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Create a Workflow to automate an employee's performance review reminder

Updated

Available for the following HR plan: Platinum
Available for the following User Access levels: Manager, Admin

This workflow enables you to automate key aspects of the probation and performance review processes. You can schedule an email reminder before a performance review begins, notifying staff of the upcoming review. You can choose how many days or weeks in advance the email should be sent and specify the performance review in the Conditions step.

In addition, you can automate notifications for incomplete performance reviews, ensuring that any overdue tasks are promptly flagged. Finally, you can automate the process for probation reviews by sending reminders to employees, managers, or other participants when a review is approaching, or requires completion.

Getting started

Walkthrough: Automate a probation review
Automate a probation review

Please note that you need to create a length-based review period first so that you can select it when configuring the workflow.

  1. Log into your Employment Hero platform.
  2. Click on Workflows on the left-hand side menu.
  3. Click the Onboarding tab.
  4. Click on Add new employee to probation review.
  5. Here you will see the Workflow.
  6. To change the Workflow name, click on the pen icon.
    Change workflow name by clicking on the pen icon
  7. Add the following details:
    • Workflow name
    • Description (optional).
  8. Click Save.
    probation review add new name then click save
  9. Under Triggers and Conditions, click on Employee start date is approaching to add your trigger event.
    employee start date is approaching
  10. At When will this trigger event start? select when this trigger event will start.
  11. Click on Save.
  12. Next, you need to set the conditions. Click on Condition here.
    IF these conditions are met highlighted
  13. Click on Add Condition.
    click on add condition
  14. In the Field drop-down menu, select from the following options:
    • Employment type
    • Location
    • Team
  15. In the Condition drop-down menu, select from the following options:
    • Is one of
    • Is equal to
    • Does not equal
    • Is not one of
  16. In the Value drop-down menu, select from the following options:
    • Full-time
    • Part-time
    • Casual
  17. Click Save.
    add conditions then click save
  18. Next, click on Add employee to review period.
    click on add employee to review period
  19. In the Then drop-down menu, select from the following options:
    • Add employee to review period
    • Send email reminder
  20. Click Save.
    save final THEN section
  21. If you are ready to activate this Workflow, click on Save flow and publish.
    click save flow and publish
Automate ‌performance review reminder
  1. Log into your Employment Hero platform.
  2. Click on Workflows on the left-hand side menu.
  3. Click the Reviews tab.
  4. Click Notify participants of upcoming performance review.
    click on notify participants of upcoming performance review
  5. Here you will see the Workflow.
  6. To change the Workflow name, click on the pen icon.
    upcoming performance review click on pen icon to edit
  7. Add the following details:
    • Workflow name
    • Description (optional).
  8. Click Save.
    edit name and description, then click save
  9. Under Triggers and Conditions, click on Employee start date is approaching to add your trigger event.

    employee start date is approaching
  10. At When will this trigger event start? select when this trigger event will start.
  11. Click on Save.
  12. Next, you need to set the conditions. Click on Condition here.
    performance review click con condition here
  13. Click on Add Condition.
    add condition performance review
  14. In the Field drop-down menu, select from the following options:
    • Review title
  15. In the Condition drop-down menu, select from the following options:
    • Is one of
    • Is equal to
    • Does not equal
    • Is not one of
  16. In the Value drop-down menu, select from the following options:
    • Full-time
    • Part-time
    • Casual
  17. Click Save.
    add condition performance review
  18. Next, click on Send email notification.
    click on send email notification perf review
  19. In the Then drop-down menu, select from the following options:
    • Add employee to review period
    • Send email reminder
  20. Click Save.
    THEN do this and save perf review
  21. If you are ready to activate this Workflow, click on Save flow and publish.
    click on save flow and review
Automate incomplete performance review reminder

Please note that the "Notify users of incomplete reviews" workflow does not work for probation reviews. It is only applicable to performance reviews with start and end dates.

  1. Log into your Employment Hero platform.
  2. Click on Workflows on the left-hand side menu.
  3. Click the Reviews tab.
    Workflows - click on review on the left hand side menu
  4. Click on Notify of incomplete reviews.
    Notify of incomplete reviews 2.jpg
  5. Here you will see the Workflow.
  6. To change the Workflow name, click on the pen icon.
  7. Add the following details:
    • Workflow name
    • Description (optional).
  8. Click Save.
  9. Next, you need to set when the action will happen. Click on Employee review end date is approaching.
    When this happens.jpg
  10. Then select When will this trigger event start? Use the dropdowns to choose.
  11. Click Save.
  12. Next you will set the conditions. Click on Employee Completion is equal to incomplete.
    If condition.jpg
  13. For Field, choose between:
    • Employee completion.
    • Manager completion.
  14. For the condition, choose between:
    • is one of.
    • is equal to.
    • does not equal.
    • is not one of.
  15. For value, choose from:
    • Complete.
    • Incomplete.
  16. Click Save.
  17. Next, click on Send email notification.
    then do this.jpg
  18. In the Then drop-down menu:
    • Add a title for the email reminder.
    • Add the type of recipient.
    • Add a subject line.
    • Write the email.
  19. Click Save.
    Edit actions.jpg
  20. If you are ready to activate this Workflow, click on Save flow and publish.
    Save flow.jpg

Important

When publishing an onboarding workflow with a trigger based on employee start dates (e.g., “Employee start date is approaching: 30 days after start date”), only employees whose start dates fall within the specified trigger window will be displayed. For example, if the trigger is set for 30 days after the employee's start date, employees who started more than 30 days ago will not be shown, as their trigger date has already passed.

Further information

The When-If-Then sequence and scenarios

Important

The When-If-Then sequences of workflows can only follow a particular flow.

Step 1: WHEN (a trigger occurs), then step 2: IF (particular conditions are met), then 3: THEN (a certain action can occur).

This order cannot be changed. See the below accordion entitled 'Can I change the When-If -Then sequence?' for further information and examples.

The Employee File Change Workflows feature lets you create a set of steps that Employment Hero will take regarding expense claims. Each step follows the When-If-Then sequence, which is like this:

  • When this happens -> If this condition is met -> Then do this.
    • "When" is the situation that will trigger the workflow.
    • "If" is the condition that decides what action should be taken.
    • "Then" is the action that the platform will take.

To visualise this better, please see the examples below relating to expense claims. "X" and "Y" in these scenarios refer to values you can pick and enter on Employment Hero.

  1. When an employee submits an expense claim request, If the expense claim amount is more than "X", Then the request will be sent to the executive leadership team for approval.
  2. When an employee submits an expense claim request, If the expense claim category is "X", Then the request will be automatically declined.
  3. When an employee submits an expense claim request, If the expense claim currency is "X", Then the request will be automatically approved.
  4. When an employee submits an expense claim request, If purchase start date is after "X" AND end date is before "Y", Then the request will be automatically approved.
Can I change the When-If -Then sequence?

No, the When-If-Then sequence cannot be changed.

An IF field must always come before a THEN field.

Examples:

Set up Will this work? Why?
WHEN - IF - THEN ✅  IF field comes before the THEN field.
WHEN - IF - THEN - IF - THEN ❌ IF field comes after the first THEN field.

You cannot perform a THEN action and then have the workflow re-evaluate new IF conditions as part of the same workflow run. You will need to split these into separate workflows.

"And condition" and "Or condition" in the "IF" field

When you click the "IF" field when creating a workflow, the "Add conditions" panel will slide out. There, you will have to fill in the following: Field, Condition, and Value.

screenshot of the add conditions panel, highlighting the add condition button

Below those is the Add condition button, which lets you set up an additional condition to come with the first one. When you click this button, you will be asked to choose between:

  • And condition - This means the platform will take action only if BOTH the original and additional conditions are met.
  • Or condition - This means the platform will take action if EITHER the original or additional condition is met.

To demonstrate this, here are some examples:

And condition:

For the image below, the platform will act only if the expense claim amount is over 5,000 AND has a category of Miscellaneous. The platform will not take the specified action in the "THEN" field if both are not met, even if one of the conditions is followed.

screenshot of the add conditions panel, showing an example of the and condition

Or condition:

For the image below, the platform will take action if the expense claim amount is over 5,000 OR has a category of Meal Allowance. There just needs to be at least one condition met for the platform to act. So, the workflow will still function if two, three, or more conditions were met.

For our example, this means the workflow will act if the expense claim amount is over 5,000, even if it falls under a different expense category. The platform will also function if the request is under the Meal Allowance category, even if the amount is less than 5,000.

screenshot of the add conditions panel, showing an example of the or condition

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