How do I manage my organisations employee review period settings via the HR Platform

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 from within this feature, 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 Practise

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.

Availability

HR Plan:   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Getting started

Create a review period
  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Periods button.
  4. Click the Add New Review Period button.
    Review_22.jpg
  5. In the Details section, complete the following fields:
    • Title.
    • Start date.
    • End date.
    • Lock out date.

    Important

    The lock-out date you enter here will be the date that the HR platform uses when determining whether to accept responses from your employees and managers; i.e., you will need to provide the responses before the date you enter within this field. Admins can change this date to extend the lockout period if your employees need further time to complete their review.

    • Publish draft response on lockout date.
    • Reminders begin.
    • Templates.
    • Commence reminders.
    • Overall score.

    Helpful Hint

    We calculate the Overall Score based on the average of the Manager’s Rating Questions in the Review Period, and you can view it in all Performance Review reports (Review Report, Review Period Details, and Performance Review Management).

    • Weighted questions.
    • Review description.
    • Uploaded files.

    Important

    Please use only the following file formats; JPG, JPEG, PNG, PDF, DOC,DOCX and we allow a maximum size of 10 MB for each uploaded file 

  6. In the Who Will Complete this Review section, choose whether to add either:
    • All staff by clicking the Add All Employees button.
    • Use the Add by Employee or Add an Entire Team field to assign a specific team or employee to the review.
  7. Click the Save button.
    Review_23.jpg

Daily activities

Assign a review period to additional users
  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Periods button.
  4. Click the Action button.
  5. Click the View Details button.
    Review_24.jpg
  6. Enter the name of the employee or team into the Add by Employee or Add an Entire Team field and click on the offered user or team to add them to the review.
    Review_25.jpg
Print a review period
  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Periods button.
  4. Click the Action button.
  5. Click the View Details button.
    Review_4.jpg
  6. Click the Print button.
    Review_5.jpg
Send a reminder: In bulk
  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Periods button.
  4. Click the Action button.
  5. Click the View Details button.
    Review_24.jpg
  6. Click the Remind All button.
    Review_26.jpg
View a review period
  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Periods button.
  4. Click the Action button.
  5. Click the View Details button.
    Review_1.jpg
  6. In the Assigned Employee's section, click on the employee who needs their progress viewed.
    Review_2.jpg

    Helpful Hint

    You will now see the details of the employee review and their managers’ feedback. This section will show both draft and published review information for both the manager and employee.

    Review_3.jpg

Editing data

Update a review period
  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Periods button.
  4. Click the Action button.
  5. Click the View Details button.
    Review_10.jpg
  6. Click the Update button.
    Review_11.jpg
  7. Make the required changes and click the Save button.
    Review_12.jpg

Data management

Download a summary report
  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Periods button.
  4. Click the Action button.
  5. Click the View Details button. 
    Review_6.jpg
  6. In the Assigned Employees section, click on the Download CSV button.
  7. Click the Summary Report button.

    Helpful Hint

    For details on what fields the HR platform downloads in each report, refer to the Comparison: Summary report vs full report section.

    Review_7.jpg
Download a full report
  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Periods button.
  4. Click the Action button.
  5. Click the View Details button.
    Review_8.jpg
  6. In the Assigned Employees section, click on the Download CSV button.
  7. Click the Full Report button.

    Helpful Hint

    For details on what fields the HR platform downloads in each report, refer to the Comparison: Summary report vs full report section.

    REview_9.jpg
Unarchive a review period

Important

The review period unarchiving feature is only available if a review period has the archive status.

  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Category button.
  4. Click the Show Archived Review Period tick box.
  5. Click the Unarchive button.
    Review_15.jpg
  6. Click the Unarchive button.
    Review_16.jpg

Removing data

Archive a review period

Important

You can only archive a review when a review period is not in use by an active employee.

  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Category button.
  4. Click the Archive button.
    Review_13.jpg
  5. Click the Archive button.
    Review_14.jpg
Remove an employee from a review period
  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Periods button.
  4. Click the Action button.
  5. Click the View Details button.
    Review_17.jpg
  6. Click the Delete button.
    Review_18.jpg
  7. Click the Ok button.
    Review_19.jpg
Delete a review period
  1. Click the   Setting menu.
  2. Click the Review Settings submenu.
  3. Click the Review Periods button.
  4. Click the Action button.
  5. Click the Delete button.
    Review_20.jpg
  6. Click the Delete button.
    Review_21.jpg

Further information

Review changed during the review period

If an employees manager changes during the review period, then the HR platform will clear the previous manager's responses and set the new manager as the owner of the review.

Review changed during the lockout period

If an employees manager changes during the lockout period, then the HR platform will keep the manager's responses and the previous manager will remain assigned to the review.

Review changed after the lock-out period

If an employees manager changes after the lock-out period, then the HR platform will keep the managers' responses and the previous manager will remain assigned to the review.

Important

Extending the lock-out date of a review will not allow you to change the manager of a review. To change the manager of a review, make sure the end date of the review period is a future date before changing the employee's primary manager.

Comparison: Summary report vs full report
Field Summary report Full report
Review title    
Review period    
Lock out date    
Employee first name    
Employee last name    
Teams    
Employee review status    
Manager first name    
Manager last name    
Overall employee rating    
Overall manager rating    
Review template    
Question title    
 Employee score    
Employee comment    
Manager score    
Manager comment    

Author recommended

So you have now created your review template and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

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