Review Cycle Email Notifications

During a Review Cycle, users can receive notifications through different channels. By default, notifications are sent as emails, but can be sent via Slack or Microsoft Teams. 

Admins can send a variety of notifications during the performance review process. Each notification corresponds to a specific call to action and task employees will see on their home pages.  The notifications contain links to the page where action is required in Lattice. 

Email notifications are sent for both manual and automatic review cycles for these phases of the review cycle: 

• Peer Selection
• Review Writing
• Review Calibration
• Review Sharing

Review cycle notifications

Note: Notification text is included below for any notifications that are not customizable. For a visual example of how email notifications appear, see Lattice Email Notifications.

Peer selection

Peer Selection Launch

• Trigger: Launch peer selection with notifications.
• Customizable: Yes
• Recipients: Users responsible for selecting peer reviewers. This will be either employees or managers depending on peer selection settings.

Peer approver changed (Nominate Peers)

• Trigger: A new peer approver has been assigned and managers need to select peers for their direct reports.
• Customizable: No
• Recipients: Newly assigned peer approver

Peer approver changed (Approve Peers)

• Trigger: A new peer approver has been assigned and the direct reports are selecting peers. 
• Customizable: No
• Recipients: Newly assigned peer approver

Peer selection reminder

• Trigger: Manually remind users to complete peer selection
• Customizable: Yes
• Recipients: Users responsible for selecting peer reviewers. This will be either employees or managers depending on peer selection settings.

Confirm peer nominations

• Trigger: Review cycle is configured for reviewees to nominate peer reviewers; reviewee has submitted their nominations.
• Customizable: No
• Recipients: Managers of reviewees
• Notification text: 
  • [Direct report first name] has nominated their peer reviewers for the review cycle [Review cycle name]. Click the link below to view and confirm/update their selection.

Peer selection completed

• Trigger: All peer nominations have been completed, either by the manager approving the last peer nomination or making the last selection. 
• Customizable: No
• Recipients: Admins

Review writing

Review writing launch 

• Trigger: Peer selection has ended; launch review writing with notifications
• Customizable: Yes
• Recipients: All reviewers

Manager review writing (all other reviews received)

• Trigger: Review cycle is configured for managers to write reviews after receiving all other reviews for their direct reports; sent automatically once all other reviews are submitted for a reviewee. If manager review writing is unlocked early, no automatic notification will be triggered. See Manager review writing (individual - unlocked early) and Manager review writing (all managers - unlocked early). 
• Customizable: No
• Recipients: Managers of reviewees
• Notification text: 
  • All reviews have been submitted for [reviewee name] in the review cycle [Review Cycle name]. All reviewers have submitted reviews for [name]. You can now submit your own review of [name].

Manager review writing (individual - unlocked early)

• Trigger: Review cycle is configured for managers to write reviews after receiving all other reviews for their direct reports; admin has unlocked manager review writing early for an individual
• Customizable: No
• Recipients: Managers whose downward reviews are now unlocked
• Notification text:
  • You can now start writing your manager review for [reviewee name] in the [Review Cycle name] review cycle. A review cycle Admin has allowed you to start your manager review for [name]. 

Manager review writing (all managers - unlocked early)

• Trigger: Review cycle is configured for managers to write reviews after receiving all other reviews for their direct reports; admin has unlocked manager review writing early for all managers
• Customizable: Yes
• Recipients: All manager participants

Self Review completed

• Trigger: In a review cycle where managers and direct reports submit at the same time and the cycle only includes the Self and Manager direction, managers receive this notification when a direct report submits their self review. 
• Customizable: No 
• Recipients: Managers

Review writing reminder (automatic)

• Trigger: Reminder is sent on date set when creating a review on an automatic sequence
• Customizable: No
• Recipients: Reviewers who have not finished submitted reviews
• Notification text:
  • Hey [manager name], just a reminder that you still need to complete your reviews for the cycle [review cycle name]. Reviews pending for: [name of reviewee]

Review writing reminder (manual)

• Trigger: Admin click Write reminder on the Reviews Progress tab
• Customizable: Yes
• Recipients: Reviewers who have not finished submitting reviews

Late reviewee added

• Trigger: A late reviewee is added after a review cycle has been launched
• Customizable: No
• Recipients: Newly added reviewee
• Notification text: 
  • You've been added as a reviewer. An administrator of the review cycle [Review Cycle name] has added you as a self reviewer. Visit the link below to give your feedback.

Late reviewer added

• Trigger: A late reviewer is added after a review cycle has been launched
• Customizable: No
• Recipients: Newly added reviewer
• Notification text: 
  • You've been added as a reviewer. An administrator of the review cycle [Review Cycle name] has added you as a reviewer of [reviewee name]. Visit the link below to give your feedback.

Review was reopened by an admin 

• Trigger: An admin reopened a review outside of the reopen review approval process
• Customizable: No
• Recipients: Reviewer who submitted the review
• Notification text: 
  • Header: You can now edit your review of [reviewee name].
  • Body: An Admin of the [review cycle name] has reopened your review of [revieweee].
  • Button: Edit review

Review reopen request was approved

• Trigger: A reopen review request was reviewed by an admin and approved
• Customizable: No
• Recipients: Reviewer who requested a review to be reopened
• Notification text: 
  • Header: You can now edit your review of [reviewee name].
  • Body: Your [manager, peer, self, or downward] review of [reviewee name] in the [review cycle name] was reopened.
  • Button: Edit review

Review reopen request was denied

• Trigger: A reopen review request was reviewed by an admin and declined
• Customizable: No
• Recipients: Reviewer who requested a review to be reopened
• Notification text: 
  • Header: Your review of [Reviewee name] wasn't reopened
  • Body: Your request to reopen your [manager, peer, self, or downward] review of [reviewee name] in the [review cycle name] review cycle was declined. Reason [optional reason provided by admin].
    

A review submitted by your direct report was reopened

• Trigger: A direct report reviewer submitted a reopen review request that was approved by an admin
• Customizable: No
• Recipients: Manager of reviewer
• Notification text: 
  • Header: [Reviewer name] is editing their review
  • Body: [Reviewer name] is editing their [manager, peer, self, or downward] review of [reviewee name], but the current version is still visible. We'll let you know when they're done.
  • Button: View current version

A review reopened for your direct report was resubmitted

• Trigger: A direct report reviewer submitted a reopen review request that was approved by an admin. The review has been resubmitted by the direct report.
• Customizable: No
• Recipients: Manager of reviewer
• Notification text: 
  • Header: [Reviewer name] updated their review of [reviewee name]
  • Body: [Reviewer name] has updated their [manager, peer, self, or downward] review of [reviewee name]. Take a look to check if the changes affect the review you're writing. Selected reason: [optional reason provided by reviewer].
  • Button: View updated version

A reviewer has declined an approved peer review. 

• Trigger: A reviewer has declined to write an approved peer review.  The setting would have to be enabled in the review for them to do so.  
• Customizable: No
• Recipients: Reviewee's manager
• Notification text: 
  • Header: [Reviewer name]declined their peer review of [reviewee name]
  • Body: [Reviewer name] has declined [reviewee name]’s peer review due to insufficient context or capacity. If you would like to request a replacement peer nomination please reach out to your Lattice admin.
  • Button: Go to review

End Review Cycle for reviewee

• Trigger: The last review has been submitted for a direct report in a review cycle where managers are able to end the review cycle.
• Customizable: No
• Recipients: Reviewee's manager/post-review sharer.

Review calibration

User added to calibration group

• Trigger: A user is added to a calibration group. If an employee is added to multiple calibration groups, calibration group participants will only receive one email that includes the groups the employee has been added to. The notification will be sent out only after review writing has ended and the calibration phase has began.
• Customizable: No
• Recipients: Calibration group participants
• Notification text: 
  
  • [Admin name] has shared a calibration group with you for the [review cycle name] review cycle. You can access it from "Your tasks" while the review cycle is active. 

Calibration ended

• Trigger: A review cycle includes a step for calibration or weighted scores, and the calibration phase ends. Manager reviews may be reopened.
• Customizable: Yes
• Recipients: Managers

Review sharing

Review sharing

• Trigger: Cycle has ended and review packets become shareable
• Customizable: No
• Recipients: Review packet sharer
• Notification text (summary remarks enabled):
  • Hey [name], [review cycle name] has now ended. Please take the time to click the link below to view feedback on your direct reports and add your summary remarks.
• Notification text (summary remarks not enabled): 
  • Hey [first name], [review cycle name] has now ended. 
    Please take the time to click the link below to view feedback on your direct reports.
    [Link to view responses]

Review packet shared

• Trigger: Manager or admin shares a review packet
• Customizable: No
• Recipients: Reviewees whose managers or admins have shared a review packet with them
• Notification text:
  • Your final review results for the review cycle [review cycle name] has been released. 
    Hey [first name], your manager just released your review results. Follow the link below to confirm that you've received the final review results and to read your manager's summary.

Review packet sharer changed

• Trigger: A new packet sharer has been assigned and is tasked with sharing the reviewee's packet.
• Customizable: No
• Recipients: Newly assigned review packet sharer. 

Review packet sharing reminder (automatic)

• Trigger: 14 days (10 business days) after review cycle ends and a review packet has not been shared. This notification is only enabled if the admin has opted to send notifications when a review cycle ends.
• Customizable: No
• Recipients: Managers who have not sent review packets
• Notification text:
  • Hey [manager name], all feedback has been submitted for the following reviewees:
    [List of reviewee names with link to view feedback]
    Click each link to view the feedback and share it with them.
    

Review packet sharing reminder (manual)

• Trigger: An admin clicks Write Reminder within the Share page of the review cycle
• Customizable: Yes
• Recipients: Managers who have not sent review packets

Review packet receipt confirmed

• Trigger: A manager's direct report confirms receipt of their review packet
• Customizable: No
• Recipients: Managers of direct reports who have confirmed receipt of review packets
• Notification text:
  • [Reviewee name] has e-confirmed receiving their review for the [review cycle name] review cycle.