If an employee is missing from a performance review cycle or engagement survey, use this guide to identify and resolve the cause. The most common reasons are listed below, organized by feature.
Missing from a performance review cycle
| Possible cause | How to check | How to fix |
|---|---|---|
| Not added to the participant list | Open the review cycle and check the Participants tab. Search for the person's name. | Click Add participants and add the person. If the cycle is active, new participants receive notifications after being added. |
| Deactivated account | Go to Manage People and search for the person. Check their account status. | Reactivate the account if the person is still employed. Deactivated users cannot participate in review cycles. |
| Excluded from the cycle audience | Check the cycle's audience settings. If the cycle targets specific groups, confirm the person belongs to one of those groups. | Add the person to the relevant group, or add them as an individual participant. |
| Start date in the future | Check the person's profile in Manage People for a future start date. | Adjust their start date if they are already active, or wait until the start date passes. |
| Manager not set | Check the person's profile for a manager assignment. Manager reviews require a manager to be assigned. | Assign a manager in Manage People before adding them to the cycle. |
Missing from an engagement survey
| Possible cause | How to check | How to fix |
|---|---|---|
| Not in the target audience | Open the campaign and check the participant scope. If the campaign targets specific groups, confirm the person is in one of those groups. | If the campaign is still active, update the audience to include the person's group. Note: adding participants mid-campaign may affect response rates. |
| Deactivated or invited (not yet active) | Check the person's status in Manage People. Invited users who have not accepted their invitation are not automatically included. | The person must accept their 15Five invitation first. Then follow the steps in Make an Invited User Eligible for Engagement Survey Participation to add them. |
| Excluded by hire date | Check whether the campaign excluded employees by hire date during setup. | If the exclusion was intentional, the person will be included in the next campaign after their hire date clears the filter. |
| Excluded by name | Check whether the person was individually excluded during campaign setup. | Remove the exclusion if it was unintentional. This can only be done before the campaign launches. |
| Confidentiality threshold effect | The person participated, but their group's results are hidden because the group has fewer responses than the confidentiality threshold (3–5). | This is expected behavior. The person's response is counted but their group won't display in results until the threshold is met. |
Still can't find the cause?
If the person meets all criteria above and still doesn't appear:
- Confirm the person's account is Active (not Invited or Deactivated) in Manage People.
- Check for any HRIS sync issues that may have changed their status or group membership.
- Contact the 15Five Support Team with the person's name, the review cycle or campaign name, and a description of the issue.