Setting Up Reminders for Feedback Meetings

 

This article explains how to remind certain employees about one-time and recurring feedback meetings.

 

For example, you may want to remind employees in management positions that feedback meetings (such as annual reviews and professional development discussions) are due.

In this article, we will look at two different types of feedback meetings as examples.

Example 1: Feedback Reminders Based on the Employee Hire Date

Example 2: Feedback Reminders at Fixed Times During the Calendar Year

In order to use the reminder function for feedback meetings, you first need to do the following.

Click here for more helpful examples of how reminder functions can be used, e.g. for birthdays.

 

Preparatory Steps

Creating a new employee section and new attributes

You can have Personio remind you of any attributes you set up, such as Date. It is therefore important to set up the different types of feedback meetings as attributes.

  • Go to Settings > Employee information > Sections and add a new section for feedback meetings. Click here for further information on how to create a new section in the employee profile.
  • Now, in the new section, add a new Date attribute for each feedback meeting without reference to the employee hire date by navigating to Settings > Employee information > Add an attribute.

feedback-meeting-attribute_en-us.png

Go to Settings > Employee roles > Access rights and assign, at minimum, viewing rights for the section (e.g. Feedback meetings) to each applicable employee role so you can enter reminders later. Click here for details on setting up and managing employee roles.
Supervisors' access can be conveniently assigned via the All employees role. Select the checkbox My Reports to grant all supervisors viewing or editing rights for the employees that they are responsible for. Click here to learn more about the term My Reports in Personio.


Creating a template to import the data

Using the import function, you can bulk-upload any scheduled feedback meetings that have already been set.

Use the export function in the employee list to generate an import template for the appointments. Navigate to the export function via the employee list and, in addition to the email address, export any desired attributes that relate to feedback meetings.

feedback-meeting-export_en-us.png

See this article for further information on the export function in the employee list.

Use the exported file as your import template and populate it with the feedback appointments (DD.MM.YY) for your employees.

Note that you only need to enter upcoming appointments. In the following steps, we explain how to configure recurring yearly reminders for these.

 

Example 1: Feedback Reminders Based on the Employee Hire Date

This is the recommended option when feedback meetings are conducted during the probation period and you would like to set up a reminder for your employees to prepare for these appointments. The scheduled dates depend on the employee's hire date and therefore take place at various times during the calendar year.

    1. Choose at which point in time within the probation period the meetings should take place. For example, schedule a "half-time probation period discussion" three months from the hire date, and a "completed probation period discussion" six months from the hire date.
    2. Go to Settings > Employee roles and select the role that you would like to receive reminders for the feedback meetings, e.g. all supervisors.
    3. Using the Reminders tab, you can set up a new reminder for the employee attribute Hire date of all employees, for example 14 weeks after. By selecting "Remind All employees about the Hire date of My Reports," the reminder is triggered for all employees who have been set up as supervisors in their respective employee profiles.
    4. We recommend saving reminders for feedback meetings as "Tasks," because unlike "Reminders," a "Task" won't automatically expire.
      feedback-meeting-reminder-hire-date_en-us.png
    5. Set up another reminder for the employee attribute "Probation period end" of all employees, for example two weeks before the probation period finishes. Enter a comment such as "Arrange semi-annual meeting."

That way, you have reminded the relevant roles in time (e.g. two weeks before the end of the first half, and two weeks before completion of the probation period) to schedule the discussions.

You can also use these reminders for when the frequency of discussions after the probation period stays the same and they continue to relate to the hire date. This is done by checking the box Yearly reminderl.

Make sure that the employees you would like to receive a reminder have, at a minimum, viewing rights for the sections that contain the relevant attributes. Click here for further information about Access rights.

 

Example 2: Feedback Reminders at Fixed Times During the Calendar Year

This option is recommended for employee discussions that should occur at specific times during the calendar year, independent of the hire date.

  1. Enter dates for upcoming feedback meetings in the import template, e.g. for the "annual meeting." Choose a fixed date in the calendar year, e.g. in June for the "semi-annual meeting" and in December for the "annual meeting." Alternatively, you can enter the dates manually in the employee profile (attribute semi-annual/annual meeting).
  2. Import the dates via Imports > Employee bulk upload. Click here for further information on importing.
  3. Go to Settings > Employee Roles and select the employee role that you would like to remind of the meetings; e.g. All employees.
  4. Select the Reminders tab for this role. Create a new reminder for the employee attribute "Annual meeting" for all employees. Check the Yearly reminderl box to set up the reminder for subsequent years. By selecting "Remind All employees about the "Annual meeting" of My Reportseports," the reminder is triggered for all employees who have been set up as supervisors in their respective employee profiles.
    Add a comment, e.g. "Arrange annual meeting."
    feedback-meeting-reminder-fixed-dates_en-us.png

That way, each year, supervisors will receive a reminder one week before the date that has been entered in the employee profile for an annual review meeting.

 

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