This article explores common issues with access to cycles and review visibility. If you are reading this, you have already set up and launched a performance review cycle.

This article covers the following issues:

• A cycle owner cannot add participants to a cycle
• I cannot edit a feedback form that's already in use
• I cannot give supervisors access to create cycles for their direct reports only
• I cannot give cycle creation permissions without giving full cycle viewing permissions

Before you start

To troubleshoot Performance & Development cycle issues, you need Administrator permissions or edit permissions for cycles and reviews.

A cycle owner cannot add participants to a cycle

Issue: A cycle owner cannot add participants to a cycle.

Possible solution:

If the cycle owner has viewing permissions for the employee profile, Personio shows all employees when selecting cycle participants.

However, the cycle owner can add participants to a cycle based on their permissions for cycles and reviews. If, for example, their cycle permissions limit access to their team only, they can add their team members to a cycle and no one else.

To solve the issue, you can extend their current permissions to include the employees they need to add to the cycle:

1. Go to Settings.
2. In the People section, click Roles & permissions.
3. Click the relevant role, or create a new one.
4. Click the  Permissions tab.
5. Under Performance & Development, next to Cycles and Cycle Reviews, click Custom.
6. Edit the conditions as needed. For example, include a new department.

I cannot edit a feedback form that's already in use

Issue: I want to edit a feedback form that is in use in a cycle activity. For example, editing or deleting a question.

Possible solution: When updating an activity form, you always need to select a new one. Instead of editing the current form directly, you can duplicate it, rename it, and edit it as intended:

1. Go to Performance > Manage > Forms.
2. Click the form you want to edit.
3. Click the three dots and select Duplicate form.
4. Name the duplicate so you can identify it later.
5. Edit the form as intended.

You can now edit the cycle's activity and select your new form.

1. Go to Performance > Review cycles.
2. Click the relevant cycle.
3. Select the relevant activity.
4. Select the new form and confirm your choice.
5. Click Save activity. 

I cannot give supervisors access to create cycles for their direct reports only

Issue: I want employees to create cycles for selected employees only. For example, I want supervisors to create cycles for their direct reports only.

Possible solution: You can set up custom permissions for cycles that limit access to one's own team.

Note:
This solution works on one condition: the supervisor and their direct reports must be part of the same team, as defined under Settings > Organization > Departments and Teams.

First, create a dedicated role for supervisors who need to create cycles for their direct reports only:

1. Go to Settings.
2. In the People section, click Roles & permissions.
3. Click Create role.
4. Choose a name for the role (for example, "Cycle permissions for supervisors").
5. Assign the relevant supervisor to the role you created.

Once you have created the new role, assign custom permissions to it:

1. Go to Settings.
2. In the People section, click Roles & permissions.
3. Click the new role.
4. Click the Permissions tab.
5. Under Performance & Development, next to Cycles and Cycle Reviews, click Custom.
6. Create a new condition. Select the attribute Team and set it as Own.

Supervisors assigned to the new role can now create cycles for their direct reports only.

I cannot give cycle creation permissions without giving full cycle viewing permissions

Issue: I want to give one employee the option to create cycles but I do not want to give them viewing rights for all cycles and their reviews.

Possible solution: You can grant custom permissions to a dedicated role. Then you can assign the relevant employee to this new role.

First, create a dedicated role for supervisors who need to create cycles for their direct reports only:

1. Go to Settings.
2. In the People section, click Roles & permissions.
3. Click Create role.
4. Choose a name for the role.

Once you have created the new role, assign custom permissions to it:

1. Go to Settings.
2. In the People section, click Roles & permissions.
3. Click the new role.
4. Click the Permissions tab.
5. Under Performance & Development, next to Cycles and Cycle Reviews, click Custom.
6. Create one or more new conditions. For example, set permissions for one department only.