Create, assign, and send reminders for performance review periods as an admin

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

The Review Period feature lets you manage probation and performance review schedules and tailor them to your organisation's needs.

It also enables you to customise performance metrics, set review frequencies, and send reminders to employees to complete their assigned work. This is all in addition to being able to monitor the progress of reviews and generate reports on them.

Note: There are three prerequisites before you can create a review period. Click the What you will need to create first button below to learn more.

Important: What you will need to create first

Before you can create employees' performance review periods, you will first need to create the following customisable elements in this order:

  1. Rating scale – The metrics for rating employee performance
  2. Review question – A query that helps determine the criteria of the review (for example, 'Has the employee met their targets?')
  3. Review template – The overall framework for carrying out probationary and/or performance reviews

Interactive learning

Click here for an interactive demo
Below is our click-through screenshot gallery. Check out each screenshot and its annotation, where you simply need to Next (or Back) to navigate this simple step-by-step guide.

 

Getting started

Create a review period
  1. Click the  Settings 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
    You will now see the New Review Period Details page and its relevant form to fill out.

    Screenshot of New Review Period Details page.jpg
  5. Enter your chosen title in the Title field.
  6. Click the Fixed dates toggle on if the employee's review period runs for fixed dates. Otherwise, leave it.

    If you turned on the Fixed dates toggle, you will now see new fields appear on the form.

    Screenshot of New Review Period Details page, highlighting toggled-on Fixed dates setting.jpg

    If you left the Fixed dates toggle off, the fields will not change. 

  7. Complete the form based on whether the Fixed dates toggle is on or off (refer below to either Option 1 or Option 2 accordingly).

    Option 1)
    If the Fixed dates toggle is on, input the relevant info into the following fields and toggles:

    - Start date
    - End date for employees
    - Lock out date for employees

    Helpful Hint

    The End date is the date that employees are told to complete the review by, and the lock out date is the date that the review period actually closes. You can set the End date to be before the Lock out date if you would like there to be a grace period between the deadline the employee sees and the actual end of the review period.

    - End date for managers
    - Lock out date for managers
    - Reminders begin (Optional)
    - Publish draft responses on lock out date

    Option 2) If the Fixed dates toggle is off, input the relevant info into the following two entries on the form:

    - Employee Period Length (input the relevant numbers in the Months field and the Days field)
    - Manager Period Length (input the relevant numbers in the Months field and the Days field)

  8. Click the Templates dropdown and select the relevant tag(s) that will appear.
  9. Leave or apply the Overall Score and Weighted Questions toggles depending on their applicability.
  10. (Optional) Add text to the Review description box and click to input (or otherwise simply drag) a file to the Upload Files tile.
  11. Fill out and check through the remaining information in the following three sections: Which managers will complete this review?, Who will complete this review?, and Assigned Employees, the instructions for which are in the table below.

    Section

    What to do

    Which managers will complete this review?

     

    Use the Primary manager and Secondary manager toggles to determine if primary managers, secondary managers, or both will do this performance review.

    Note: Your input here cannot be changed after the review period has been saved.

     

    Who will complete this review?

     

    This section provides three options. Click one or more of the following options depending on which employee(s) you wish to complete the review:

    • For all employees to complete the review, click the Add all employees button.

    • Depending on if you do or do not require pending employees to complete the review, either leave or tick the Exclude pending employees checkbox.

    • To manually select the employee(s) you wish to complete the review, click the Search by employee name, email or team dropdown and select the relevant employee name(s) from the list that will appear.

    Assigned Employees


    Check through the entries on the table at the bottom of the screen, and (if applicable) click the Remove button on any and all employee names that have been inadvertently included.
     

  1.  

12. Click Save.

An email notification will now be sent automatically to the employees you have added to the performance review.

Employees will then immediately be able to view and draft responses to questions, regardless of the review's start date. Currently, this cannot be changed.

Data management

Send a reminder in bulk
  1. Click the  Settings 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  Settings 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

    You will now see the details of the review period.

    screenshot of the review period details screen
Print a review period
  1. Click the  Settings 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
Download a summary report or full report
  1. Click the Settings menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Periods tab.
  4. Click the review period you need to download a CSV report for.
  5. Click the Download CSV dropdown button.
  6. Depending on what you need, click either Summary Report or Full Report.
    screenshot of the review details page, highlighting the download CSV, summary report, and full report buttons

Automate the employee notification

Create a Workflow to automate the employee notification
If you would like to automate a Workflow for Employment Hero to send out a notification to the employees with an upcoming probation or performance review, click on this article for a step-by-step guide.

Editing data

Assign a review period to additional users
  1. Click the  Settings 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

    The employee or team name 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  Settings 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  Settings 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 second and final Unarchive button to confirm.
    screenshot of the confirmation popup, highlighting the unarchive button

Removing data

Remove an employee from a review period
  1. Click the  Settings menu.
  2. Under General Settings, click the Review Settings submenu.
  3. Click the Review Periods tab.
  4. Click the review period you need to remove an employee from.
Archive a review period
  1. Click the  Settings 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 second and final Archive button to confirm.
    screenshot of the confirmation popup, highlighting the archive button
Delete a review period
  1. Click the  Settings 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 second and final Delete button to confirm.
    screenshot of the confirmation popup, highlighting the delete button

Changing manager during a review period

Change a manager during a review period

If you need to change the manager assigned to an employee during an active or upcoming review period, the review must be marked as "Current" or set in the future. Reviews with end dates in the past cannot be updated with a new manager.

To update the manager for current or future reviews, follow these steps:

  1. Check the Review Period Status: Ensure that the review period is "Current" or set for a future date. The employee and manager end dates must not have passed.

  2. Update the Manager on the Employee's Profile:

    • Navigate to the employee's Employment Details tab.
    • Select the new manager from the Manager field.
  3. Impact on Future Reviews:

    • Once the manager is updated, the new manager will be automatically assigned to the current review and any future reviews.
    • Reviews with an end date in the past will not be updated with the new manager.

This update ensures that future reviews reflect the correct manager, but historical review periods will retain the previous manager's 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 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. In this case, all the information will be preserved and made visible to ‌the new managers.

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