Sessions are the building blocks of your new hire’s onboarding process. Once they’re assigned to a role and scheduled they’re created as meetings in Google Calendar.
A session can be attached to any number of different roles. It will contain all the details needed for the new hire attending, the person leading and for Personably to schedule it!
Session walk through
The name of the session will be shown in Personably as well as on the Google Calendar event sent to your new hire.
You might have some onboarding sessions that are standard across the company, named ‘Our company values’, for example.
You might also have some sessions that are specific to a particular team or role for example, ‘How to deploy our product’ might only be taken by those on the engineering team.
Either way a session is not specific to a particular hire taking it. They are reusable and repeated each time someone new starts. Session names like “Office tour” work well, “Jessica’s first day tour” (where Jessica is your new hire) would not.
Who will lead the session?
Leaders are the person (or people) responsible for running a particular session.
They don’t need to have a login in to Personably to be assigned as a session leader. If the dropdown is looking sparse head over to the leaders tab to import those email addresses. Personably will automatically pull in the email addresses from your domain (nobody will be notified - it's to save you adding these emails manually).
We’ll check the calendars of anyone selected as a leader to make sure they’re free when scheduling a session. They'll be sent a google calendar invite in the scheduling process.
Note: Sessions don’t have to have a leader assigned!
If you leave the leader field blank we’ll just invite the new hire(s). Perfect for when you want that individual to spend some time looking through some documentation or completing a task.
The description box can be used to mark out the objectives for a session, add links to others documents or notes for the session leader. Anything added here will be included in the event description part of the Google calendar event once scheduled. Check out the screenshot above for an example.
Tags are used for categorising sessions. A session can have any number of tags and you can create them right there and then by typing in the tags field.
You can use tags for adding sessions to a role in bulk. For example, if you mark all sessions that every new starter has to take with ‘General’ then when creating your ‘Junior Designer’ role you can add all sessions tagged ‘General’ to it in one click.
You can also use tags for filtering when you’re searching for sessions in Personably - for example, filter by everything marked ‘Design’.
How should a session be scheduled?
This is where you tell Personably the constraints within which you want a session to be scheduled.
Sessions set to happen ‘Within a given time period’ will be scheduled based on Personably checking when those involved in a session are free.
Sessions set to happen at an exact time or to recur are scheduled for exactly when you set without taking into account availability.
Could multiple hires be in this session?
If you have a few starters within the same week you’ll want them all to be grouped into the same sessions where possible! This both gives your new starters a peer group to be onboarded with but also saves the time of those leading the sessions from running them twice!
If you select ‘allow multiple hires to attend’ Personably will check to see if there’s an existing session within the time constraints of your new hire’s start date. If there is, that new hire will get added as an attendee to the existing session. If not, a new one will be scheduled.
However not all sessions should have multiple attendees, in the case of a one to one with the new hire’s manager you would want to select ‘Schedule a new session of this type for each hire’.
The rooms tab will show a dropdown with a list of all the rooms from your Google calendar. If you add some room options in priority order we’ll try each in turn until we find one that’s free when scheduling. If none are free we’ll schedule the session without a room added.
Rooms can be imported from your Google calendar by heading over to the settings page, scrolling down to the rooms sections and hitting import.
Then click save to create your session!
Each session will then need to be added to a role on the roles tab and a new hire assigned that role for it to be scheduled.