Promotions

Admins can collect and manage promotion nominations as part of a performance review cycle.

Pre-Setup

Creating a promotion nomination template

Before you can set up a performance review with promotion nominations, you will need to create a review template. The review template selected during promotion setup will be used by managers to submit their promotion nominations.

Note: It is not possible to use Goals or Competency enabled templates in Promotions. 

Assigning users as promotion nomination approvers

By default, super admins will have permission to approve or deny promotion nominations. In addition, you can grant additional users permission to approve or deny promotion nominations by assigning them to a custom role with the “Approve promotion nominations” targeted permission. 

Setup

1. During the set-up of an Org Chart review, navigate to Setup > Promotions > toggle on Include Promotion Nominations.
2. Select a review template for managers to complete in the dropdown. 
3. Under Approvers, you will see a list of users who have permission to approve or deny promotion nominations. 
   • By default, super admins will have permission to approve or deny promotion nominations. 
   • In addition, any users granted targeted permission to approve or deny promotion nominations will also be listed here.  
4. Continue with the review cycle setup process.

Active cycle

Submitting promotion nominations as a manager

1. Once the review cycle is launched, managers can navigate to Nominate your team on the left panel within the review cycle. 
2. Managers can select Nominate to complete a template for their direct reports. 
3. Once completed, select Submit nomination.
   
   Note: Once a nomination has been submitted, managers will not be able to edit it. Nor will admins be able to edit the submission or reopen it for the manager.

Reviewing promotion nominations as a manager of managers

After nominations are submitted, manager of managers can view packets for direct and indirect reports by navigating to the review cycle > Promotions > Nominations in your org. 

Send reminders to managers

Admins can send reminders to managers to complete their promotion nominations. 

1. Navigate to Admin > Performance > Reviews > select the review cycle. 
2. Select Promotions > Send reminders. 

Approving promotion nominations 

After nominations are submitted, super admins and users with targeted permission to approve promotions can access promotion packets from the Promotions tab. 

1. Navigate to Admin > Performance > Reviews> select the review cycle. 
2. Select Promotions. 
3. Next to the employee, select the dropdown to Approve or Deny the nomination.

Calibration

If Calibration has been enabled in the review cycle, Promotion nominations can be approved or denied within the Calibration table. 

1. Navigate to Admin > Performance > Reviews > Select the desired review cycle.
2. Navigate to Calibrate Ratings > Calibrate groups.
3. Select the desired calibration group to enter. 
4. Select Table view and scroll to Promotion nominations.
5. Select the pencil icon to edit > In the dropdown, select the Promotion nomination decision. 
6. Select the check icon to save. 

End of cycle

At the end of the promotion nomination phase, admins can close nominations, which prevents any managers from submitting further nominations. Promotion approvals will not be shared with the reviewees. 

1. Navigate to Admin > Performance > Reviews> select the review cycle. 
2. Select Promotions > Close Nominations.

Reopen Promotion Nominations 

Admins have the ability to reopen the Promotion Nominations stage to enable managers to submit any new nominations that were not previously submitted. This action does not affect existing nominations; those remain locked and cannot be edited or resubmitted.

1. Navigate to Admin > Performance > Reviews> select the review cycle. 
2. Select Promotions > Reopen nominations. 
3. Confirm by selecting Reopen nominations. 

Export Promotion Nominations 

Admins can also export a CSV with promotion results at any time. The following columns are included in the CSV export: 

• Employee name
• Employee email
• Employee current title
• Employee department
• Current job function
• Current job level
• Current job type
• Current job start date
• Nominated by
• Nominator email
• Nominated date
• Status

The CSV will also include columns for the responses submitted by managers in their nominations.

Export a Promotion Nomination Packet as a PDF

As an admin: 

1. Navigate to Admin > Performance > Reviews > select the review cycle. 
2. Select Promotions > Select the name of the employee. 
3. In the right-hand context panel, select the Download button.

As a Manager/Manager of Managers: 

1. Navigate to Performance > Reviews > Find and open the review cycle. 
2. Navigate to Nominations > choose Nominate your team or Nominations in your org. 
3. Select View next to the employee. 
4. Select the Download button.