Managing Performance Reviews

Once your Performance Review Templates are in place, you can create and launch performance reviews for employees.

This guide explains how to:

1. Select a template

2. Choose who will be included

3. Configure review details and schedule

4. Set email notifications

5. Launch and schedule future review cycles

Creating and launching a performance review:

1. Start a New Performance Review

1. Go to Performance → Reviews.

2. Click Create Review.

You’ll be guided through a step-by-step setup wizard.

2. Choose a Performance Review Template

The first step is to select which Performance Review Template the review will use.

• You’ll see a list of all existing templates.

• Select the template that best matches the purpose of this review (e.g. Annual Review, Probation Review, Mid-Year Check-in).

• The sections, questions, scoring and review type (employee & supervisor, supervisor-only, self-assessment, peer review) are all taken from this template.

You can still adjust which sections are used for this review later in the process.

3. Select Who Will Be Included

Next, you choose who will be included in this review cycle.

You have two options:

• Include Everyone

• Select All Employees to target every active employee in the platform.

• Use a Target Group

• Select Target Group to focus the review on a subset of employees.

• You can either:

  • Use an existing target group

  • Choose from any pre-configured group (e.g. Sales Team – Europe, Senior Leaders, Apprentices).

  • Create a new target group

    • Build a new group using filters such as:

    • Department

    • Team

    • Location

    • Job title

    • Any other configured lookups

    • Or by manually selecting specific employees

Target groups allow you to run focused reviews (e.g. department-only, region-only, or pilot groups).

4. Configure Review Details

Once you’ve chosen the template and participants, you can define the review’s key details:

• Review Name (e.g. 2026 Mid-Year Performance Review – Sales).

• Description (optional) to provide context, visible to admins and sometimes managers.

• Choose Sections from the Template

  • By default, all sections in the template are included.

  • You can include or exclude sections for this specific review instance.

    • This allows you to reuse templates flexibly across different review cycles.

    • For example, you might remove a Continuous Development section for a short-cycle review while keeping Goals and Core Competencies.

• Set the Start Date and Time.
  

  • By default, this is set to the current system date and time, but you can schedule it to start in the future

• You can configure how often this review should be run:
  • Once (default)
    • A single review cycle is created.
  • Recurring
    • Set a recurring schedule:

      • Monthly

      • Quarterly

      • Every six months

      • Annually

      • Or other configured intervals

    • When recurring is selected, the system will automatically:

      • Create new instances of the same review at the chosen interval

      • Use the same configuration (template, sections, target group and notifications)

    • This supports a “set and forget” approach for regular review cycles.

• Set how long the review should remain open (e.g. 2 weeks, 4 weeks).

  • The system will calculate and display the Closing Date based on your chosen duration.

After the closing date, participants will no longer be able to submit or amend their responses unless the review is manually extended.

6. Configure Email Notifications

You can now define the email invitations and reminders that will be sent to participants.

The options shown will depend on the review type from the template:

• Employee Notifications
  • For Employee & Supervisor, Self-Assessment, or Employee-Only reviews:

  • Configure the email message sent to employees, including:

    • Purpose of the review

    • Link to complete the review

    • Deadline and expectations

  • The text can be localised for the languages used in the template.

• Supervisor Notifications
  • For reviews that involve supervisors:

  • Configure the notification to managers, including:

    • Instructions on how to complete their part of the review

    • When they will be notified (e.g. after employee self-assessment is complete)

    • Any expectations for calibration or follow-up conversations

• Peer Review Notifications
  • For peer reviews:

  • Configure messages for:

    • The subject of the review (the employee being reviewed)

    • The peer reviewers (colleagues, reports, line managers)

  • Each group can receive tailored messaging that explains:

  • Why they have been invited

  • What they are expected to complete

  • How their input will be used

7. Review and Confirm

Before launching, you will see a summary screen showing:

• Selected template

• Included sections

• Target group or employees

• Schedule (start date, frequency, duration, closing date)

• Email notifications

Carefully review this configuration.

• If needed, go back and make adjustments.

• When you are satisfied, click Submit or Create Review.

8. Launch and Participation

Once confirmed:

• The review is scheduled according to the start date and time.

• When the start time is reached:

  • The system launches the review.

  • Email invitations are automatically sent to all relevant participants.

  • The review appears in each participant’s Actions panel on their homepage when they log in.

Participants can then complete their reviews online, and managers can track completion and, later, view results via the reporting tools.