Adding a New Cycle (updated!)

Last Updated: January 14, 2025

Overview:

Once you have created the form templates, it is now time to create the performance cycle. If you have OKRs, you'll see how to add just that as well in this guide. 

Creating a Performance Cycle:

• Go to Performance > Performance Cycles > Add New Cycle. You will be brought to a page where you'll be guided through the steps in creating the Performance Cycle. 

• Input the Name Of Review Cycle and Description (Optional).
• Choose at least one section to be included from Objectives and/or Open Questions.

• Objectives - Users will review employees based on their objectives

• Choose at least one reviewer persona to review the reviewee's objectives.
  • Self - Reviewee gives feedback on own performance.
  • Peer- Selected peer/s provides feedback to reviewee.
    • You must choose the maximum number of peers employees can choose at the bottom of the page. If 0 is chosen, employee can choose an infinite number of peers. 
  • Manager- Manager provides feedback to reviewee.
    • Can also select Secondary Manager if there is another manager reviewing the same employee. 

• Open questions - Users will review employees' performance and questions may or may not be related to objectives. 

• Choose at least one reviewer persona to review the reviewee's performance.
  • Self - Reviewee writes a feedback of own performance.
  • Peer- Selected peer/s provides feedback to reviewee.
    • You must choose the maximum number of peers employees can choose at the bottom of the page. If 0 is chosen, employee can choose an infinite number of peers.
  • Manager- Manager gives feedback of reviewee's performance.
    • Can also select Secondary Manager if there is another manager reviewing the same employee

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  • Upward - Reviewee gives feedback to manager.

Configure Objectives: 

• If you chose Objective, the next step would be to configure the objectives review.

• You can provide instructions for the objective review, then afterwards select the timeframe of objectives to be included. OKRs that are set within this time period will be included for selection.
  • Next is a checkbox saying "Allow reviewees & managers to select which objectives to be included". 
    • If you want to automatically include all OKRs within the timeframe chosen, you can skip this part.
• Choose at least one option of how the objectives will be reviewed. You can choose both if you want employees to give both a comment and a rating for each objective.

• Comments - A free-text field will be provided.
• Ratings - You can choose the minimum (0-1) and the maximum (4-10)

Configure Open Questions:

• Next step is to configure the Open Questions.

• In this section, first choose the Template to load into the cycle by clicking the Select Template dropdown. 
• The questions will be loaded, then you can edit the questions here as well.
  • Any edits made here will not be brought over to the original template. 

Configure Weightages:

• The system will then allow you to set the weightages (if you have ratings questions). You can tick the button that says "System rating" and fill-up the fields accordingly. 

• We have a guide specifically on weightages which you can access here.

Set Timelines:

• Next step would be to set the timelines. In this page, you'll be setting up the dates for the entire cycle and each individual review. 

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  • For the Review Cycle Period, the start date chosen may be from the past, but the end date should be in the present or the future.
    
    

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  • Objective Selection (if you allow employees to select their objectives) and Peer Selection Start and End dates should be in the present or the future.
    
    

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  • One day before the Objective Selection start date is also the last day to update objectives. Any changes made after this date will not be considered as part of the review cycle. This is only applicable if you allowed employees to select objectives.
    
    

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    • If you decided to skip objective selection, the last day for employees to update their objectives will be one day before the earliest individual review with Objective review. (e.g. if Self-Review is the earliest individual review with Objective, one day before the Self-review start date is the last day for employees to update their objectives.
  • For all individual reviews with the exclamation point symbol, the start date must be after the Objective Selection Period.
    
    

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  • For Peer Reviews, the start date should be after the Peer Selection.
    
    

Select Employees:

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  • After setting the dates, you will now select the employees
    
    

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  • If you chose Manager/Peer/Upward Review as part of the Review Cycle, you can only select employees with managers. For employees with no managers, the system will allow you to choose a Reviewing Manager for each. Click Next.
    • If you chose Secondary Managers as part of the review cycle, you may choose them in the column named "Secondary Managers". 
  • You can search by dept, position, or location in the search bar to look for employees if you'll be launching a performance cycle based on these 3 categories.
  • You can also use the Filter function at the upper right side. 
    • This allows you to filter employees by details such as Probation Status, Start Date, and Employment Type, allowing you to launch cycles for specific groups of employees.
      
      

Set Visibility Rules:

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  • Before the last step, you will set the Visibility Rules. You can now define the rules of when the review results will be available for viewing and if the reviewer's name is displayed.
    
    

• To setup, just click the dropdown that corresponds with the review you want to edit the visibility for.
  • First is the "Can they view the results?" column. This is to setup the visibility of the results to the reviewee or the manager. For example, you want to edit the visibility of peer review results for the Reviewees, you have to go to Visibility for the Reviewees section, then look for Peer Review > "Can they view results?" column > click the dropdown > choose how the results will be visible to the reviewee. Same is true for the Visibility for the Primary Managers.
  • Next column is Can they view the name of the reviewer? . You just have to follow the steps again, but this time for the second column. 
• If you want to reset the rules, just click the button "Reset to Default Rules"
  
  

Review and launch:

• In the final step, you can review the details of the cycle before launching.
  
  

• Click Launch. It will now appear in the list of Performance Cycles.
  • If the Review Cycle date is in the future, the status will appear as Scheduled.
  • If the Review Cycle date is in the present, the status will appear as In Progress.

• For employees enrolled in the Performance Cycle, once the start dates of the individual reviews is reached, they will be sent an email similar to below for each of the individual reviews.
  
  

Still Need Help?: 

Reach out to our support team should you need further assistance.