How Do I Set Up a Leader-Led Conversations Module?

Programs with Leader-led Conversations enable Leaders (or "Hosts") to schedule and host Actionable Conversations™ with their teams or groups, accessing all materials and Habit Builder details directly from the platform.

Article Quick Links: 

• Create your Leader-led Conversations Module
  • Create a Module
  • Set as a Leader-led Conversations Module
• Adding Hosts and Sessions
  • Set Up Groups and Conversations Sessions
• Adding Conversation Materials 
  • Prep Materials
  • Host Materials

• Adding Habit Builder Content
• Activating your Module
  • Editing Modules that have already been Activated
• Host Conversation Scheduling

Create your Leader-led Conversations Module

Conversations Programs are created the same as Habit Builder Programs. You'll be editing settings in your Module to set it as a Conversation Module type. You can create a new Program using the Program Wizard or add a new Module to an existing Program to get started. Programs can include just Conversations Modules, or a combination of Habit Builder and Conversations Modules.

Create a Module

1. Navigate to the Program you want to add a Conversation Module to
2. On the Program Overview Screen click "Add Module" button
3. Locate the new Module and click the three dots on the top right-hand corner of the Module box. 
4. Select "View/Edit Module."
5. Select whether you'd like to Copy from Existing Module or Create New Module. 
6. Go to the "Logistics" tab and following the steps below.
   
   

Set as a Leader-led Conversations Module

1. From the Logistics Tab, set the Module type by selecting YES under "Will this be a leader-led conversation?"
2. Set the Commitment Duration.
3. Set the Session Duration.(This only appears when the Module type is set to Conversations). This confirms how long the Conversation is designed to run so Hosts know how long to set their meeting invitation when they are scheduling their Conversation. Most Conversations are designed for 60 minutes.
4. Determine Host Visibility: this toggle controls what data Hosts can view. If it's turned "On," Hosts can see all reports and individual Participant Dashboards for their Session. When left "Off," Hosts can only view Logistics and Session Materials for their Session. Note: Image  shows Host Visibility as "Off"

Adding Conversation Hosts and Sessions

When setting up the Module, you'll need to set up Conversation Sessions and assign Conversation Hosts to Groups and Sessions. Each Host has their own Conversation Session, with unique Session ID/QR Code. You'll need to consider how to name your Groups for tracking and reporting. A common practice is to name the Group by the Host name or the Team (i.e. if it's a unique department).

Set Up Groups and Conversation Sessions:

1. There are 2 places to add Groups and Sessions to your Conversations Module:
   
   • On the Logistics Tab - Recommended - ([+ Session] button)
   • On the Program Overview Screen ([Add Group] button).
     
     
2. Once "+Session" is selected you'll see a pop-up and you can fill in the Conversation Session details:
   
   1. Group: select an existing Group name or type the desired Group name and select "Create New Group."
      
      
   2. Host: select the Host for this Leader-Led Conversation Session from the drop down list. If this is a new participant to Actionable add them with the "Add Host" option with their First and Last Name, Email, Time Zone, and preferred Language (if applicable).
      1. Note: For larger volumes (10+ Hosts), you may want to upload Hosts to your Client ahead of time so they are available in the drop down. You can do this using our Bulk Upload feature before setting up your Sessions
         
         
      2. Expected Participants: this is optional - we recommend you leave it blank unless you've confirmed this information. The Host will be prompted to confirm Expected Participants when they schedule their Conversation.
   3. Prompt Date: this is the date on which the Host will get a notification by email about how and when to schedule their Conversation.
   4. Default Prompt Time: the time of day that the host will receive their notification to schedule their Conversation
   5. Suggested Session Date From and To: this is the window in which the Host should schedule their Conversation with their group. We typically suggest a 2 week window.

2. Click "Add Session"
3. Continue the process for all of the remaining Groups and Sessions.
   
4. Review from the "Logistics" page (if on Program Overview Screen) to ensure the Group Name, Host, Host Email, Prompt Date are all correct. 
   

Adding Conversation Materials 

These are the learning materials Hosts and Participants will review prior to their Conversation. Hosts can access these from their Session dashboard. Participants will automatically receive a link to access Prep Materials when they receive their Conversation invitation from their Host.

Prep Materials

This section is used to share materials with Participants before they come to the Conversation. Prep Materials are distributed with a unique link shared separately from the Habit Builder and can include a welcome message, instructions, videos, and documents for Participants to consume ahead of the session.

There are four sections to set up to ensure Participants are ready for their Conversation:

1. Welcome Page: This page is publicly available and serves as the initial landing page for Participants getting ready for their Conversation. Put guiding text here, such as "Welcome to XXXX Conversation! Please create your account (or login) below to access everything you need to prepare for the discussion."
2. Session Prep Page: Participants access this once they create and/or sign-in to their Actionable account. Here you can provide any preamble and links to any pre-session learning materials. Session Prep Pages can include links to outside sources, embedded video content, and an invitation to reach out to you if they have any questions.
3. Downloadable Materials: If you have any downloadable materials for your participants, you can upload them here. The documents can be either .pdf or.docx format.
4. Questions: This is an excellent time to prompt some pre-session reflection or gather some data about your participants' current experience. Note: you'll create your questions on the Questions Tab. Prep Questions aren't visible from the Prep Materials set up screen.

Once you've filled out content in the Prep Materials Tab, a new URL will be available in the banner at the bottom of your Session page, or when you click on the options icon for that Session in the Program Screen. You can share that URL with your participants via email whenever you'd like them to have access. 

Host Materials

From this screen, you'll provide Hosts everything they need to run a Conversation with their group, including general instructions and Host Notes documents. Once you populate the Host Materials tab and Activate the Module, Hosts will be able to login and access everything from their "Session Materials" screen.

There are 2 Sections to populate: Host Introduction and Host Materials 

1. 1. Host Introduction: this should be used as an introduction to the Module, an overview of the program and content and any instructions as a high level reminder before downloading their materials.
   2. Host Materials: this is where you upload any documents for the Hosts to download, including Host Notes, resources, and guides.

When Hosts login and access their Session Materials, they can also access everything provided to Participants in Prep Materials including the Prep Materials direct url link.

What your Host will see when they login:

Adding Habit Builder Content 

Adding Habit Builder content to Conversations Modules is the same as creating Habit Builder Modules. You'll find all the details in this article, including how to:

• Add Questions
• Add Commitments
• Schedule Broadcast Comments (Optional - We recommend considering how you will use the Broadcast Scheduling feature with your Conversations program. This will depend on the level of visibility for Hosts, and how you'll want to engage with Host's groups or teams).
• Add Another Language
  

Activating Your Module

Once all of the Module content is completed click "Activate" to Activate your Module. This will Activate all the sessions and the appropriate Prompt Date notification will be sent out. To see what notifications looks like, click here. 

Editing Modules that have already been Activated

If you want to edit a Module that has already been Activated and/or distributed to a group, you are limited in what you can edit. You cannot edit Commitments. However, you can edit Prep Materials, Host Materials, and Questions. Changes to these areas will appear to any Sessions that have not yet run, and in any new Sessions that you add to the Module.

1. Locate the Module that you would like to edit.
2. Click the three dots on the top right-hand corner of the Module box. 
3. Click "View/Edit Module."
4. Edit and/or populate the Module details as per the list above.
5. Changes will automatically save.

Host Conversation Scheduling

Now that you've set up and Activated your Leader-led Conversations Module, Hosts will be prompted by email on the set date to schedule their Conversation with their teams and directed to their scheduling screen below. 

You'll find details on the Host Scheduling experience in this article which you can share with your Hosts. (You'll also find a full toolkit of resources to prepare Conversations Hosts and Participants here in the Accelerator)

Scheduling the conversation for a Leader

There may be times when you want to schedule the Conversation for your leaders and this is how you would do that. 

1. Navigate to the program for the Session you need to schedule, and click the Session's ID. 
2. On the Sessions Logistics tab, scroll to Conversation Scheduling
3. Enter in the Date and Start Time the Leader will be running the Conversation. 
   1. Optionally if you have the number of expected participants you can include that at this time too
4. Finally click "Save" and you can head to the program page to see the scheduled Session.