A review can easily be set up by an admin in 7 steps. Depending on the type of review you are creating, you have several options to allow you to customize it to your needs.
We have a video available here which explains the entire process. If you'd rather read, please scroll down for a full written explanation of the review setup steps!
Looking for instructions or guidance on a specific kind of review? Check out the rest of the articles in this collection or reach out to your Customer Success Manager.
1. Select review type
To create a review first select Reviews on the navigation menu and click "create a review." Choose the review type you want and add an optional self-assessment.
Note: self-assessment is not available for a Pulse survey.
2. Add Participants
A review consists of recipients (the person receiving the feedback) and reviewers (the person giving the feedback).
Participants can be added manually by following the instructions below or via CSV upload by following the instructions here.
On the Participants page, add in your feedback recipients by clicking the green "Add participants" button next to Recipients.
A pop up will appear where you can select the feedback recipients by checking the box adjacent to their name. You can add all users by checking the box 'select all'.
Once you've added feedback recipients you can add the reviewers. Certain review types will automatically select the correct reviewer for you when saving. This is based on manager and direct report settings in the Impraise system.
Performance review - managers will be automatically selected as reviewers
Leadership review - direct reports will be automatically selected as reviewers
Add reviewers manually
As an admin, you can add reviewers for each feedback participant manually by clicking "suggest reviewers." You can search for reviewers by name or pull up a list of all users by clicking on the people icon on the right side of the search bar.
External reviewers can be added by typing their email address into the search bar. This option will only be available if External Reviewers have been enabled in your organization.
Adding a reviewer selection phase allows recipients to select the reviewers that they would like to receive feedback from. It is enabled automatically for a Peer review type but can be turned off or on for any review type (except Pulse surveys). To edit Reviewer selection, select "edit" and toggle the reviewer selection on or off in the pop-up window.
When Reviewer selection is enabled, you will have the option to edit 3 settings.
Recommended number of reviewers: A warning will pop up if someone goes over the recommended number of reviewers. This includes any reviewers that you have preselected for them, or in the case of a performance review, their manager.
Allow users to edit preselected reviewers: When this is enabled, users have the ability to delete preselected reviewers.
Manager Approval: Enabling adds one step of allowing managers to approve the reviewer selection of their direct reports before the review begins. Managers can also delete or add reviewers. This step is often helpful in a Peer review to ensure that users have selected someone to review them.
3. Add Questions
The questions you ask in a review will determine the feedback received. Looking for inspiration or ideas? See here for templates and suggestions.
You can either select from your company's pre-populated competency library or write your own custom question.
In reviews that include a self-assessment, you have the option to write a self-assessment alternative which will be seen only by the feedback recipients. It allows those reviewing themselves to have the question or topic positioned in an inward perspective.
Once your question is set, you can select from 3 different answer types. “Rating scale with comment” is the default answer type.
Rating scale: a scale based on your organization-wide settings
Multiple-choice: a minimum of 2 options
Open-ended answer: an open text field
Ask for a comment
You have the option to ask for a comment on a Rating Scale or a Multiple-choice answer type.
Mark as required
You have the option to mark specific questions as required. Participants must complete the question before submitting their review. If a rating scale or multiple-choice questions is asking for a comment, the comment will not be required.
Once your questions are finalized, you can adjust the order by clicking on the six dots on the left side of the question and dragging the question to the place that you like.
Here you will schedule your review. Depending on your review settings, you will have a few dates and times to define.
If you have enabled reviewer selection, you must define the length of time for this selection period. We suggest giving 2-3 days for reviewer selection.
If you have enabled manager approval, you must define how long this will be. The Manager Approval period will always start as soon as the reviewer selection period has ended. We recommend 1-2 days for this depending on the number of direct reports each manager has.
Feedback (and self-assessment)
If you have enabled reviewer selection or manager approval, the feedback (and self-assessment) period will start as soon as those previous periods have ended.
Start date and time = all participants receive an email and a notification that the review is starting.
End date and time = the review closes and feedback is no longer able to be submitted. All review reports will only be shared upon the deadline.
Optional self-assessment deadline = you have three options here:
1. No self-assessment deadline: the self-assessment deadline is the same as the general review deadline.
2. Soft self-assessment deadline: all participants asked to complete a self-assessment will be communicated this date and time that you choose. They will receive reminders, but if they don’t submit it before that time, they will still be able to complete it later, until the general review deadline.
3. Hard self-assessment deadline: all participants asked to complete a self-assessment will be communicated the date and time of this deadline, and will not be able to submit their feedback after the deadline has passed. They will receive reminders which you'll be able to see in the schedule timeline. It is possible for admins to manually reopen the self-assessment.
Notifications and Reminders
Once you add in start and end dates, you can configure what default reminder notifications will be sent. These notifications cannot be edited, but you can deselect any reminders you do not wish to go out.
As the review progresses, your selected reminders are sent to the review participants who haven't completed their tasks.
Your communication around the review is very important. This is your opportunity to give the review participants clear instructions on how to complete the review as well as share what will happen with the feedback given and the next steps.
Select a title for your review or survey. It should be specific and use keywords for ease of finding later. Examples: 2020 Q2 Sales Performance Check-in or Karen Smith Onboarding Survey
Reviewer selection instructions
If you have enabled reviewer selection, this will be included in their first email inviting receivers to select their reviewers and will appear in the reviewer selection task in Impraise. Add instructions here to guide people in selecting the correct reviewers.
The review instructions will be included in the invitation email sent to all review participants and will appear on the review task in Impraise. Whether you're completing a self-assessment, performance review, or both, the context will be the same for everyone. Give as much information here as possible to help participants be successful in completing their review.
Looking for inspiration or ideas on review communication? See here for templates and suggestions.
The last step is deciding who the reports are shared with and the anonymity of those reports. Review reports are shared at the deadline, feedback and the review reports will not be available before the deadline. You cannot edit who will receive the report once the review has started.
Share reports with
You can select to share the report with the feedback recipient and or feedback recipient's manager. This can be done anonymously (the feedback does not show who gave the feedback) or non-anonymously (the feedback shows who gave the feedback).
Optional: You can allow managers to view self-assessments when reviewing direct reports while the review is ongoing. This gives managers the opportunity to fine-tune their feedback for their teams. Note: managers will not be alerted when their direct report submits their self-assessment, and managers can begin their evaluation prior to the self-assessment being completed.
You can also add "Observers" to a review. Observers will have access to review analytics and to review reports either anonymously or non-anonymously.
We recommend always adding your Generic HR Admin account as an observer to every review. This account will be your review "filing cabinet" and will ensure that your HR team will always have access to review reports no matter the change in staffing at your company.
7. Double-Check and Schedule
When you feel you are ready click Save and close. Always double-check the summary of your review, then select the Schedule button to set your review in motion!