answer button, which reopens the same entry rather than starting a second one. A streak of zero renders nothing — congratulating people into a number produces answers that protect the number instead of reporting a state. Streaks are only shown under a daily or weekdays cadence.

The privacy line — “Your answers are stored under a pseudonym. Leads only ever see group totals of N people or more” — is always visible under the form, in the popup and the page, including after answering. A promise you have to hover to read is not a promise.

Turning reminders off

Someone who wants the prompting to stop, without leaving the programme, has two ways to do it. Both set the same single preference and have the same effect — they differ only in when it applies:

From the banner, select Turn off reminders. It applies on the click — there is nothing to save — and confirms with “Reminders turned off. You can turn them back on in your notification settings.”
From Account → Notifications, turn the Wellbeing check-ins switch off and select Save.

Either way, two things happen: the dashboard banner stops appearing — durably, across every future period, not just this one — and the reminder sweep skips that person, so no reminder notification is generated for them either.

That is the whole effect. Specifically:

It is not a consent withdrawal. The consent record is untouched and the person stays in the programme. Nothing changes about what is or is not collected; they have only asked to stop being reminded.
It does not take the check-in away. The Wellbeing page still carries the form, so someone who has turned reminders off can still check in whenever they choose to.
It moves nothing else. No other notification, email or preference travels with it.

To turn reminders back on, go to Account → Notifications, switch Wellbeing check-ins on and select Save. The banner returns as soon as that saves, subject to the usual rules — it still stays away once the period is answered, if the ✕ was used in that browser this period, or if the cadence isn’t asking today. There is no way back on from the banner, because the banner is precisely what was hidden.

Because this is an in-app reminder rather than an email, the Wellbeing check-ins switch deliberately sits outside the email master switch: turning all email off does not quietly take the check-in reminder with it. See Notifications & preferences.

Turning reminders off and withdrawing consent are different things, done in different places. The first, described above, stops the prompting. The second, below, stops the collection. Keep them apart when you explain the module to people — someone who only wanted the banner to go away should not be walked into a withdrawal.

Check-in consent is module-scoped and fail-closed: nothing is collected without an explicit decision, and a missing or unreadable record is never read as agreement.

On day one everyone is undecided, so the popup opens on a “Take part in wellbeing check-ins?” prompt with an I’m in button instead of the questions.
This consent is deliberately not offered by the global consent banner. It is asked once, in context, next to the thing it is about.
Once decided it appears in Account → Consents like any other policy, and can be withdrawn there at any time. Withdrawing stops future check-ins immediately: the questions stop being served and the server refuses any submission.
The policy people accept states what your organization sees: group totals only, above a threshold that cannot be set below five; that a lead usually only hears from them when they ask; and that where rules are configured, a rule can open a case showing a reference code and the rule’s name — never their name or their answers.
Answers can also be deleted on request. See Offboarding & data requests.

Their own history

My check-ins shows a person their own entries over the last 7, 30, or 90 days — 30 by default. Each row is the date, the mood in words rather than a bare number, the workload out of 10, and the note they wrote, quoted back to them. Above the list, a mood trend line appears once there are at least three entries; with two points a line carries no information, so until then the page says so instead of drawing one.

The history is strictly personal and never comparative: no team average, no percentile, no “you are below your group”. There is no way to request someone else’s — not a permission that could be granted, but a request shape that does not exist.

What responses feed

Submitting a check-in does not, by itself, notify anyone, open anything, or write an audit record. Individual answers stay where they were written, readable only by the person who wrote them.

Set expectations accordingly: in the current version there is no daily-check-in dashboard for leads. Nothing aggregates mood or participation back to an admin screen, and the reporting module deliberately carries no check-in metrics — the only wellbeing report is a case-lifecycle one. The group-summary surface that does exist is a separate thing: workplace-conditions campaigns on the Wellbeing insights page, with results suppressed until the anonymity threshold is met.

Where rules are configured, they act on signals recorded across the module rather than on raw check-in answers — see Signals, alerts & cases. If someone wants a human, they ask for one themselves; see Support requests & one-to-ones.

Reference

Setting	What it does
How often	Cadence: every day, weekdays (default), weekly, monthly. One check-in per period
Who gets check-ins	Everyone on staff, or one group of at least five members
Remind people when a check-in is open	In-app reminder, once per period, between 07:00 and 20:00 local
Support contacts	Who staff can turn to. Required before reminders send or mental-health questions are offered
Wellbeing is on for this organisation	The master switch. Off means every write is refused
Anonymity threshold	Read-only on this page. The organization floor is 5; an individual insights campaign can ask for more, never less

Troubleshooting

The banner doesn’t appear for anyone. Check the module switch, then the audience. Under a weekdays cadence it also stays away at weekends, and never shows to someone who already answered this period.

One person never sees it. They may have turned reminders off, dismissed it for this period, already answered, be outside a targeted group, or hold only a learner or guardian role. Dismissal is per browser, so it can differ between their laptop and their phone. Someone who has withdrawn consent may still see the banner but gets an empty popup — that is withdrawal working, not a bug.

“I stopped getting check-in reminders” or “the banner has disappeared.” Check Account → Notifications first: if Wellbeing check-ins is off, either the banner’s Turn off reminders button was used or that switch was turned off directly — they are the same preference, and it persists across periods until it is switched back on. Switch it on and select Save. If it is already on, the ordinary reasons apply: the period has been answered, the ✕ was used in this browser, or the cadence isn’t asking today.

Everyone sees “Take part in wellbeing check-ins?” instead of the questions. That is the expected day-one state — nothing is collected until someone chooses I’m in.

The reminder switch is greyed out. Your organization has no time zone set. Set it in organization settings and the control unlocks.

Reminders are on but nothing sends. Most often there are no support contacts. The sweep also skips organizations whose module is off, and individuals who have turned reminders off, have not consented, or already answered.

Saving a group audience is refused. The group has fewer than five members, is archived, or belongs to a different organization.