The Review Cycle page is a listing page that displays all ongoing and completed performance appraisal cycles. On this page, you'll find the name of each review cycle, the assigned due date, the designated reviewer, the status, and the progress. Additionally, there's an Actions column where you can duplicate or copy a review cycle, view it by clicking the eye icon, delete it, or publish the cycle.
Now, let’s create a review cycle:
Step 1: Go to Appraisal .
Step 2: Click .
Step 3: Click . Creating a review cycle involves four stages.
Review Cycle Details
Step 4: Create the Name of the review cycle
(eg. Annual Performance appraisal, New Hire Confirmation Appraisal)
Step 5: Next, assign all the employees who will be involved in this review cycle.
There's a dropdown menu where you can select who will be conducting the review. You can choose by employee or department. You can also search the employees' names.
Once selected, the names of employees will appear in the box.
If you want to view the full list of employees, you can click the "+25" option to expand it.
Step 6: Next, select the review types. When creating a form, you can designate who will review each category. However, when creating a review cycle, you will need to set the reviewers for the entire cycle.
(e.g. if you select 'SELF' all the employees you've chosen in this section will be added to the list, meaning they will be required to review themselves.) For more information on the Review Types and their Appraisal Roles, refer to this guide here.
- The next review type is 'Manager', here, the system will automatically identify the managers based on all the employees you have selected in Step 5.
*Note: The identification will be based on the supervisors set up for those employees. Refer to this article here for more information on setting up supervisors.
- The next review type is 'Indirect Manager', here, the system will automatically identify the indirect managers assigned based on all the employees you have selected in Step 5.
- The next review type is 'Upward', for this type, the system will automatically identify the employees reporting under them and pull information based on all the employees selected in Step 5.
- For the 'Peers' review type, the system will not automatically identify peers. You will need to manually assign peers for the employees you selected in Step 5.
When you click "Assign Peers," all the names will appear in the list where you can assign the peers for each employee. You have two options when assigning peers:
Option A: Manually assigning the Peers by selecting the peer's name from the dropdown. You can either select the entire department or choose specific employees.
Option B: You can also assign peers by importing the list using the template.
First, download the template and update it accordingly by entering the name of the staff to be assigned as peer reviewer, and then, upload the updated template.
Once you're done assigning the peers, click on the 'Done' button and you will be taken back to the previous page where you will also see the total number of peers you have assigned.
Selecting Review Form and other settings
Step 7: Click on . You will then see a page with boxes representing each type of reviewer relationship. Since we've selected Self, Manager, Upward, and Peer, there will be four boxes in total.
For each type of reviewer, you need to select the form they will use. You can assign a different form for each group of reviewers, but it's also possible to use the same form for all types of reviewers if preferred.
Here is how it looks once you have assigned the form. You can also click the 'Preview' button to see how the form looks.
- Tick this option if you would like to allow the reviewer to amend their review after submission.
- You can tick this option ‘Allow Manager(s) to view self review(s)’ if you would like the assigned Managers to see the Self-reviews done as reference when they fill out the reviews as well. This is also applicable to Peers and Upward reviews.
- The notification section allows you to send a notification to the desired person once the appraisal is completed. You can select the recipient from a dropdown menu, choosing from Self, Admin, or Manager.
- For Upward and Peer Relationships, there's an option to keep the reviewer anonymous, ensuring their identity remains hidden.
Step 8: Then finally you can choose the Rating Option. At the end of the review, we have an overall scoring feature that activates once all reviews are submitted. Given the various types of relationships, you can choose to enable an average score per relationship or opt for a single overall average.
- You can also set the Score Normalization; this is used and applicable for those Appraisal forms that are using different types of rating scale.
For example:
the appraisal form uses a KPI rating scale, 3-rating scale, and 4-rating scale questions, altogether. The Score Normalization will convert all the different rating scales to your desired rating; you can either set the Minimum Score is 0, Maximum Score is 5 if you would like a 0-5 scoring, or you can set Minimum Score is 0, Maximum Score is 100, if you would like to have percentage-like scoring from 0-100.
Setting the Review Sequence
Step 9: Click 'Next' to proceed to the next stage which is setting up the 'Review Sequence'. The default sequence is set to be one after another, meaning that the first sequence—typically the self-review—must be completed before any subsequent sequences can submit their reviews.
You also have the option to drag and combine different relationship types into a single sequence. For example, if you want both Upward and Peer reviews to be submitted simultaneously, you can set it so that after the second sequence is completed, both Upward and Peer reviews can be submitted together in the third sequence.
If you prefer not to have a sequence, meaning anyone can submit their review at any time, you can drag all the relationships to Sequence 1. This way, everyone can submit their reviews simultaneously.
Step 10: Click on .
Setting the Due Date and Reminders
Step 11: The final stage allows you to set the last submission due date, which can be selected from a calendar. You can also configure reminders for submitting reviews, such as sending a reminder a day before the due date, after the due date has passed, inviting reviewers to submit their reviews, and notifying the admin when the entire review cycle is completed for an employee.
Launching the Review Cycle
Step 12: The final step is to decide whether to save the review cycle as a draft or publish it. Once published, the cycle will appear on the Review Cycle page, displaying the due date, assigned reviewees, status, progress, and available actions.
Step 13: When ready to publish the cycle, click on the paper plane icon in the actions column to officially release the form.
Step 14: Click on Yes.
Step 15: You'll see a success message at the top of the screen, and the status will be updated to "Published."
Checking Review Cycle Progress
Step 16: To check the progress and see the reviewers for a specific cycle, simply click on the name of the Review Cycle.
Step 17: Once you've clicked on the Review Cycle name, you'll find a section where you can check the percentage of completion for that cycle.
Step 16: You can also use filters to narrow down the information by Managers and the status of the cycle.
Step 18: Additionally, there’s a section where you can see how many individuals are assigned to each appraisal role.
Step 19: If you need to manually send reminders for Self and Manager Reviews, simply click on the Bell icon.
Step 20: For Upward and Peer reviews, clicking on the eye icon will allow you to see who the reviewers are for each person.
You can add more Peers to review as well by clicking on the dropdown option and selecting more employees for the Peer Review.
Once all the reviews have been completed by all employees. the Admin will be able to release the appraisal scores by clicking on the "Released" button on the top of the page