Let's say your organization wants to run a review cycle for every employee every 12 months after she or he starts. You could use our normal "Create Review Cycle" tool, but you'd have to manually create a new review cycle for each individual employee at the 12-month mark for that employee.
Fortunately, you can create "Automated Rules" to automatically generate review cycles for each employee at recurring intervals based on their start date.
In this example, we'll want run to run yearly reviews for each employee every 12 months after her or his start date. Let's create an automated rule that repeatedly generates review cycles according to this criteria.
Viewing, managing, and creating automated rules
You can view, manage, and create automated rules for review cycles creation by navigating to the "Admin" panel, clicking on "Reviews," and navigating to the "Automation" tab next to "Templates."
To create your automated rule, start by clicking "Create new rule."
The "Create a new rule" form
This form will allow you to set when review cycles get created. You may also pre-configure different settings that will be present on your generated review cycles.
Giving a name to your automated rule
Let's give a name to our first automated rule. You may advance through the form by clicking the "Continue" button.
Configuring the rule trigger
In the next panel, we'll set when we want review cycles to be automatically generated. We want this review cycle to be generated every year for this employee, so we'll select "Repeating." From here, you will be able to select how often you want this review cycle to be triggered and when you want the first cycle to be triggered. For example, you can create a quarterly review cycle (every three months), starting 6 months after the person starts.
Finally, we can configure which groups of employees this trigger will apply to. You can use filters to select employees by department, manager, or any custom fields that you have configured for your organization (Custom Field examples here of Office Location and employee Level). You can apply multiple filters to make the trigger as specific as necessary to meet your needs.
Type and Templates
In the next panel, we'll select the participants who will be writing a review of the employee for whom this review cycle is generated. The four types of reviewers are:
- Manager - the reviewee's manager writes a review of the reviewee
- Direct Report - the reviewee's direct reports write a review of the reviewee
- Peer - the reviewee's peers write a review of the reviewee
- Self - the reviewee writes a review of herself or himself
A Manager Review consists of a Manager review and a Self review.
A 360º Review consists of a Manager, Direct Report, Peer, and Self review.
A custom review can be any configuration of reviewer types.
For each reviewer type, select a review template that will guide the writing of reviews for that reviewer type.
In this case, we'll be doing a 360º Review, so we'll need to select review templates for each reviewer type.
If the "Peer" reviewer group is enabled, you will be given the option to either:
- Require managers to select which of the reviewee's peers will be reviewers
- Allow reviewees to select peers for themselves. The reviewee's manager will then approve the peer selections.
The "Deliverables" panel will allow you to select whether the reviewee may view the names attached to the reviews of her or him.
In the case where peers or direct reports are reviewing, we may want to anonymize the names of the reviewers, or allow the reviewee to only see a summary written by the manager of the reviews.
In this case, we'll want the reviewee to see the names of all reviewers, so we'll select "Share all feedback with reviewers' names attached."
In the "Final Scores" section, we'll select whether we want a score to be generated from the review of the reviewee. This score may be used to help admins better analyze performance across the organization.
In this case, we'll enable final scores.
Finally, we'll write a launch email that will be sent to all participants of the review cycle once the review cycle has been launched.
In the email body, it's helpful to highlight a couple of useful tips, including:
- Why reviews are done
- What the feedback should focus on
- Deadlines and next steps
After we're done writing our launch email body, click "Create rule" to create the automated rule.
Launching the review cycle
You'll be notified via e-mail whenever a review cycle is generated.
It's important to note that when a review cycle gets generated as part of the automated rule, only a draft is created with the pre-configured settings. For each generated review cycle, you must manually initiate the launching of the review cycle.
When the review cycle is generated, you can find it in the "Reviews" section under the Administration panel.
Clicking "Finish setup" will allow you to finalize and launch your review cycle as you would in the normal review cycle creation and launch process.
From here, you can review your review cycle settings and click "Create Review Cycle" to launch your review cycle.
Use automated rules to streamline review cycle generation
In this instance, we created an automated rule to generate reoccurring review cycles every 12 months after each employee starts at our organization. If an employee starts on January 5th 2018, the draft review cycle will be created on January 6th 2019 at 12am.
Using an automated rule can help streamline the review process when reviews need to be done on an employee-by-employee basis.