HeyPenny Platform Guide

How to log in

Complete your personal profile

Prepare for a check-in

Log a conversation using our AI Agent

Review , accept or decline observations

Explore resources

Explore HeyPenny’s factor framework

View data

Edit observations

Add a marker or measure

How to log in

There are two ways to log in to HeyPenny:

  1. Single Sign-On (SSO) – uses your organisation’s Microsoft or Google account.

  2. Magic Link – we email you a special link you click to log in (no password needed).

Follow the steps below depending on which method you use.

Option 1: Logging in with Single Sign-On (SSO)

  1. Go to your HeyPenny log in link.

  2. Click Log in with SSO.

  3. Choose your sign-in provider: Microsoft or Google.

  4. Type your work email address (not a personal one) and click Next.

  5. Enter your password for Microsoft/Google.

  6. If your organisation uses two-step verification, follow the on-screen steps.

  7. When finished, you’ll be taken straight into HeyPenny.

If you don’t see ‘Log in with SSO’ or a Microsoft or Google icon/button, your organisation may not have SSO turned on. Use the magic Link steps below or ask your internal admin.

Option 2: Logging in with a Magic Link

  1. Go to your HeyPenny log in link.

  2. Enter your work email address in the login field.

  3. Click Send.

  4. Open your email inbox. Look for a new email from HeyPenny (check Spam/Junk if you can’t see it).

  5. Open the email and click the Log in button (or the link in the email).

  6. 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.

  • Wrong account? If SSO keeps showing your personal account, click Use another account and enter your work email.

  • Stuck on a blank or error page? Refresh the page, or close the tab and try again from app.heypenny.co.nz.

  • Two-step verification problems? Use your usual method (authenticator app, text code) or contact your IT team.

  • Still can’t log in? Contact your organisation’s HeyPenny admin or HeyPenny Support for help.

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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:

  1. Click the Profile icon in the main menu at the top of the page (see example below).

  2. Click the purple “Edit” button to the right of your name.

  3. A pop-up info box will appear. Fill in all the fields (such as your name, role, contact details).

  4. When you’re finished, click Save at the bottom of the box.

That’s it, your profile is complete!

Profile icon is selecting and showing in green

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

  1. Click the dark purple button in the top right-hand corner of the screen.

  2. In the prepare box, click the green “Prepare” button at the bottom right.

  3. Find the person you’d like to prepare for, then click the green arrow to the right of their name.

  4. On the left-hand side box, choose one of the categories.

  5. 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.

  6. Repeat this for the other three categories.

  7. If you already have specific questions in mind, type them into the notes section on the right-hand side.

  8. When you’re finished, click the “I’m prepped” button at the bottom right to save your work.

  9. 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.

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How to log a conversation using our AI Agent

HeyPenny’s AI Agent helps you capture insights from your 1:1 conversations quickly and accurately. Here’s how to use it:

Step-by-step

  1. Click the dark purple button in the top right-hand corner of the screen.

  2. Find the person you are logging the conversation for and click the arrow to the right of their name.

  3. Enter your meeting notes into the Notes box on the right.

    • You can type them in directly.

    • Or copy and paste in your notes or a conversation transcript.

  4. When finished, click the green Generate button above the notes box.

    • This activates the AI Agent, which analyses your notes and creates insights.

  5. Review the insights. Adjust the Factor Classification or edit the text if needed.

  6. Once you’re happy, click Save at the bottom right.

  7. You’ll return to the main Log screen, where you can review or add extra insights.

  8. When finished, click Go to Resources in the bottom right-hand corner.

  9. You’ll now be on the Follow-Up Email screen.

    • To customise the draft email based on your notes and insights, click the green Draft button above the email box on the right.

    • On the left, you’ll see suggested resources based on the insights. To add one, click the Add button next to the resource name. This will attach it to the follow-up email.

  10. When everything is ready, click Send Follow-Up Email in the bottom right-hand corner.

Note: Once you click Send Follow-Up Email, all observations are saved, and all notes or transcripts are deleted from the system as part of HeyPenny’s privacy and security policy.

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How to review, accept and decline observations

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.

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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:

  1. Click the Resources icon in the top main menu bar (as seen below).

  2. Browse through the different factor categories to find what you’re looking for.

  3. Open a category to see resources connected to that area.

  4. In this library, you’ll also find a breakdown of our factor framework along with clear definitions of all the factors.

To select the Resources page, click the resources icon as highlighted in green above

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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:

  1. Click the Resources icon in the top main menu bar.

  2. In the resources section, look for the Framework tab.

  3. Click to open it and you’ll see a full breakdown of all the factors, including clear definitions for each one.

To select the Resources page, click the resources icon as highlighted in green above

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:

  1. Click the Data icon in the main menu at the top of the page (as seen below).

  2. 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.

To access the Data page, select the data icon as highlighted in green above.

How to edit observations

Timeline markeft.

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:

  1. Click the Settings icon (the cog) in the top menu.

  2. Find the row for either Marker or Measure (depending on what you’d like to add).

  3. Click the Add button next to that row.

  4. Fill in all the information.

  5. When you’re finished, click Save at the bottom left.