Create a Best-Self Review® cycle

This article walks through the steps of creating a Best-Self Review® cycle. You can leave the set up process at any step— your draft is saved after you give it a name, and you can access it at any time on the Best-Self Review® dashboard.

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Note

Before you begin the process of creating a review cycle, make sure that you've completed the tasks laid out in the 'Before the cycle begins: set the stage' section of our "What to expect: I'm a review admin" Help Center article.


Create a review cycle

1. Click on Best-Self Review® in the left-hand navigation of 15Five.

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2. You will land on the 'Review cycles' page. In the top right corner of the page, click the Create a new review cycle button.

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3. On the "What is the name of this review cycle?" page, enter the name you'd like to use for the new cycle, then click Continue. Be specific when choosing a name so that you can easily find it later (e.g. "Q1 2022 Company-wide Review").

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4. On the "What reviews would you like to run?" page, select the types of reviews you'd like to include in your review cycle.

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Possible review types are:

Best-Self Review® combination options include:

  • Self & Manager reviews
  • Peer-only review (AKA "ad hoc peer review")
  • Self & Manager reviews and Upward reviews
  • Self & Manager reviews and Peer reviews
  • Self & Manager, Peer, and Upward reviews

If you include peer reviews in your review cycle, you will be asked to choose between participant initiated (default) and peer initiated.

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5. On the "Do you want to add a cycle collaborator?" page, select people to serve as cycle collaborators in your review cycle. "Cycle collaborator" is a cycle-specific role that gives folks visibility and cycle editing rights in a review cycle. They can complete setup of a review cycle, manage peers for cycle participants, download reports, edit settings for the active cycle, share and finalize results on behalf of managers, and lock the cycle. Cycle collaborators cannot be added after the initial cycle setup is complete, cannot create review cycles from scratch, and cannot create or edit question templates.

Please note that review admins do not have cycle collaborator abilities by default. That said, if you want your review admins to have the ability to manage peers and/or share & finalize results, we suggest making them cycle collaborators in addition to their role as review admins.

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6. Next, enter in your review cycle milestones (i.e. due dates) on the "What dates would you like to set for each review?" page. If these change during the course of your review cycle it's okay— review milestones can be changed during an active review cycle.

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Assuming that manager reviews are included in your review cycle, this page is also where you can add calibration sessions to your review cycle. Holding calibration sessions allows you to see the distribution of Private Manager Assessment review ratings across team managers and adjust those ratings in real-time. To include calibration sessions in your review cycle, check the box next to "Include calibration sessions in this review cycle", then select a due date. The 'Calibration due by' milestone should fall after the 'Manager reviews due by' date and before the 'Start sharing on' date.

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'Share and finalize reviews' milestones allow for a specific sharing window to exist in within the review cycle. Essentially, managers cannot share reviews until a certain date, eliminating the issue around sharing reviews too soon and allowing for calibration sessions to be held and locked before results are shared. Last but not least, managers have a finalize by date to ensure they are finalizing the review results on time. 

These dates are all required. That being said, if you do not want to restrict when managers can share and/or finalize, you can set these two dates to match your cycle start and end dates. 

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Note

Edits to the cycle, dates, participants, settings, etc can be made up until the cycle becomes active. If changes to an active cycle need to be made, see this article. See this article for information on changing a reviewer during a review cycle.

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Note

Though you set a review cycle end date, the cycle will stay open for submissions until a review admin manually locks the cycle.

7. Choose whether this is a one-time review or if you want to repeat the review quarterly or semi-annually. If needed, this setting can be updated at a later time.

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When setting up a review to Repeat quarterly or Repeat bi-annually, the review will launch on the same day as you created it 3 or 6 months in the future (for example, today's date + 3 months for quarterly, or today's date + 6 months for semi-annually). Review admins will need to approve the cycle in order for it to begin again. An email will be sent to review admins 7 days prior to the upcoming start date and ask them to confirm the cycle.

8. Decide who will participate in the review cycle. Only review cycle participants will have reviews written about them. People who are not participants will not have reviews written about them, but may still be asked to write manager, upward, and/or peer reviews about someone who is a participant.

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Using the option 'All active, invited, and created users'- This option allows you to include all individuals in your organization- whether they are active in 15Five yet or not. This option is especially helpful if you are in the process of rolling out 15Five and want to begin with a review cycle. Read more about active, invited, and created statues in this article.

Using the option 'Everyone, except some people or groups'- You can exclude certain people or groups, or can choose to only include certain people or groups. This is a cycle-specific exclusion. People excluded here will not be excluded in the next cycle unless specified again.

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Cycle specific excluded groups or individuals will not be asked to complete a self review, but can be nominated as a peer or asked to write upward or manager reviews (if their manager or direct reports are participants in the review cycle). If needed, these excluded people can be added as cycle participants at a later time by following these steps.

Using the option 'Only specific people or groups'- You can choose to only include certain people or groups if listing inclusions is easier than listing exclusions. This is helpful when only a small group of people are participants in the cycle, like a cycle for 'Sales' only.

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9. Select which question templates you would like to be used for each type of review. The template options will include all of 15Five's default templates as well as any custom templates you have created. To preview the template, click View.Screen_Shot_2021-05-26_at_11.58.03_AM.png

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Science

15Five's default templates are science-backed and cover all aspects of "best-self" management. Check out the 15Five default templates in-app, or read more about what's included in these templates in our "Default question templates for Best-Self Review®" Help Center article.

10. Keep scrolling to see a review cycle summary section that contains all chosen review cycle settings, participants, milestones, etc. This is mainly an FYI section. However, you can use the Edit links to the right of any setting to update it before creating the cycle. 

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11. At the bottom of the summary page, you will see a field named 'Kickoff email.' Make sure the box next to this option is checked if want a review kickoff email to go out to review cycle participants. 

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Click the Edit button to alter the subject line and body of the email. The kick-off email will be sent at 8:23 am in the company's timezone on the day the cycle begins. The email will not be sent when the cycle is created unless the start date is today and 8:23 am in the company's timezone has already passed.

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12. After you've confirmed that everything is correct, click the orange Create review cycle button. You must click the button in order for the review cycle to be scheduled/started.

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Tip

We’ve designed Best-Self Review to be lightweight, easy to schedule and easy to complete. Our recommendation is that you run your review cycle for a period of no longer than 4 weeks, but we believe in allowing you the flexibility of specifying your own milestone due dates.

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Tip

Do your people need help figuring out how to fill out their reviews? Check out our Best-Self Review® help docs for participants!


    Clone a review cycle

    Our "Clone review cycle" option allows you to easily duplicate the settings of an existing review cycle. Simply follow the steps below to get started.

    1. Click on Best-Self Review® in the left navigation of 15Five.
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    2. Find the review cycle you want to clone under 'Active review cycles', 'Upcoming review cycles', or 'Ended review cycles'.
    3. Click on the ... to the right of the cycle, then select Clone review cycle from the dropdown menu.
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    4. From here, the setup process will be the same as the steps above. 
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