Managing review periods via the HR platform

Available for the following HR plans: Premium, Platinum
Available for the following user access level: Admin    

The last stage in building a performance review within the HR platform is the creation and assigning of a review period. You will take the template you created previously, add in details such as the start and end date, and then choose what employees need assigning this finished performance review.

The Review Period feature allows you to add or remove users as needed and send reminders out to complete the assigned work. You can also view an employee and their manager's performance review progress, or you can download a report outlining the progress made by all your employees and their managers. Before being able to create a review period, the following needs creating:

HR Best Practice

You can choose when you will go live with the performance reviews to your employees and their respective managers. In extensive research, they found that annual performance reviews did not necessarily drive employee performance and/or engagement. Whereas a bi-annual or quarterly performance review gives an opportunity for more regular feedback.

Interactive learning

Click here for an interactive demo

Getting started

Create a review period
  1. Click the  Setting menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Periods tab.
  4. Click the Add New Review Period button.
    screenshot of the review settings page, highlighting the add new review period button
  5. Complete the following fields:
    • Title.
    • Fixed dates toggle on:
      • Start date.
      • End date for employees.
      • Lock out date for employees.
      • End date for managers.
      • Lock out date for managers.
      • Reminders begin.
    • Fixed dates toggle off:
      • Employee period length.
      • Manager period length.
    • Publish draft response on lockout date.
    • Templates.
    • Overall score.
    • Weighted questions.
    • Review description.
    • Uploaded files.

    Helpful Hint

    The end date is the date that will show on the review period from an employee perspective, whereas the lock-out date is the actual date that the review closes. This gives a few days' grace period for managers to finish the reviews. Changing the lockout date can help when you need to edit reviews after the completion of the review period without altering the actual dates of the review period.)

    Important

    An email notification will be sent to the employees you have added to the performance when you click Save. Employees will immediately be able to view and draft responses to questions, regardless of the review's start date. Currently, this cannot be changed.
  6. In the Which managers will complete this review? section, you can choose who will be the manager for the review.
  7. In the Who Will Complete This Review section, you can:
    • Add all employees.
    • Exclude pending employees.
    • Add by employee.
    • Add an entire team.
  8. Click the Save button.
    New review

Data management

Send a reminder in bulk
  1. Click the  Setting menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Periods tab.
  4. Click the review period you need to send reminders for.
    screenshot of the review settings page, highlighting a review period
  5. Click the Remind All button.
    screenshot of the assigned employees section, highlighting the remind all button
View a review period
  1. Click the  Setting menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Periods tab.
  4. Click the review period you need to view.
    screenshot of the review settings page, highlighting a review period

    Helpful Hint

    You can now see the details of the review period.

    screenshot of the review period details screen
Print a review period
  1. Click the  Setting menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Periods tab.
  4. Click the review period you need to print.
    screenshot of the review settings page, highlighting a review period
  5. Click the Print button.
    screenshot of the review period details page, highlighting the print button

Editing data

Assign a review period to additional users
  1. Click the  Setting menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Periods tab.
  4. Click the review period that needs to be assigned to additional users.
  5. In the Which managers will complete this review? section, you can choose:
    • Primary manager.
    • Secondary manager.
  6. In the Who Will Complete This Review section, you can:
    • Add by employee.
    • Add an entire team.
    Edit review.jpg

    Helpful Hint

    The employee or team you entered will now appear under Assigned Employees.

    screenshot of the assigned employees section, showing the newly added employee
Update a review period
  1. Click the  Setting menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Periods tab.
  4. Click the review period you need to update.
    screenshot of the review settings page, highlighting a review period
  5. Click the Update button.
    screenshot of the review period details page, highlighting the update button
  6. Make the required changes.
  7. Click the Save button.
    screenshot of the edit review period details popup, highlighting the save button
Unarchive a review period

Important

You can only unarchive archived review periods.

  1. Click the  Setting menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Category button.
  4. Click the Show Archived Review Period checkbox.
    screenshot of the review settings page, highlighting the show archived review periods checkbox
  5. Click the Actions dropdown button for the review period you need to unarchive.
  6. Click Unarchive.
    screenshot of the review settings page, highlighting the actions dropdown and unarchive buttons
  7. Click the Unarchive button.
    screenshot of the confirmation popup, highlighting the unarchive button

Removing data

Remove an employee from a review period
  1. Click the  Setting menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Periods tab.
  4. Click the review period you need.
    screenshot of the review settings page, highlighting a review period
  5. Scroll down to the Assigned Employees section.
  6. Click the Actions dropdown button for the employee you want to remove.
  7. Click Delete.
    screenshot of the assigned employees section, highlighting the actions dropdown and delete buttons
  8. Click the Delete button.
    screenshot of the delete member review popup, highlighting the delete button
Archive a review period
  1. Click the  Setting menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Category button.
  4. Click the Actions dropdown button for the review period you need to archive.
  5. Click Archive.
    screenshot of the review settings page, highlighting the actions dropdown and archive buttons
  6. Click the Archive button.
    screenshot of the confirmation popup, highlighting the archive button
Delete a review period
  1. Click the  Setting menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Periods tab.
  4. Click the Actions dropdown button for the review period you want to delete.
  5. Click Delete.
    screenshot of the review settings page, highlighting the actions dropdown and delete buttons
  6. Click the Delete button.
    screenshot of the confirmation popup, highlighting the delete button

Further information

What happens when a review manager changes during the review period?

When an employee's Primary Manager is updated, any notes saved in an open Review Period by the employee’s previous manager will be preserved and visible to the new manager. By navigating to the Reviews tab in an employee's file, Admins and new Primary Managers can now view notes left by previous Managers.

Additionally, if there are multiple changes to an employee’s Primary Manager during an open review period, it is possible for each manager to add and save notes to that Review, and all will be preserved, and made visible to ‌the new managers.

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