Best-Self Review™ and 360 Review have many moving parts. As a result, we do get a lot of one-off questions about functionality. This list addresses commonly asked questions that may not have fit into a particular Help Center article.
Q: What are my options for repeating my review cycle?
A: Quarterly and bi-annually. At this time, there is no option to make a custom frequency.
Q: What is the difference between excluding a group or individual(s) from the Best-Self Review global settings and excluding a group or individual(s) from a specific cycle?
A: Globally excluded groups or individuals cannot be participants, will not be asked to complete a self review, will not be asked to complete manager reviews, will not be asked to complete an upward review, and cannot be nominated as a peer.
Cycle specific excluded groups or individuals will not be asked to complete a self review, may be asked to complete manager reviews, may be asked to complete an upward review, and can be nominated as a peer. If needed, these excluded people can be added as cycle participants at a later time.
Q: Can I create a cycle with peer or upward reviews only?
A: At this time, self & manager reviews are required for every cycle. We hope to have peer only and upward only review options in the future.
Q: Can I be asked to only complete a peer review, if I am not a participant in a cycle?
A: Yes, you may be asked to complete a peer review for a teammate, even if you are not a participant in the cycle. If you are nominated, you will get an email asking you to accept or decline the nomination. If you accept, you will ONLY be asked to complete a peer review.
Q: Can I be asked to only complete a manager review, if I am not a participant in a cycle?
A: Yes, you may be asked to complete a manager review for your direct report(s), even if you are not a participant in the cycle. If one (or more) of your direct reports is a participant in a cycle, you will be asked to complete a manager review. You will ONLY be asked to complete a manager review(s).
Q: Can I be asked to only complete an upward review, if I am not a participant in a cycle?
A: Yes, you may be asked to complete an upward review for your manager, even if you are not a participant in the cycle. If your manager is a participant in a 360 review cycle, you will be asked to complete an upward review. You will ONLY be asked to complete an upward review.
Q: How do I ask the same question in all reviews?
A: You have to create that question in each template. Learn more about how to create question templates for reviews here.
Q: What answer types are available?
A: Text (free response), Yes/No, Opinion scale (Likert), Multiple choice (Coming soon!) Check out this article if you are interested in learning more about quantitative questions and trends.
Q: What does the maximum peer limit do/mean?
A: The 'maximum peers' field in the review settings is a limit for how many peers you can nominate. This limit does not restrict you from accepting "x" amount of peer nominations. Learn more here about accepting/rejecting peer nominations.
For example: I can only nominate 3 peers to review my performance. However, if 15 people nominate me to review them, this limit will not restrict me from accepting all of those peer nominations.
Q: When is the kick-off email sent to all participants?
A: The kick-off email is sent to all participants the day that the cycle begins, not the day it is created. The kick off email is sent out at 8:23am in the company's time zone.
If the cycle starts on the same day it is created and/or activated, emails will go out immediately upon activation. Emails will not wait until the next day at 8:23am to be sent. Learn more about what email notifications are sent out during an active cycle here.
Q: Are my reviews (peer and upward) anonymous?
A: That will depend on the settings that were set up by the review admins prior to the cycle starting. If you are not sure what settings are in place, feel free to ask a review admin. To learn more about the possible visibility setting in a review cycle, check out this breakdown.
Q: Can review admins see their own peer and upward feedback?
A: If the settings for a cycle are partially or fully anonymous, review admins will not be able to see their own peer and upward reviews. Other review admins will have access to the reviews, but not the review admin who is being reviewed. The csv download will also be anonymous to the review admin, for their own reviews (if the review admin tries to download the responses to see the answers).
Q: Can I add or remove a participant from an active cycle?
A: If you are a review admin, you can add or remove a participant from an active cycle up until the cycle has ended. Use the 'Manage participants' link in your review 'Overview' page. Click the gear icon to see the 'Manage participants' option.
Q: Can I limit the number of times a peer nominates me?
A: No, but you can decline nominations after a given number. 15Five has a default peer nomination throttle of 4; meaning after you have been nominated by 4 different peers, there will be a warning icon by your name that is visible to your review admins and managers.
Q: Why can I not nominate someone as a peer to review me?
A: Managers cannot nominate their direct reports as peers for themselves. The reason is: direct reports are already asked to complete upward reviews of their manager. If we allowed direct reports to also be peers, they would be duplicating efforts.
Any globally excluded persons or groups will not be available for peer nomination.
Q: Can managers nominate peers for their employees?
A: Yes, managers can nominate peers for their employees through the 'Peer nominations' page, up until the 'Manager approval' deadline.
Q: Can I, as a manager, remind my employees to nominate peers? The deadline is approaching.
A: Yes, there is a nudge option in the 'Peer nominations' tab.
Q: Can admin nominate/manage peers for participants?
A: At this time, admins do not have the ability to nominate or manage peers for a participant. Additionally, admins do not have the ability to approve/deny peer nominations on behalf of managers. Check out this section to learn more about the review admin's role within a review cycle.
Q: How can peers be nominated after the peer nomination, peer approval, and manager approval deadlines have passed?
A: Peers can be managed by managers up until the 'Manager approval' deadline. You can update the review deadline dates up to the final deadline. Learn how to do so here.
Q: What happens if my manager hasn't approved/denied my nominations by the manager approval deadline?
A: If your manager has not approved or denied your nominations before the manager approval deadline, there are a couple things that could happen. The outcome depends on your company's cycle settings, which are listed below.
Q: What happens if my manager has approved my nominations, but the peer has not accepted or declined?
A: If the peer doesn't take action, the nomination is automatically accepted 4 days before the peer reviews are due. Peers will start receiving reminder emails that the peer reviews are due 3 days before peer reviews are due.
Q: I am a review admin, can I download a report of all the peer nominations and their statuses?
A: Yes, you sure can. The 'Peer nomination status' report is available for review admins only. See this article for a full walkthrough.
Q: I'm a review admin, can I extend review deadlines from within my account?
A: Yes, review admins can now change all review deadlines from within app. See this article.
Q: Who can fill out reviews?
A: Anyone can now fill out reviews, even those people who do not have a reviewer.
Team members without a reviewer can now participate in a review cycle by:
- Completing their self review
- Nominate peers
- Approve peers for their team (if managing direct reports)
- Complete peer reviews (if nominated)
- Complete manager reviews for their team (if manager)
- Receive an upward review from their team
If a participant does not have a reviewer, the reviews submitted of them will immediately become available/visible to them upon submission.
For example: If the CEO does not have a reviewer, all peer reviews will become visible to the CEO as soon as his peers submit their peer reviews. The same logic applies to upward reviews.
Q: Why is my upward review not showing?
A: There are multiple reasons why your upward review might not be showing.
- If your manager is not a participant in the cycle, then you will not be asked to submit an upward review. Reason being, you will only have reviews written OF you if you are a participant in the cycle. Additionally, you will only be asked to complete a review OF someone, if they are a participant in the cycle. You cannot submit peer reviews of someone who is not a participant. You cannot submit manager reviews of your direct reports unless they are a participants. You cannot submit upward reviews of your manager unless your manager is a participant in the cycle.
- If your manager was deactivated or removed from the current cycle, then you will no longer be asked to submit an upward review. See bullet point #1 for reasoning.
- If your reviewer was changed after the cycle began, and you have not already submitted an upward review of your previous manager, you WILL NOT be asked to complete an upward review of your new reviewer. Reason being, you do not have sufficient evidence to write a fair upward review of someone who just became your reviewer.
Read more about the different scenarios when adding, removing, or changing reviewers during an active cycle to get a more in-depth understanding.
Q: Can a reviewer or review admin prevent a peer review from being shared?
A: A reviewer/review admin cannot “edit” the peer review response, but they are able to remove answers from being shared with the participant. This setting must be enabled before the review is started. It can be enabled by selecting the second or third options under 'Release peer and upward feedback'. 'Release peer and upward feedback' is found in the review settings.
Q: What happens if my reviewer changes during a cycle?
A: See this article for specifics.
Q: When a review cycle ends, if managers haven't clicked "shared results" what happens to the reviews? Do the employee's ever see the results?
A: Review admins can lock the ended cycle and upon locking, can choose to share all results that haven't been shared yet. Essentially the review admin can share all results and lock the cycle in one final step. If review admins do not lock the cycle and release the results, the reviews will not be shared with participants.
Q: Can new managers see past reviews of their new direct report?
A: For manager changes during an active cycle: New managers can see already submitted self reviews and the prior manager's review (for the current cycle only), but are still unable to view the prior manager's private manager assessment.
For manager changes and visibility of past cycles: New managers cannot see reviews that their direct reports previously submitted on past cycles; meaning if a new manager is assigned August 2018, they will not be able to go back and look at their direct reports' responses from a cycle in March 2018.
Q: At what point am I no longer able to submit my reviews (self, manager, upward, peer)?
A: Past-due reviews (self, manager, peer, and upward) can be submitted up until the cycle has been locked by a review admin. Additionally, any review that is submitted after the results of the cycle have been shared will automatically be shared and visible to the participant at the time of submission. Learn more here about when what review becomes visible when in a review cycle.
Q: At what point am I no longer able to edit my reviews (self, manager, upward, peer)?
A: Reviews (self, manager, peer, and upward) can be edited up until the results have been shared. Past due reviews can be submitted up until the cycle is locked. However, once the sharing of results happens, the reviews are no longer editable as they have been seen by all parties. Learn more here about when what review becomes visible when in a review cycle.
Q: I'm a manager/reviewer: Why is there a lock icon by the Summary tab for my direct reports?
A: The Summary tab will show a lock icon until the self and manager reviews have been submitted for the participant.