It is time for your team to complete a review! You are a review admin and are ready to set up a review cycle. You may or may not be a participant, and you may or may not be a manager. You do not have to be a participant in a review cycle to be a review admin. If you are a review admin, but not a participant, you will still receive emails along the way.
For what to expect as a participant, see this guide.
For what to expect as a manager, see this guide.
For what to expect as a review admin, keep reading. Below is an outline of the specific actions that a review admin needs to be complete. These actions cover before, during, and after a review cycle.
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Before the cycle begins
1. Settings for your review cycle
A revolutionary performance management practice that supports employees on their journey of success, instead of just giving them a grade. Follow the steps below to customize your settings for a review.
- Click on your avatar/profile picture in the top right of your 15Five page.
- Click on 'Manage features'.
- Scroll down to the Best-Self Reviews section and click 'Configure'.
Review administrator(s)
Due to the often sensitive nature of reviews, a specific review administrator(s) need to be assigned. These administrators will be able to create review cycles, question templates, and view all in progress and completed review answers. Select your review administrators here. Review admins don’t have to participate in a review cycle to see progress and results.
Exclude groups or individuals from your reviews
Our reviews are company-wide, but we understand there might be people you want to exclude from the process, like contractors or interns.
Viewing permissions
Privacy is a big deal, which is why we want you to choose the ideal visibility setting for your organization.
Options for visibililty:- Hierarchy visibility: Review answers can be viewed by the individual, their manager, anyone above their manager, and review admins.
- Basic visibility: Review answers can be viewed by the individual, their manager, and review admins.
Company values
Selecting peers for peer reviews
We recommend each employee nominate three to five peers. Control the minimum and maximum number of peers an employee can nominate.
Peer transparency for peer reviews
Control whether the employee being reviewed can see peer answers listed by name.
Options for peer transparency:
- Fully transparent: All peer answers will be transparent to everyone who can see the review.
- Peer identity is hidden from the employee: The employee will see peer answers as anonymous but the answers will be transparent to their manager, anyone above their manager, and review admins.
- Fully anonymous: All peer answers will be anonymous to everyone who can see the review.
Direct report transparency for upward reviews
Control whether the manager being reviewed can see direct report answers listed by name.
Options for upward review transparency:
- Fully transparent: All upward answers will be transparent to everyone who can see the review.
- Direct report identity is hidden from the manager: Direct report identity is hidden from the manager.
- Fully anonymous: All upward answers will be anonymous to everyone who can see the reviews.
Release peer and upward feedback
We encourage managers to share all peer and upward feedback to employees but this might not always be appropriate. Control what feedback is released.
Options for releasing feedback:
- Release all peer and upward feedback after results are shared.
- Allow review admins to remove peer and upward feedback when necessary.
Review kick-off email
Kick off your review cycle with an announcement to your participants; give them insight into the review process, timeline and point people to get in touch with if they have questions.
Best-Self Review company notification settings
Options for emailing participants:
- when a new review cycle launches
- 7 days before their review is due
- 3 days before their review is due
- the day that their review is due
- if their review is overdue
- when self-reviews are submitted (managers only)
- when review results are shared
Disable Best-self review
Disabling the Best-Self Review feature will remove the tab from the main 15Five header for all users. All your review data will be saved in case you choose to re-enable this feature at a later date.
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2. Create the question template(s)
After checking your review settings, you need to create a question template(s) for your cycle. You can use our default 15Five question template or you can create a custom template with your own questions. Self+manager reviews need their own template. Peer reviews need their own template. Upward reviews need their own template. You could have up to 3 different templates in one review cycle.
3. Create your review cycle
Good work! You have added company values, created a custom question template (or are using the default 15Five template), and are ready to get a Best-Self Review cycle running.
To create a review cycle:
- Click on the 'Reviews' tab.
- Then click on the orange button 'Create a new cycle'.
- Enter in the name of your cycle. For example: "Genericorp Q1 2018 Review"
- Choose the Review cycle type.
- Next, decide who the Review participants will be. You can exclude certain people or groups, or can choose to only include certain people or groups.
- Select a question template, either the template you have created or the 15Five default.
- Enter in your dates for the review, called Review milestones. These dates are firm once the cycle is activated.
- Choose whether you want to repeat the review quarterly, bi-annually, or one time only. You can update this setting up until the cycle's start date.
- Confirm the visibility settings or manage them through the 'Manage settings' link.
- Review the kick-off email and click 'Create review cycle'. The kick-off email will be sent as soon as the Best-Self Review cycle begins.
To clone a review cycle:
We lock a cycle once it is started, so no changes can be made to an active review cycle. If you want to update the cycle or restart it entirely, we offer a way to clone the current cycle.
- Click on the 'Reviews' tab.
- Select the review cycle you want to clone.
- Click on the '...' to the right of the cycle and click 'Clone'.
- The setup process will be the same as steps 3-10 above.
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During the cycle (after the cycle becomes active)
- Email notifications
Doing reviews at a company can feel like directing an orchestra—there are a lot of moving parts and people to manage. To take the burden off of review admins, we automatically inform review participants of important milestones and remind them when something is due. While most of our emails are automated, we do give people the option to nudge employees who need additional reminders. We allow admins to manage review reminder email in the review settings page. Below is an overview of emails sent during a Best-Self Review broken down by role: review admins, managers, and direct reports.
Emails sent to Review admins
Activation email
Best-Self Review needs to be set-up prior to creating the first review cycle. An admin would assign review admins and fine tune the process according to the company's needs. An email is automatically sent to all of the admins in the account notifying them of the activated feature.
Assigned as a review admin
When an admin assigns someone as a review admin, the person being assigned will receive an email to notify them of the change.
An email is automatically sent to all of the admins in the account notifying them of the activated feature.
Review cycle has ended
A review cycle has ended email is sent on the day you specified as the cycle end date at 8:15 AM UTC (check this time). The email is sent automatically to all review participants and review admins.
Emails sent to all participants and review admins
Review cycle kick-off email
A review cycle kick-off email is sent on the day you specified as the cycle start date at 8:23 AM in the company's specified time zone. The email is sent automatically to all review participants and review admins.
Self review 7 day reminder email
A reminder email for completing a self review is triggered automatically 7 days before the self review due date. This email is sent to all participants completing a self review. Admins can opt-out all participants from this email in the review settings page.
Self review 3 day reminder email
A reminder email for completing a self review is triggered automatically 3 days before the self review due date. This email is sent to all participants completing a self review. Admins can opt-out all participants from this email in the review settings page.
Self review due today reminder email
A reminder email for completing a self review is triggered automatically on the self review due date. This email is sent to all participants completing a self review. Admins can opt-out all participants from this email in the review settings page.
Self review past due email
A past due email for completing a self review is triggered automatically one day after the self review due date. This email is sent to all participants completing a self review. Admins can opt-out all participants from this email in the review settings page.
Results shared email
A reminder email for completing a self review is triggered automatically on the self review due date. This email is sent to all participants completing a self review. Admins can opt-out all participants from this email in the review settings page.
Emails sent to managers
Self review is submitted
When a direct report submits a self review, an email is sent to the manager. Admins can opt-out all participating managers from this email in the review settings page.
Manager review 7 day reminder email
A reminder email for completing a manager review is triggered automatically 7 days before the manager review due date. This email is sent to all participating managers completing a manager review. Admins can opt-out all participants from this email in the review settings page.
Manager review 3 day reminder email
A reminder email for completing a manager review is triggered automatically 3 days before the manager review due date. This email is sent to all participating managers completing a manager review. Admins can opt-out all participants from this email in the review settings page.
Manager review 3 day reminder email
A reminder email for completing a manager review is triggered automatically on the day the manager review due date. This email is sent to all participating managers completing a manager review. Admins can opt-out all participants from this email in the review settings page.
Manager review past due email
A reminder email for completing a manager review is triggered automatically one day after the manager review due date. This email is sent to all participating managers completing a manager review. Admins can opt-out all participants from this email in the review settings page.
Share results reminder email
After a manager completes the manager review, the next step is to schedule a an meeting to discuss the results of the review. This reminder email to share the results of the review is sent 1 day after the manager review deadline. Admins can opt-out all participants from this email in the review settings page.
Share results due today email
When the cycle has ended Managers will receive a reminder to share and release results so both the Manager and Review will receive the Review Summary. Admins can opt-out all participants from this email in the review settings page.
Manual emails
Nudge to submit self review email
This is a reminder to complete your Self-review and is sent to note the deadline of the review.
Nudge to submit manager review email
This is a reminder to complete your Manager-review and is sent to note the deadline of the review.
Nudge to share results review email
This is a reminder to share review results with your direct reports so that theycan see the Manager Review and receive the Review Summary.
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- Edit details of an active review
How do I add a user to an active review cycle?
We understand that you make changes to personnel often; Adding this functionality allows administrators more management power, and keeps the review cycle aligned with your current staff. Review admins can now add and remove participants from an active review cycle. Use the 'Manage participants' link in your review 'Overview' page.
Assuming that you have not excluded users or groups from the review cycle, any user that is added to 15Five before the start date will automatically be added to the review participants.
- Click on the ‘Reviews’ tab from your 15Five account.
- Click on the active review cycle. (You can also click on the three dots to the right of the cycle name, and then ‘View review cycle’.)
- From the ‘Overview’ tab, click on the gear icon and then ‘Manage participants’. (You can also click on the ‘# Participants’ link to edit.)
- Manage your participants by clicking ‘Add to cycle’ or ‘Remove from cycle’.
- Once the participant has been removed or added, you should see a banner appear in the top right of your screen confirming the action.
How do I assign or edit review admins?
Due to the often sensitive nature of Reviews, a specific Review administrator(s) will need to be assigned. Review administrators can create review cycles, question templates, and view all in progress and completed review answers.
If you need to add an additional review admin, or remove a current review admin, you can do so at any time during a cycle. Review admins will be able to see the details of any review that is activated; i.e. review specific admins are not available at this time.
To manage review admins:
- Click on your avatar/profile picture in the top right of your 15Five page.
- Click on 'Manage features'.
- Scroll down to the Best-Self Reviews section and click 'Configure'.
- Add or Remove Review Administrators.
To send review reminders:
If you want to remind your team and gently nudge them to complete their Review 15Five will send them a nudge.
- Click on 'Reviews' tab.
- Click on 'View review cycle'.
- Click on the '...' next to the user and then select 'Nudge'.
- Report on a cycle's progress
At any time during a review cycle, a review admin or 15Five admin can run a progress report. The report includes all participants, a participant’s peers, a participant’s direct reports, submission dates, a participant’s answers, and multiple other fields.
To download a progress report:
- Click on the ‘Reviews’ tab from your 15Five account.
- Click on the active review cycle. (You can also click on the three dots to the right of the cycle name, and then ‘View review cycle’.)
- From the ‘Overview’ tab, click on the gear icon and then ‘Download progress as CSV’.
- Your report should automatically download and appear in your Downloads folder.
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- When do reviews become visible?
Self reviews become visible to managers and review admins once they have been submitted by the employee.
Peer reviews become visible to managers and review admins once they have been submitted by the peer. Peer reviews become visible to the employee once their manager decides to 'Share results'; usually after the final meeting.
Upward reviews become visible to the manager's manager and review admins once they have been submitted by the employee. Upward reviews become visible to the manager once their manager decides to 'Share results'.
For example: I am one of Charlotte's employees. I submit my upward review of Charlotte. Charlotte's manager is notified that I submitted the upward review and can view my comments. Once Charlotte's manager clicks 'Share results', Charlotte will be able to see my upward review of her.
Manager reviews become visible to the employee once the manager decides to 'Share results'.
The Summary becomes visible to the employee once the manager decides to 'Share results'.
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After the cycle is complete
- Lock a review cycle
Locking a review cycle means that users will no longer be able to submit reviews or edit any details within the cycle. This should only be done when the review cycle is fully completed and all summary meetings have been held.
To lock a cycle:
- Click on the ‘Reviews’ tab from your 15Five account.
- Click on the ended review cycle that you wish to lock. (You can also click on the three dots to the right of the cycle name, and then ‘View review cycle’.)
- Click the orange ‘Lock cycle’ button.
- Check or uncheck the ‘Release all unreleased reviews to teammates’. This box is checked by default.
- Click ‘Lock review cycle’.
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- Download or print review details (for specific employees)
If you would like to view and analyze review data for specific employees, you can download or print the results from within their specific review page.
To download or print an employee's final data:
- Go into your 'Reviews' tab in 15Five.
- Click on the cycle that applies.
- From the 'Overview' tab, you will see 3 buttons labeled 'My reviews', 'My team', and 'Reviewer drill-down'.
- Click the 'My team', 'Reviewer drill-down', or 'Whole company' button; whichever applies.
- Scroll down to 'Review progress' for your selected group, click the '...' next to the employee whose review info you want to download, and then click 'View'.
- There will be a gear icon towards the top right of the page, across from their name. Click the gear icon and either 'Download summary as CSV' or 'Print'.
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For FAQs regarding Best-self and 360 Reviews, see here.
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