This article provides Company Admin and Performance Administrators with instructions on how to add an phases to appraisal templates. This covers all available phases such as Planning, Action and etc.
đFor more information on the action phase, see our article FAQ: Planning & Action Phases.
How do I add the Action Phase?
1. Go to Administration â Performance â Appraisal Setup.
2. Click the Appraisal Settings dropdown and select Appraisal Phases.
3. Click the Add New Phase button.
This opens up a new drop-down allowing you to fill in the following information.
1. Phase: This allows you to select the type of phase (in this example, it is the Action Phase).
2. Phase Title: This title is displayed to all users.
3. Previous Phase: This determines which phase the new phase will follow.
4. Start Date and End Date: This is the fixed duration of the phase.
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Start Date and End Date will only appear if you select the Fixed Duration Type. If you have selected Relative, you must enter the number of weeks/months for each phase.
5. Description: This should describe the phase for the employee and manager.
6. Appraisal Phase Settings: This allows an administrator to determine if the employee and their manager can add, edit, or delete sections from the appraisal.
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Section Items refer to overall sections (Goals, Competencies, Questions). Section Subitems refer to sub-items related to a section item, such as goal measures.
7. Phase Finalisation: This drop-down menu will only appear for the Action Phase and will determine when it ends.
Phase automatically finalises after End Date: Selecting this will automatically finalise the phase after its end date.
Phase automatically finalises after End Date or manually before End Date: Selecting this will allow users to end the phase at any point manually and automatically finalise it after its end date.
Phase finalised manually after End Date: Selecting this will require users to manually end the phase by submitting the Action Phase.
Phase finalised manually before or after End Date: Selecting this will require users to manually end the phase after or before its end date by submitting the Action Phase.
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If the appraisal progresses to the Action Phase after it has ended, it will progress to the next phase overnight.
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For testing purposes, we recommend that clients allow the phase to be finalised manually, so they can test the appraisal without blocking the action phase.
8. Manager responses are visible by employee: This allows the employee to view the responses entered in by their manager for the question section.
9. Background colour: This allows you to set a custom color for the phase. This appears on the employeeâs workflow graph.
10. Once everything has been filled in, click the Add button.
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The appraisal status for the Action phase is 'In Progress'.
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The Summary Section is not available during the Action Phase. Users cannot add a comment to the Summary Section during this phase.
How do I add the Approval Phase?
1. Go to Administration â Performance â Appraisal Setup.
2. Click the Appraisal Settings dropdown and select Appraisal Phases.
3. Click the Add New Phase button.
This opens up a new drop-down allowing you to fill in the following information.
1. Phase: This allows you to select the type of phase (in this example it is the Approval Phase).
2. Phase Title: This is the title that is displayed to all users.
3. Previous Phase: This determines which phase the new phase will follow.
4. Start Date and End Date: This is the fixed duration of the phase.
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Start Date and End Date will only appear if you have selected the Fixed Duration Type. If you have selected Relative, you will need to enter in the number of weeks/months for each phase.
5. Description: This should be a description of the phase for the employee and manager.
6. Appraisal Phase Settings: This allows an administrator to determine if the employee and their manager can add, edit, or delete sections from the appraisal.
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Section Items refer to overall sections (Goals, Competencies, Questions).
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Section Subitems refer to the sub-items that relate to a section item. Goal measures for example.
7. Approval Type: This allows for a level of approval before finalising the appraisal.
Requires second level manager approval: Manager's manager approval.
Requires nominated contact to approve: The manager will nominate an approver if the previous phase is the Manager Scoring Phase.
Requires nominated group to approve: The manager will nominate an approver from the Groups if the previous phase is the Manager Scoring Phase.
Requires administrator to approve: Company Admin approval.
Requires employee to approve: Employee approval.
Requires manager to approve: Manager approval.
8. Manager responses are visible by employee: This allows the employee to view the responses entered in by their manager for the Question section.
9. Background colour: This allows you to set a custom colour for the phase. This appears on employeeâs workflow graph.
10. Once everything has been filled in, click on the Add button.
đFor more information, see this article FAQ: Scoring Phases.
How do I add the Managers Scoring Phase?
1. Go to Administration â Performance â Appraisal Setup.
2. Click the Appraisal Settings dropdown and select Appraisal Phases.
3. Click the Add New Phase Button.
This opens up a new drop-down allowing you to fill in the following information.
1. Phase: This allows you to select the type of phase (in this example, it is the Manager Scoring Phase).
2. Phase Title: This title is displayed to all users.
3. Previous Phase: This determines which phase the new phase will follow.
4. Start Date and End Date: This is the fixed duration of the phase.
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Start Date and End Date will only appear if you have selected the Fixed Duration Type. If you have selected Relative, you will need to enter in the number of weeks/months for each phase.
5. Description: This should describe the phase for the employee and manager.
6. Appraisal Phase Settings: This allows an administrator to determine if users and their managers can add, edit, or delete sections from the appraisal.
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Section Items refer to overall sections (Goals, Competencies, Questions). Section Subitems refers to the sub-items that relate to a section item. Goal measures for example.
7. Require all items to be rated: This ensures managers rate all section items before marking the Manager-Scoring Phase as complete.
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If the manager does not rate all required sections and submits the phase, a pop-up message will alert them.
8. Manager responses are visible by employee: This allows the employees to view the responses entered in by their manager to the question sections.
9. Background colour: This allows you to set a custom color for the phase. This appears on the employeeâs workflow graph.
10. Once everything has been filled in, click the Add button.
đFor more information, see this article FAQ: Scoring Phases.
How do I add the Self Scoring Phase?
1. Go to Administration â Performance â Appraisal Setup.
2. Click the Appraisal Settings dropdown and select Appraisal Phases.
3. Click the Add New Phase Button.
This opens up a new drop-down allowing you to fill in the following information.
1. Phase: This allows you to select the type of phase (in this example, it is the Self Scoring Phase).
2. Phase Title: This title is displayed to all users.
3. Previous Phase: This determines which phase the new phase will follow.
4. Start Date and End Date: This is the fixed duration of the phase.
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Start Date and End Date will only appear if you have selected the Fixed Duration Type. If you have selected Relative, you will need to enter in the number of weeks/months for each phase.
5. Description: This should describe the phase for the employee and manager.
6. Appraisal Phase Settings: This allows an administrator to determine if the employee and their manager can add, edit, or delete sections from the appraisal.
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Section Items refer to overall sections (Goals, Competencies, Questions). Section Subitems refers to the sub-items that relate to a section item. Goal measures for example.
7. Require all items to be rated: This ensures employees rate all section items before completing the Self Scoring Phase.
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If the employee does not rate all required sections and submits the phase, a pop-up message will alert them.
8. Manager responses are visible by employee: This allows the employee to view the responses entered in by their manager to the question section.
9. Require manager approval: This requires the manager's approval of the submitted self-scoring phase before progressing to the next phase.
10. Background colour: This allows you to set a custom color for the phase. This appears on the employeeâs workflow graph.
11. Once everything has been filled in, click the Add button.
How do I add the Complete Phase?
1. Go to Administration â Performance â Appraisal Setup.
2. Click the Appraisal Settings dropdown and select Appraisal Phases.
3. Click the Add New Phase Button.
This opens up a new drop-down allowing you to fill in the following information.
1. Phase: This allows you to select the type of phase (in this example, it is the Complete Phase).
2. Phase Title: This title is displayed to all users.
3. Previous Phase: This determines which phase the new phase will follow.
4. Start Date and End Date: This is the fixed duration of the phase.
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Start Date and End Date will only appear if you select the Fixed Duration Type. If you have selected Relative, you must enter the number of weeks/months for each phase.
5. Description: This should describe the phase for the employee and manager.
6. Manager responses are visible by employee: This allows the employee to view the responses entered in by their manager throughout the appraisal.
7. Background colour: This allows you to set a custom color for the phase. This appears on the employeeâs workflow graph.
8. Once everything has been filled in, click the Add button.
â ď¸This phase only exists to tell the system that when this phase is hit, the appraisal should be closed off. This only appears for admins in the template view and not for end users.
â ď¸The appraisal status for the Complete phase is 'Completed'.
Available Notification
Appraisal Complete: This notification will be triggered when the status of the appraisal changes to 'Complete.'
â ď¸Please ensure that the appraisal notification is activated before assigning the appraisals. Any new notification will only apply to newly assigned appraisals.