How to Manage a Performance Review Cycle

 

 

This article explains how to manage a performance review cycle using the Performance Review Cycle Builder in Personio. It specifically focuses on how to do the following:

Tip To read more about Performance Management and how it can support the retention of talent, visit our website and read our Attraction Plus Whitepaper or take a look at our Performance Management Guide.

 

View the Status of all Performance Review Cycles Created

To access an overview of all the review cycles that you have created and see the status of a review cycle, go to Performance & Development > Cycles. Here, Personio Administrators and employees with edit rights in the Performance & Development area can filter the list of created review cycles by status.

Note Supervisors can only view the review cycles if they have direct reports participating. To see them, they need to go to Performance & Development > Cycles.

Possible statuses are:

    • Draft: The review cycle has not been launched yet, and you can keep editing it.
    • Ongoing: The review cycle has been launched, and it is currently ongoing.
    • Closed: You are finished with this review cycle, and you have closed it.

performance_and_development-cycles-cycles_overview-status_en-us.png

 

Duplicate a Performance Review Cycle

To easily reuse the settings of a previously created review cycle, click on Duplicate Copy-Details_en-us.png. You can then follow the instructions on How to create a review cycle.

 

View Details for a Specific Performance Review Cycle 

To view the details of a specific review cycle, go to Performance & Development > Cycles and then click on the name of the relevant review cycle. A table displays which shows the required review types and their status.

Note Supervisors can only view their direct reports and their relevant review statuses in a review cycle. They can also navigate to the Performance overview of their direct reports, and request peer feedback, by clicking on the three dots located to the right.

A review can have one of the following statuses: 

  • None assigned: No reviewer (peer or supervisor) has been assigned yet for the review type. 
  • Not started: There is no content in the feedback form that is attached to the review.
  • In progress: There is draft content in the feedback form that is attached to the review, but it hasn’t been sent yet.
  • Done: The reviewer sent the feedback.

 

Add Employees to an Ongoing Performance Review Cycle

Personio Administrators and employees with edit rights in the Performance & Development area can add employees to an ongoing review cycle. To do so, follow these steps:

  1. Go to Performance & Development > Cycles, and click on the title of the relevant review cycle.
  2. To add an employee to an ongoing review cycle, click on Add employees Add-Employee_en-us.png.
  3. Select the employees that you would like to add to the ongoing review cycle from the drop-down menu.
  4. Click on the Add employees button.

The newly added employees will receive an email notification, and the relevant review types will automatically be assigned to them. Depending on the cycle configuration, employees will be notified to provide a Self Review and their supervisors may be notified to provide a Manager Review and nominate peers for a Peer Review.

 

Remove an Employee from an Ongoing Performance Review Cycle

Personio Administrators and employees with edit rights in the Performance & Development area can remove employees from an ongoing review cycle. To do so, follow these steps:

  1. Go to Performance & Development > Cycles, and click on the title of the relevant review cycle.
  2. Select the checkbox next to the employee's name that you want to remove. Then click on Remove employees Remove-employee_en-us.png.
  3. Confirm that you wish to remove the selected employees from the review cycle by clicking Remove employees.

Notes
▶︎ Employees who have been removed from a review cycle lose access to all the reviews that were created for that review cycle.
▶︎ All draft and published reviews that were created for them as part of that review cycle are deleted.
▶︎ Their names are removed from the review cycle's participants list.
▶︎ If the employee who has been removed from the review cycle is their supervisor's only direct report for an ongoing review cycle, the supervisor will lose access to that ongoing review cycle.

 

Update the Supervisor for a Performance Review Cycle Participant 

If the supervisor is changed on the employee profile for an employee who is participating in an ongoing cycle, the change will be applied to that review cycle. 

 

Newly Assigned Supervisor Access Rights

The newly assigned supervisor can view the review cycle(s) of a newly assigned direct report by going to Performance & Development > Cycles. New Manager Reviews are assigned to newly assigned supervisors for the ongoing review cycles in which the newly assigned direct report participates. Depending on the configuration and review types included in the review cycle, they will also receive email notifications.

 

Formerly Assigned Supervisor Access Rights 

The supervisor loses access to the review cycle(s) shown under Performance & Development > Cycles that their formerly assigned direct report participated in if none of the supervisor's other direct reports are participating in that specific review cycle. 

Note: Access Rights
The formerly assigned supervisor can still access the Manager Reviews that they provided for their direct report by navigating to Performance & Development > Feedback, and selecting the relevant Manager Reviews under About others.

 

Published and Unpublished Manager Reviews 

For all ongoing review cycles, sent Manager Reviews from the formerly assigned supervisor can be accessed under Performance & Development > Feedback.

Note Manager Reviews from the former supervisor, that are still in draft, are deleted. Only the Manager Reviews status from the current supervisor are displayed under Performance & Development > Cycles.

 

Export Performance Review Cycle Data 

Performance Cycle Review Data can be downloaded in an Excel file. The data can be used for reporting and can also be shared externally. 

  1. Go to Performance & Development > Cycles and click on the name of the relevant review. 
  2. On the top right of the table, click on Export-icon_en-us.png Export the reviews in this cycle.
  3. Click on Export File to confirm that you want to export the data.

 

Close a Performance Review Cycle

To close a review cycle, complete these steps.

  1. Go to Performance & Development > Cycles and then click on the name of the relevant review cycle.
  2. On the top right of the table, click on Close review cycle.
  3. Confirm that you are ready to close the review cycle by clicking Yes, close this cycle. The status of the review cycle will change to Closed.

Notes All reviews for that review cycle will be locked, and it will not be possible to edit them.

 

Edit Reviews

Depending on the status of a review and the status of the review cycle, a review can be edited or not. 

Status Notes
Closed review cycle After a review cycle has been closed, the status of a review changes to Locked, and it is not possible to edit it anymore.
Review in draft A review that is still in draft can be edited at any time. See below how to edit a review.
Sent review
  • Manager review: Can be edited even after it is sent, as long as the cycle is open.
  • Peer reviews, Self reviews, and Upward reviews: Once it has been sent, its status changes to Locked (not editable). Only Personio Administrators, employees with edit rights in the Performance & Development area, HR Managers, and Supervisors can Unlock Locked-Review_en-us.png the Peer review to allow editing.

To edit a review that has not been sent, or that has been unlocked, follow these steps: 

  1. Go to Performance & Development > Feedback.
  2. Under the heading To do, click on the relevant review.  
  3. Make the necessary changes in the relevant form fields. Your changes will automatically be saved.

 

Delete a Review Cycle

Review cycles that have already been launched, can only be deleted if you first remove all employees that have been added to the review cycle. Once this is done, or to delete a review cycle in draft, follow these steps:

  1. Go to Performance & Development > Cycles. Here you can see a list of all review cycles with their status (Draft, In Progress, Closed).
  2. To delete a review cycle, click on the Trashcan bin_icon.png next to it.
  3. Click Yes, delete it to confirm.

 

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