Within this article, Performance administrators can understand how to create and link a rating system to fit their specific appraisal requirements. The rating system is a visual scale for users to rate themselves against the appraisal sections. This rating system can be applied to sections such as goals, development objectives, competencies, and summary.
How to Create a Rating System?
To create a new rating system:
Navigate to Administration → Performance → Rating Systems.
Click Add New Rating System.
Enter the rating system details, including:
Title: Enter the name of your rating system.
Description: Provide a brief description of the rating system.
Style: Select how the rating scale will be displayed to users.
Button: Allows a selection from a row of options. Hovering over the rating allows the display of the rating description.
Drop Down: Allows a single selection from a drop-down menu.
Slider: Allows a rating by adjusting a slider from left to right. Upon selecting a rating position on the slider, the rating description will be hover above.
Star: Allows a rating based on the number of selected stars.
After selecting a style, add rating items to the system by clicking on the 'Add New Rating Item' button. For each item, enter:
Title: Name of the rating item.
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A 'Rating Item' is the visible name and assigned value of the rating for users and reporting purposes. When users are rating, the system will always display the text names for the scores. In reporting it’s the numerical value that is displayed.
Value: Numerical value of the rating item.
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Each 'Rating Item' value must be unique.
Description: Brief description of the rating item, visible when a user hovers over certain rating style items.
Repeat step 4 for each rating item you would like to add.
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The Rating System can contain multiple Rating Items, depending on the desired scale (e.g., 6-point, 5-point, 3-point Rating Scale).
Once all the details have been filled in, click Save to create the new rating system.
How to Add a Rating System to a Section within an Appraisal?
Rating systems can be added to various sections including Goals, Development Objectives, Competencies, Checkpoints, and Summary sections.
Navigate to Administration → Performance → Appraisal Setup.
Click Appraisal Settings.
Select the Appraisal Sections tab.
Click on the Edit icon for the relevant section.
Click Appraisal Section Settings.
Under Section General Setting Tick 'Ratings is active' Rating System will appear below.
Select the appropriate Rating System Save.
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Please be aware that all Appraisal section types that contains a rating (e.g., all "Checkpoints" or all "Competencies") must share the same rating system. For example, you could add a "Competencies" section and apply a unique rating system to it. However, all subsequent "Competencies" sections would then use that same rating system.
Changing Rating Systems in an Appraisal with Assignments
Rating systems cannot be updated or changed in an appraisal template if there are employees who are already assigned to the appraisal.
The Rating System will be greyed out and a message will be displayed below.
To change the rating system for an appraisal, you will need to delete/unassign all users from the appraisal. Please see the bulk delete appraisal article for more information.
Employee Visibility of Manager Rating
Admins can allow employees to view manager scores (ratings) within the appraisal and have the option to configure when manager ratings are visible; after the Manager Scoring phase is finalised, or after the appraisal is finalised.
To configure the manager rating display:
Navigate to Administration → Performance → Appraisal Setup.
Click Appraisal Settings.
Select the Appraisal Settings tab.
Under Appraisal Settings Tick 'Employee can see manager score' to allow the employee to see manager ratings.
Once this setting is enabled, the option to configure 'Overall Manager Rating Display' will become available with the following options:
Manager Scoring Phase Finalised: The manager rating will be displayed after the Manager Scoring phase is completed.
After Appraisal is Finalised: The manager rating will be displayed once the appraisal reaches the Complete phase.
Click Save to apply your changes.
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Please ensure you sync the changes to apply the settings to existing appraisals.
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Checkpoints are not reliant on phases so the overall manager rating display setting will not apply to checkpoints. Checkpoint ratings will be visible immediately after the manager approves the checkpoint. See more on appraisal checkpoints here.
Frequently Asked Questions (FAQ)
Can rating systems be uploaded or updated in bulk? +
Rating systems currently cannot be bulk uploaded or updated. Each rating system and rating item will need to be updated individually.
Can ratings be added to Question sections? +
No, ratings cannot be added or enabled for Question sections. Ratings can only be enabled for Goal, Development Objective, Competency, Checkpoint, or Summary sections.
Can the employee and manager provide ratings at the same time? +
No, ratings can only be submitted by either the employee during the Self Scoring phase or the manager during the Manager Scoring phase. Phases cannot occur at the same time and occur sequentially (one after the other) so employee and manager ratings must be provided in separate phases during the appraisal.
Employees and managers cannot see the option to provide ratings, why are they unable to provide ratings? +
Ratings can only be provided by the employee during the Self Scoring phase, and by the manager during the Manager Scoring phase. Please ensure the appraisal has progressed to these phases to allow ratings to be provided.
Admins can check which phase the appraisal is currently sitting in:
View the employee's appraisal Click on the Diagnostics tool.
Under Compare Configurations Click the Phases tab Click the drop-downs to each phase until you can see the Status 'In Progress'.