HeyPenny Platform Guide
Leader Demo:
Step-by-step demo walk-through of logging a conversation, viewing team data and viewing prior conversations
How to log in
Logging in with a Magic Link
Go to your HeyPenny log in link.
Enter your work email address in the login field.
Click Send.
Open your email inbox. Look for a new email from HeyPenny (check Spam/Junk if you can’t see it).
Open the email and click the Log in button (or the link in the email).
A new browser tab will open and log you straight into HeyPenny.
Important: Magic links expire after a short time and are for you only. If it expires, just request a new one.
Troubleshooting
No email arrived? Wait 2–3 minutes, check Spam/Junk, and confirm you typed the correct work email. Then try Send me a magic link again.
Stuck on a blank or error page? Refresh the page, or close the tab and try again.
Still can’t log in? Contact your organisation’s HeyPenny admin or HeyPenny Support for help.
How to complete your personal profile
Setting up your profile helps your organisation know who you are and makes sure your information is up to date.
Follow these steps:
Click the Profile icon in the main menu at the top of the page (see example below).
Click the purple “Edit” button to the right of your name.
A pop-up info box will appear. Fill in all the fields (such as your name, role, contact details).
When you’re finished, click Save at the bottom of the box.
That’s it, your profile is complete!
Profile icon is selected and showing in green.
Purple Edit button is seen to the right of your name.
How to prepare for a check-in conversation
Preparing for a 1:1 check-in helps you feel confident and comfortable going into the conversation. It gives you clear direction on what to ask, plus helpful prompting questions to use.
Step-by-step
Click the dark purple button in the top right-hand corner of the screen.
In the prepare box, click the green “Prepare” button at the bottom right.
Find the person you’d like to prepare for, then click the green arrow to the right of their name.
On the left-hand side box, choose one of the categories.
Look at the list of factors in that category:
If you’d like to discuss one, read the prompt question on the right.
Click the plus button (+) to save that question.
Want a different question? Click the refresh circle to see a new one.
Repeat this for the other three categories.
If you already have specific questions in mind, type them into the notes section on the right-hand side.
When you’re finished, click the “I’m prepped” button at the bottom right to save your work.
From here you can continue through to Chat or Log, or exit back to the home page.
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Note: At the bottom of the screen, you’ll see a rainbow-coloured slider.
The left (red) side represents “struggling.”
The right (green) side represents “thriving.”
Move the slider based on how you think your team member’s wellbeing is at the moment. The questions will automatically adjust depending on where you place it.
How to use HeyPenny Scribe
Leaders can transcribe check-in conversations directly into the platform, making workflows easier, faster, and more secure than ever.
Quick overview
Start a conversation, click the purple Chat button in the top right hand corner of the screen
Select the employee you want to chat with and the date of the conversation
Click Start and select whether the conversation is in-person or virtual
If the conversation is virtual, select the window HeyPenny is in and toggle on the microphone (picture below)
Click Stop once your conversation has ended
Once processed, the text will appear on the screen
From there, click Next and move through into checking the observations
Step-by-step
Click the dark Chat button in the top right hand corner of the screen
Select the date of the conversation and the employee
Click Start and select whether the conversation is in-person or virtual
If the conversation is virtual, select the window HeyPenny is in and toggle on the microphone (circled red)
Click Stop once the conversation has ended. The transcript take a few minutes to process then appears on the left hand side of your screen.
How to access and explore resources
HeyPenny includes a resource library that’s available to every user, anytime. It’s there to give you tools, ideas, and explanations to support your conversations and your work.
Follow these steps:
Click the Resources icon in the top main menu bar (as seen below).
Browse through the different factor categories to find what you’re looking for.
Open a category to see resources connected to that area.
In this library, you’ll also find a breakdown of our factor framework along with clear definitions of all the factors.
How to access HeyPenny’s factor framework
The Factor Framework can also be found on the Resources page. You can explore this at any time in the resource library.
Follow these steps:
Click the Resources icon in the top main menu bar.
In the resources section, look for the Framework tab.
Click to open it and you’ll see a full breakdown of all the factors, including clear definitions for each one.
How to find and view team data
The Data Dashboard gives you a clear picture of what’s happening in your team. It shows which factors are supporting your people and which may be getting in the way, so you can respond with confidence.
Follow these steps:
Click the Data icon in the main menu at the top of the page (as seen below).
The Data Dashboard will open. Here you’ll see:
An overview of each category and factor, showing which ones are protecting your people and which are harming them.
A breakdown of the number of observations recorded against each factor, and whether they were protective, neutral, or harmful.
An overview of resource send rates and usage, so you can see how often resources are being shared and opened.
How to edit observations
If you need to make a change to an observation that’s already been logged, follow these steps:
Go to your Data Dashboard.
Scroll down to the section called Observations – Qualitative.
Find the category that the observation sits under and click to expand it.
Next, expand the factor that the observation is linked to.
Locate the observation you want to change and click the grey Edit button to the right of it.
Make your changes in the text box.
When you’re done, click Save.
Your updated observation will now appear in the system.
How to add a timeline marker or measure
Timeline markers and measures help you track important moments and see how changes impact your team over time.
Follow these steps:
Click the Settings icon (the cog) in the top menu.
Find the row for either Marker or Measure (depending on what you’d like to add).
Click the Add button next to that row.
Fill in all the information.
When you’re finished, click Save at the bottom left.