Performance appraisals can be effortlessly assigned using Assignment Rules, providing a time-saving solution for admins. This feature streamlines the appraisal assignment process, offering set-and-forget convenience by automating assignments based on pre-defined conditions in the rule.
📝 | For more frequently asked questions, see our article FAQ: Appraisal Assignment Rules |
Creating a New Appraisal Assignment Rule
To create a new Appraisal Assignment Rule, company admins users can follow these steps:
1. Navigate to Administration > General > Assignment Rules
2. Click New Rule
3. Enter the Appraisal Name (required) and Description (optional) > Select the Type as Appraisal.
4. Click Add Condition to set a user condition. Select one or more conditions to create a list of users for this assignment rule.
📝 | As an example, adding a condition for 'Start Date is 01/01/2024' means only users with a start date after 01/01/2024 will be applied to this assignment rule. |
⚠️ | If there are no conditions added, all users will be selected. |
Custom profile fields can also be selected in the condition.
As an example, a custom profile field 'Employment Type' can be used to apply the assignment rule only to 'Part Time' employees.
5. Enter and select the appraisal template you want to assign to users.
6. Depending on your Appraisal Duration Type Settings, the assignment rule will commence appraisals from a Fixed Start Date, or a Relative Start Date. See more on Fixed and Relative Appraisal Start Dates below.
If the selected appraisal is Fixed, the assignment rule will commence the appraisal from the fixed start date within the appraisal .
Otherwise, if the selected appraisal is Relative, you will be displayed with the options below > Select one of the following options to apply when the appraisal starts.
⚠️ | When an assignment rule does not assign appraisals If an assignment rule has saved successfully but some employees are not receiving appraisals, check the following:
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7. Click Save once you are done making changes.
8. Review the information in the popup by comparing the Before and After sections > Click Confirm to confirm the changes made to the assignment rule.
Assignment rules are often used to automatically assign probation or induction appraisals to new starters. Keep in mind:
Targeting only new starters: Use conditions such as Start Date and optional custom profile fields (for example, a probation required flag or Employment Type) so that only new employees, and only those who should complete the appraisal, are captured. Existing staff with earlier start dates will be excluded.
Assignment timing: Assignment rules assign appraisals as soon as an employee meets the rule’s conditions. They cannot delay assignment until “3 months after start date” or “6 months after start date”.
Designing the timing:
To vary timing per employee, use a Relative appraisal template, and base the appraisal start date on User Start Date, Assignment Date, or Service Start Date, then configure phase/checkpoint dates and notifications around those dates.
If you need separate 3- and 6-month reviews, you can either include both checkpoints in one appraisal template or run reports over Start Date and assign additional templates manually or in bulk as needed.
If you need appraisals to start strictly on the employee’s own start date rather than a single fixed date, ensure the appraisal template is set to Relative before you configure the assignment rule.
Editing an Assignment Rule
Company admins can edit an existing Appraisal Assignment Rule by following these steps:
1. Navigate to Administration > General > Assignment Rules
2. Click Edit for the assignment rule you want to update
3. Click the Unlock button
4. Click OK
5. Make changes as needed.
6. Click the Save
7. Review the information in the popup by comparing the Before and After sections > Click Confirm to finalise the changes made to the assignment rule.
⚠️ | Appraisals no longer affected by this assignment rule will not be automatically deleted. You can manually delete these appraisals from the appraisal setup if needed. |
Deactivating an Assignment Rule
Company admins can deactivate an assignment rule to prevent the system from applying the rule to new or existing employees:
1. Navigate to Administration > General > Assignment Rules
2. Search rule > Click drop down icon > Deactivate
3. Click Confirm
⚠️ | Deactivating assignment rules will not automatically delete appraisals that have been assigned via the assignment rule. Company admins will need to manually delete the appraisal from the Appraisal Setup. |