Performance Reviews

Performance reviews and self-assessments are important as they provide a structured way for companies to evaluate productivity, support employee development, and facilitate open communication.

With the flair HR app's Engagement page, you can customize performance reviews and self-assessments easily for HR managers and employees.

Creating a Performance Review

Manual Creation

1. Navigate to the Engagement page in the flair HR app on Salesforce.
2. Choose the Performance Review tab and select New Performance Review. This will allow you to create a new performance review or self-assessment.

Creating Performance Reviews with AI

If AI is available in your organization, you can use AI assistance to generate performance reviews automatically.

Prerequisites:

• AI must be enabled and available in your flair org
• Access to the Engagement and Performance Reviews section

Step 1: Access the Feature

1. Navigate to Engagement > Performance Reviews
2. Look for the "Create with AI" button
3. Click the button to start the AI generation process

Step 2: Configure Parameters

Set the following parameters for your performance review:

• Team Type: Select the relevant team (e.g., "Operations Team")
• Language: Choose the language for the review
• Department: Specify the department (e.g., "Operations")
• Size: Select the appropriate review size/length

Step 3: Generate Content

• Click "Generate" to create the performance review
• The AI model processes your parameters and creates customized content

Step 4: Review and Decide

After generation, you have several options:

• Save: Keep the generated content if you're satisfied
• Delete: Remove specific sections you don't want
• Discard: Delete the entire generated review and start over
• Edit: Modify the content as needed before saving

AI Model Information:

• The AI model is hosted directly in flair's cluster in Frankfurt
• It's not connected to external services like OpenAI or Mistral AI
• Your data remains secure within flair's infrastructure

Benefits:

• Speeds up performance review creation
• Provides structured, professional content
• Customizable based on team and department needs
• Maintains data privacy and security

3. Give the performance review or evaluation a Name and include any necessary Introduction Text. For example, you may want to outline the forthcoming format to an employee. Then select next.

4. Choose the performance review's Timeline to set the order of assessment:
   • Simultaneous: Both employees and managers complete the assessment simultaneously, with the manager gaining visibility into the employee's answers only after both have submitted their assessments.
   • Sequential: This type of assessment begins with the employee providing their responses. Only once the employee has completed their assessment can a manager proceed to complete their own assessment.
5. Next, input a Deadline for the employee and manager to complete their assessment tasks.

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If you are creating a sequential performance review or assessment, ensure that the manager's deadline follows chronologically after the employee's deadline to avoid error.

6. The final step is to customize some key parameters for the performance review. Using a slider you can select the following:

• Self-Assessment: Opting for this setting indicates that the evaluation is a self-assessment.
• Peer Reviewers: Activating this option allows you to conduct a peer review, whereby anonymous peers or colleagues are nominated to give feedback on an individual's performance. Peer reviewers can only be added to a sequential performance review.
• Required question visibility: Sliding this button means managers can only see answers to questions that are mandatory to answer.
• Goals management: Enables both employees and managers to establish, monitor, and revise goals.
• Mandatory meeting: Sliding this option indicates that a meeting must be scheduled for the manager and employee to discuss the review.
• Signature: Activating this button means the employee and manager must provide a signature to complete the review process.
• Employee satisfaction survey: Enable confidential feedback on the review process to HR without manager visibility.

7. Click on Create to finish the performance review creation process.
8. To assign an employee to the new performance review, click on the name of the assessment (e.g., Performance Review 2024). Select Add in the Participants tab, and choose an employee.

Adding Sections and Questions

After creating the initial performance review draft, start designing the section layout and adding questions. You can do this in the Assessment tab of a performance review. Here's how it works.

• In the flair HR app, open a newly created performance review via the Engagement page.
• Select the review you'd like to add sections and questions to.

• Next, choose the Assessment tab and click Add Section to organize the layout.

• Once you have given your newly added section a name, you can add questions. For each question you create, you can choose a question type. They include:
  • Scoreboard: Give a thumbs-up rating to a statement or question.
  • Single Choice: Choose one option from multiple answers.
  • Multiple Choice: Choose multiple answer options.
  • Rating 1-5: Rate a question or statement from 1 to 5.
  • Free Text: Respondents can provide answers in their own words, without being restricted to predefined options.
  • Free Slider: Indicate a rating from a range by moving a slider handle.

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You can include as many sections and questions in a performance review as you want by clicking Add Question.

• You will next have to add participants to the performance review before you can publish and send your performance review to the relevant employees.

Adding Participants and Publishing

Once you have added the relevant sections and questions to your performance review, it's time to add the names of the people participating. Here's how it works.

• Just as you added sections and questions, choose the performance review where you want to include participants.
• This time, select the Participants tab and use the Add button to include employees in the performance review.

• It is possible to filter your employee search by Department, Location, Manager, Position, Name, and Start Date when adding participants. Click Add once you are happy with your selection.

• Choose the team member to act as the Default Reviewer by clicking the Change button on the right-hand Settings card.

• To initiate and dispatch your performance review, simply click on the Publish button located within the status card on the right labeled "This cycle is in setup state."
• Once the performance review is published, employees will then be notified by email and in the Employee Hub. It's important to note that once your performance review is active, you won't be able to modify its features.

Completing Self-Evaluations

Once a performance review has been published and assigned to you, you can complete your self-evaluation as an employee.

In your Employee Hub, you'll see a notification on your dashboard that you have a Performance Review to do. When you click on it, it'll take you to your Reviews page, where you can see the review request.

Click on Start Self-evaluation. This will direct you to a prepared form, where you can start filling out the desired fields and then click Submit.

After submitting the evaluation, you can go back and modify your answers if you have not yet had a meeting with your manager to discuss the evaluation.

Editing and Deleting Questions

A performance review can have three different states:

1. Setup: A draft mode that allows you to make changes to questions
2. In Progress: Employees and managers can start answering the review questions
3. Finished: The cycle is closed and changes are restricted

You can only make changes to the questions in a performance review if the review is in the Setup state. To do this click go back into the Assessment section of a performance review and select the dropdown arrow beside a question.

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If the review forms have already been created (and the status of the feedback cycle is Publishing, In Progress, or Finished) then those forms will not be updated with your changes. But if you add new employees to the review, they will receive the updated questions.

When your performance review is in Setup mode, you can remove questions. Simply click the trashcan icon to the right of the question. Please note, the changes will be applied immediately – you will not be asked to confirm the deletion.

Peer Reviews

Peer reviews enable 360-degree feedback by incorporating insights from colleagues who work closely with an employee under evaluation. Creating a peer review performance evaluation offers perspectives from different angles within an organization and contributes to a more comprehensive assessment of an individual's performance.

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Peer reviewers can only be added to a sequential performance review.

Creating a Peer Review

To enable a peer review, create a new sequential performance review and then follow these steps:

• In the new performance review, toggle the Peer Reviewers setting to active and choose the desired number of peer reviewers for the assessment. The maximum number of peer reviewers is five.

• Add sections and questions to your peer review as you would with any performance review using the Assessment Tab.

• Next, select the individual due to be assessed during the performance review using the Participants option. Then click Publish. The performance review manager and the employee under evaluation will be notified in the Employee Hub.

Assigning Peer Reviewers

Once a peer review assessment has been published, the assigned manager and the individual under evaluation will be notified in the Employee Hub. Next, the assigned manager will get to pick the peer reviewers who will participate in this performance review. To do this, the manager will need to follow these steps:

• As a manager, select the newly assigned performance review using the Development tab in the Team section of the Employee Hub.

• Then select Assign peer reviewers. A search bar will appear allowing you to pick the peer reviewers from a list of employees.

• After you select the peers, these individuals can provide feedback alongside the employee and the performance review manager via the Employee Hub.
• Once peer reviewers have completed their assessment, the performance review manager can see the results in the bottom right corner of the performance review screen.
• If a performance review includes rating questions, an average score will be determined by aggregating the responses provided by peer reviewers.

• After the employee finishes their self-assessment and answers the performance review questions, you, as the manager, can give your feedback. Click Submit to finalize the performance review.

Scheduling Review Meetings

If a performance review with a mandatory meeting has been created, the performance review manager can schedule a meeting as the final step in a performance review.

Once each person involved in a performance review has submitted their feedback, the performance review manager has two options for scheduling a meeting:

1. You can click the Schedule button in the Meeting section.
2. Or you can click the button labeled Submit & Schedule Meeting.

3. Lastly, set a time and date for meeting with the person who has been evaluated.

Exporting Performance Reviews as PDF

Exporting PDFs for Performance Reviews: A Guide to the New Feature

Our latest update introduces the ability to export performance reviews as PDFs, providing a more streamlined and customizable approach to managing your reviews. This enhancement leverages Document Generator, a key feature that ensures all data is accurately presented in a professional format. Here's how it works and why templates are essential for success:

Key Highlights of the New Feature

1. 360° Review: Includes input from peers, employees, and managers.
2. For Review: Limited to employee and manager feedback (no peer input).
3. Self-Review: Contains responses from the employee only.
4. Templates ensure the correct structure, formatting, and visibility of data for each review type.
5. Templates are pre-filled with mapped fields like employee information, reviewer details, peer inputs, and answers.
6. Support for complex data structures like nested sections, multiple-choice questions, and conditional formatting.
7. Templates define who can see specific information (e.g., HR-only fields, semi-visible answers).
8. Documents can be downloaded or saved directly to employee records for centralized access.
9. Performance reviews can be downloaded as PDF or DOCX files.
10. Documents can also be attached to employee profiles for future reference.

How to Use the New Feature

Step 1: Create a Document Template

• Navigate to the Document Templates section.
• Choose the appropriate review type
• Configure fields like employee answers, reviewer comments, and peer responses.
• Semi-Visible: Only HR can view specific fields.
• Optional Answers: Fields marked as optional will indicate "not required" when left unanswered.

Step 2: Configure the Performance Review

• Ensure the review contains all necessary data (employee answers, peer feedback, etc.).
• Use the template to map data correctly, ensuring accurate formatting and presentation.

Step 3: Export the PDF

• Open the performance review and click the new Download PDF button.
• Select the desired template.
• Preview the document before exporting to ensure accuracy.
• Download the document.
• Save it directly to the employee's record for centralized documentation.

Important Notes on Document Templates

• Templates are a one-time setup: Once configured, they can be reused for all subsequent reviews.
• Conditional Formatting: Use conditions to filter and display specific data (e.g., exclude optional sections or filter by employee achievements).
• Support for nested child records.
• Enhanced ordering and conditions.
• Guidelines for using merge text without spaces (follow camel case, e.g., employeeName).

Use Cases and Benefits

Final Thoughts

This new feature revolutionizes how performance reviews are documented and shared. By focusing on Document Templates, you ensure that every review is professional, accurate, and tailored to your organization's needs. Set up your templates today and start exporting performance reviews with ease!