If you need to change a participant's manager during an active cycle, you can do that from within the specific cycle. For example, maybe the person reports day to day to their regular 15Five manager, but you want their dotted line manager to complete the manager review for this cycle only. We have a way to do that! Check out this article to see what the change means for all people involved.
If you are looking to understand what happens when a participant's 15Five manager is changed during an active cycle, scroll to the last section of this article. The first section, Change a participant's manager for manager review, is a cycle specific change. The last section, Change a participant's manager in 15Five during a cycle, is an overall 15Five reporting change.
Change a participant's manager for manager review
1. Click on the 'Reviews' tab from your 15Five account.
2. Click on the name of the review cycle you wish to view. (You can also click on the three dots to the right of the cycle name, and then 'View review cycle'.)
3. From the 'Overview' tab, choose to view 'Participants'. Then you can select an additional filter: 'Me', 'My team', 'My hierarchy', and 'Whole company'. Depending on your role, you may be missing some of these filters.
4. Choose your desired filter(s) or search and check the results.
5. After scrolling down to the 'Participants' section, click the '...' next to the employee whose reviewer needs to be updated, and then click 'Edit individual settings'.
6. Find the option under 'Who is writing reviews of ________?' that says 'Manager review'. Simply put, who is writing a manager review of _______? This is where you will update which manager is responsible for completing the manager review of the participant in question.
7. Click 'Edit' to the right.
8. Use the drop down menu to select the new manager who should be responsible for writing the manager review. Managers cannot be a peer, the person’s direct report, or people who are excluded from global review settings.
9. After selecting the new reviewer/manager for this cycle, click 'Save'.
10. If the previous manager already has a draft manager review in progress, you will see a pop-up. Please note that changing managers after a draft has been created will remove the draft and create an entirely new manager review for the updated manager.
11. If you are okay with removing the previous manager's draft manager review, click 'Yes, save this new setting'.
12. All set! The new manager will now be asked to complete an manager review of this participant. All other managers/reviewers in 15Five or in other cycles will remain untouched.
IF UPWARD REVIEWS ARE ALSO INCLUDED IN THE CYCLE: We are assuming that the new manager is also a participant in the cycle and is having upward reviews written of them. When a manager is changed as noted in this walkthrough, the participant's upward review of that previous manager will be removed, leaving the participant with no upward review to complete. If you also want to update who the participant is writing an upward review of (ie if you want this participant to write an upward review of this new manager), see this article. You can also reinstate the same previous manager and the participant's upward review draft will reappear.
Change a participant's manager in 15Five during a cycle
Although we do not suggest changing a reviewer/ reviewers during an active cycle, if you need to change a person's reviewer and that person is also a participant in a cycle (upcoming, active, or ended), check out the below scenarios to see what this change means for the participant and the reviewers. If you are not familiar with The Office, a Dunder Mifflin company hierarchy can be seen here.
Specific name scenarios:
- Dwight Schrute= reporter/participant/employee
- Michael Scott= old Reviewer
- Andy Bernard= new Reviewer
- If Michael is removed as Dwight's reviewer BEFORE a Review Cycle begins and no new Reviewer is assigned to Dwight, then he will be excluded from the Review Cycle. This is the case, since each participant must start the cycle with a reviewer in order to be included in the cycle.
- Michael has been removed as Dwight's reviewer. If Dwight is assigned a new Reviewer BEFORE the Review Cycle begins, then a Reporter<>Reviewer relationship is already established and the Review Cycle begins as normal, with Andy as the new reviewer.
- Michael has been removed as Dwight's reviewer. Now, Andy is assigned as Dwight's Reviewer DURING an active review cycle. Andy will "take over" for Michael. Andy has access to Dwight's self review and peer reviews that have already been submitted of Dwight. Dwight will not be required to complete an upward review of Michael or Andy. However, Andy will complete the process of reviewing Dwight's other reviews and releasing the summary himself.
- Michael has been removed as Dwight's manager. Now, Andy is assigned as Dwight's Reviewer DURING an active Review cycle and there is already a Manager Review of Dwight that was completed by Michael. Andy can read the answers from Michael's manager review of Dwight, but cannot edit them. Michael no longer has access to edit his Manager review or Dwight's other reviews. All previously submitted peer reviews will become visible to Andy, and any further peer reviews will be routed through Andy.
- If Michael is deactivated as a user (or removed as Dwight's reviewer) DURING a Review cycle and no new Reviewer is assigned, Dwight can still participate in the cycle, but only his Self Review can be completed. This is different than the first bullet point because Dwight was without a Reviewer when the cycle began.
- If Dwight's reviewer changes to Andy DURING an active cycle and Dwight has draft reviews in progress, the reviews will remain as drafts and he can submit them when ready. When he submits his self review, it will be sent to Andy. He will not complete an upward review of Michael. Lastly, peer reviews of Dwight will be routed to Andy.
- Michael is removed as Dwight's Reviewer AFTER the cycle has ended. Now, Andy is assigned as Dwight's Reviewer. Andy WILL NOT be able to see Dwight's self, peer, manager, or upward reviews since he was assigned as his reviewer AFTER the cycle had ended. If Michael has not completed his manager review of Dwight or shared the results, Michael will be able to complete these actions up until the cycle is locked. Michael's reviews will also not be visible to Andy upon submission.
More general scenarios:
- Changing reviewers AFTER a cycle has ended WILL NOT allow the new reviewer to finish up what the old reviewer did not complete in the cycle. That responsibility still lies with the old reviewer.
- Upward review changes:
- If a reviewer is changed DURING a review cycle, the participant will not be asked to submit an upward review of their new reviewer. If an upward review has already been submitted of the previous reviewer, it will be removed from the participant's view, but not completely deleted. If the participant has not submitted an upward review of their previous reviewer, the upward review option will simply be removed from their view and no upward review will be due for either reviewer. Reason being, this participant does not have sufficient evidence to write a fair upward review of someone who just became their reviewer.
- Manager review changes:
- If a reviewer is changed DURING a review cycle and the previous reviewer HAS NOT submitted their manager review of the employee, the draft manager review will be removed. The new reviewer will create and submit their own manager review of their new employee. If the old reviewer and new reviewer need to meet to discuss each new employee, that is encouraged prior to the manager review being submitted.