Campaign Management
This document covers creating, configuring, and managing review campaigns from the HR/Admin perspective.
Overview
Campaign management is the foundation of the Review Campaigns module. HR administrators create campaigns that define the structure, timeline, and parameters for performance reviews across the organization.
Accessing Campaign Management
Navigation: Review Campaigns (from main menu)
│
└── Review Campaigns List
├── View all campaigns
├── Create new campaign
├── Open campaign details
└── Bulk actions (delete, export)
Campaign List View
The campaign list provides an overview of all review campaigns in the system.
List Features
┌─────────────────────────────────────────────────────────────────┐
│ REVIEW CAMPAIGNS [+ Create] │
├─────────────────────────────────────────────────────────────────┤
│ [Search by campaign name...] [Status ▼] [More filters] │
├─────────────────────────────────────────────── ──────────────────┤
│ □ │ NAME │ STATUS │ COMPLETION │ PART. │
├─────────────────────────────────────────────────────────────────┤
│ □ │ Annual Review 2024 │ ● Completed │ 100% │ 150 │
│ □ │ Q4 2025 Check-in │ ● In Progress│ 65% │ 45 │
│ □ │ Q1 2026 OKRs │ ○ Not Started│ 0% │ 80 │
├─────────────────────────────────────────────────────────────────┤
│ Showing 1-8 of 12 [< 1 2 >] │
└─────────────────────────────────────────────────────────────────┘
Table Columns
| Column | Description |
|---|---|
| Checkbox | Select for bulk actions |
| Name | Campaign title (click to open details) |
| Status | Current campaign status with color badge |
| Completion | Percentage of completed reviews |
| Participants | Number of employees in the campaign |
| Creation Date | When the campaign was created |
Filtering Options
| Filter | Options |
|---|---|
| Search | Filter by campaign name |
| Status | All, Not Started, In Progress, Completed, Cancelled |
| Sort By | Name, Status, Creation Date, Completion |
Bulk Actions
When one or more campaigns are selected:
| Action | Effect |
|---|---|
| Export | Download campaign data |
| Delete | Remove selected campaigns (with confirmation) |
Creating a New Campaign
Step 1: Access the Creation Wizard
- Click the "+ Create" button in the toolbar
- The campaign creation modal opens with Step 1 active
Step 2: Basic Information
┌─────────────────────────────────────────────────────────────────┐
│ CREATE CAMPAIGN Step 1 of 3 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ BASIC INFORMATION │
│ │
│ Campaign Name * │
│ ┌─────────────────────────────────────────────────────────┐ │
│ │ Annual Performance Review 2024 │ │
│ └─────────────────────────────────────────────────────────┘ │
│ │
│ Description │
│ ┌─────────────────────────────────────────────────────────┐ │
│ │ Comprehensive annual review for all employees. │ │
│ │ Includes goal assessment, competency evaluation, │ │
│ │ and development planning. │ │
│ └─────────────────────────────────────────────────────────┘ │
│ │
│ Default Language │
│ ┌─────────────────────────────────────────────────────────┐ │
│ │ English (EN) ▼ │ │
│ └─────────────────────────────────────────────────────────┘ │
│ │
│ [Cancel] [Next Step →] │
└─────────────────────────────────────────────────────────────────┘
| Field | Required | Description |
|---|---|---|
| Campaign Name | Yes | Unique, descriptive name for the campaign |
| Description | No | Detailed explanation of campaign purpose |
| Default Language | Yes | Primary language for the review form |
Step 3: Timeline & Phases
┌─────────────────────────────────────────────────────────────────┐
│ CREATE CAMPAIGN Step 2 of 3 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ TIMELINE │
│ │
│ Start Date End Date │
│ ┌──────────────────────┐ ┌──────────────────────┐ │
│ │ 2024-01-15 │ │ 2024-02-28 │ │
│ └──────────────────────┘ └──────────────────────┘ │
│ │
│ PHASE CONFIGURATION │
│ │
│ Phase Flow Mode │
│ ○ Parallel (Self-review and reviewer work simultaneously) │
│ ● Sequential (Self-review first, then reviewer evaluation) │
│ │
│ PHASE DURATIONS │
│ │
│ Self-Evaluation Duration Reviewer Evaluation Duration │
│ ┌──────────────────────┐ ┌──────────────────────┐ │
│ │ 14 days │ │ 14 days │ │
│ └──────────────────────┘ └──────────────────────┘ │
│ │
│ Interview Phase Duration │
│ ┌──────────── ──────────┐ │
│ │ 7 days │ (0 = no interview phase) │
│ └──────────────────────┘ │
│ │
│ VISIBILITY SETTINGS │
│ │
│ ☑ Can employee see reviewer's answers? │
│ ☑ Can reviewer see employee's answers? │
│ │
│ [← Back] [Cancel] [Next →] │
└─────────────────────────────────────────────────────────────────┘
| Setting | Description |
|---|---|
| Start Date | When the campaign becomes active |
| End Date | Campaign deadline |
| Phase Flow Mode | Parallel or Sequential phase execution |
| Self-Evaluation Duration | Days for employee self-assessment |
| Reviewer Evaluation Duration | Days for manager evaluation |
| Interview Phase Duration | Days for interview (0 = skip) |
| Visibility Settings | Who can see whose answers |
Step 4: Advanced Settings
┌─────────────────────────────────────────────────────────────────┐
│ CREATE CAMPAIGN Step 3 of 3 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ SIGNATURE REQUIREMENTS │
│ │
│ ☑ Require signature to complete review │
│ │
│ ☑ Allow employee to refuse signature │
│ (Employee can decline to sign with a reason) │
│ │
│ CAMPAIGN BRANDING │
│ │
│ Cover Picture │
│ ┌─────────────────────────────────────────────────────────┐ │
│ │ │ │
│ │ [Upload Image] or [Select from Library] │ │
│ │ │ │
│ └─────────────────────────────────────────────────────────┘ │
│ │
│ │
│ [← Back] [Cancel] [Create Campaign] │
└─────────────────────────────────────────────────────────────────┘
| Setting | Description |
|---|---|
| Require Signature | Participants must sign to finalize |
| Allow Signature Refusal | Employee can refuse with reason |
| Cover Picture | Header image for campaign branding |
Step 5: Create
Click "Create Campaign" to finalize. The campaign is created in "Not Started" status.
Campaign Detail View
After creating a campaign, access its detail view to configure forms and manage participants.
Detail View Layout
┌─────────────────────────────────────────────────────────────────┐
│ ← Back to Campaigns │
├─────────────────────────────────────────────────────────────────┤
│ ┌───────────────────────────────────────────────────────────┐ │
│ │ │ │
│ │ [Campaign Header Image] │ │
│ │ │ │
│ │ Annual Performance Review 2024 │ │
│ │ ○ Not Started │ │
│ │ │ │
│ │ Comprehensive annual review for all employees... │ │
│ │ │ │
│ └───────────────────────────────────────────────────────────┘ │
│ │
│ ┌─────────────────────────────┐ ┌─────────────────────────────┐│
│ │ METRICS │ │ KEY DATES ││
│ │ Completion: 0% │ │ Start: Jan 15, 2024 ││
│ │ Signed: 0 / 150 │ │ End: Feb 28, 2024 ││
│ │ Participants: 150 │ │ Days Until Start: 5 ││
│ └─────────────────────────────┘ └─────────────────────────────┘│
│ │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ REVIEW FORM [Edit Form] ││
│ │ Sections: 5 | Questions: 18 | Languages: EN, FR ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ PARTICIPANTS [Add Participants] ││
│ │ [Search...] [Status ▼] [Department ▼] ││
│ │ ││
│ │ NAME │ EMAIL │ STATUS │ PROGRESS │ MGR ││
│ │ Alice Chen │ alice@... │ Not Started│ ░░░░░░░░ │ Bob ││
│ │ Charlie Davis│ charlie@... │ Not Started│ ░░░░░░░░ │ Bob ││
│ │ ... ││
│ └─────────────────────────────────────────────────────────────┘│
└─────────────────────────────────────────────────────────────────┘
Campaign Header
Displays campaign overview information:
- Campaign name and status badge
- Description
- Header image (if configured)
- Edit and action buttons
Metrics Cards
| Metric | Description |
|---|---|
| Completion | Percentage of finished reviews |
| Signed Reviews | Count of signed vs. total |
| Participants | Total employees in campaign |
| Days Remaining | Time until campaign end |
Review Form Section
Shows form configuration summary:
- Number of sections
- Number of questions
- Supported languages
- OPR configuration status
Actions:
- Edit Form: Open Form Builder modal
Participants Section
Lists all employees in the campaign:
- Search by name or email
- Filter by status or department
- View individual progress
- Inline actions for each participant
Editing a Campaign
What Can Be Edited
| Field | Editable Before Start | Editable After Start |
|---|---|---|
| Campaign Name | ✅ Yes | ✅ Yes |
| Description | ✅ Yes | ✅ Yes |
| Start Date | ✅ Yes | ❌ No |
| End Date | ✅ Yes | ✅ Yes (extend only) |
| Phase Durations | ✅ Yes | ❌ No |
| Visibility Settings | ✅ Yes | ❌ No |
| Signature Requirements | ✅ Yes | ❌ No |
| Review Form | ✅ Yes | ⚠️ Limited |
| Participants | ✅ Yes | ✅ Yes (add only) |
Form Editing Restrictions
Once a campaign has started:
✅ CAN add new sections and questions
✅ CAN edit question text (wording improvements)
✅ CAN add new languages
⚠️ CANNOT change question type
⚠️ CANNOT delete questions with responses
⚠️ CANNOT change mandatory to optional
Duplicating a Campaign
Create a copy of an existing campaign to reuse configuration:
How to Duplicate
- Open campaign detail view
- Click "..." menu or "Duplicate" button
- Confirm duplication
What Gets Copied
ORIGINAL CAMPAIGN COPY
├── Name: "Annual Review 2024" → "Copy of Annual Review 2024"
├── Description → ✓ Copied
├── Timeline settings → ✓ Copied (dates reset)
├── Phase configuration → ✓ Copied
├── Review form → ✓ Copied
├── Visibility settings → ✓ Copied
├── Signature settings → ✓ Copied
└── Participants → ✗ NOT copied (empty)
After Duplication
- Rename the campaign appropriately
- Adjust timeline dates
- Add participants
- Modify form if needed
- Launch when ready
Campaign Lifecycle
Status Transitions
┌──────────────┐
│ │
┌───────────▶│ NOT STARTED │
│ │ │
│ └──────┬───────┘
│ │
│ (start date reached)
│ │
│ ▼
│ ┌──────────────┐
│ │ │
│ │ IN PROGRESS │◀─────┐
│ │ │ │
│ └──────┬───────┘ │
│ │ │
│ ┌─────────┴─────────┐ │
│ │ │ │
│ ▼ ▼ │
│ ┌──────────────┐ ┌──────────────┐
│ │ │ │ │
│ │ COMPLETED │ │ CANCELLED │
│ │ │ │ │
│ └──────────────┘ └──────────────┘
│
(duplicate creates new)
Status Details
| Status | Triggers | Available Actions |
|---|---|---|
| Not Started | Campaign created, before start date | Edit all settings, add participants, delete |
| In Progress | Start date reached | Limited edits, extend deadline, add participants, cancel |
| Completed | All reviews at 100% | View only, export, archive |
| Cancelled | Admin cancelled | View only, cannot resume |
Campaign Actions
Available Actions by Status
| Action | Not Started | In Progress | Completed | Cancelled |
|---|---|---|---|---|
| Edit settings | ✅ Full | ⚠️ Limited | ❌ No | ❌ No |
| Edit form | ✅ Full | ⚠️ Limited | ❌ No | ❌ No |
| Add participants | ✅ Yes | ✅ Yes | ❌ No | ❌ No |
| Remove participants | ✅ Yes | ⚠️ Unused only | ❌ No | ❌ No |
| Duplicate | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes |
| Delete | ✅ Yes | ❌ No | ❌ No | ❌ No |
| Cancel | ❌ No | ✅ Yes | ❌ No | ❌ No |
| Export | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes |
Cancelling a Campaign
When to Cancel:
├── Major changes required that can't be made in progress
├── Business circumstances changed
├── Wrong participants added
└── Campaign no longer needed
Warning:
├── All reviews will be stopped
├── No further progress possible
├── Data is preserved but frozen
└── Cannot be undone
Inline Participant Actions
From the campaign detail participants table:
Change Evaluator
Purpose: Assign a different manager to evaluate an employee
When to use:
├── Original manager unavailable
├── Reporting line changed
└── Workload rebalancing
Steps:
1. Click swap icon next to participant
2. Select new evaluator from list
3. Confirm change
Cancel Review
Purpose: Stop a specific employee's review
When to use:
├── Employee left the company
├── Added by mistake
└── Not applicable to this employee
Steps:
1. Click cancel icon next to participant
2. Confirm cancellation
3. Review marked as cancelled (not deleted)
Reopen Review
Purpose: Resume a cancelled or completed review
When to use:
├── Cancelled by mistake
├── Need to make corrections
└── Extended deadline scenarios
Restrictions:
├── Only available for certain statuses
└── May require admin approval
Campaign Best Practices
Naming Conventions
Good Names:
├── "Annual Performance Review 2024"
├── "Q4 2025 Quarterly Check-in"
├── "Engineering Team 360° Feedback"
└── "New Hire 90-Day Review - March 2024"
Avoid:
├── "Review 1"
├── "Test Campaign"
├── "Campaign Copy (2)"
└── Overly long names
Timeline Planning
RECOMMENDED DURATIONS
Self-Evaluation:
├── Simple review: 7-10 days
├── Comprehensive review: 14-21 days
└── Allow buffer for holidays/PTO
Reviewer Evaluation:
├── Match or exceed self-evaluation duration
├── Managers often have multiple reviews
└── Consider manager workload
Interview Phase:
├── 7-14 days typical
├── Allow scheduling flexibility
└── Can be 0 if no interview needed
Total Campaign:
├── Quarterly check-in: 3-4 weeks
├── Annual review: 6-8 weeks
└── 360° feedback: 4-6 weeks
Pre-Launch Checklist
Before launching a campaign:
□ Form completed and tested
□ All questions have required translations
□ Participants list finalized
□ Evaluators assigned correctly
□ Timeline reviewed by stakeholders
□ Visibility settings confirmed
□ Signature requirements set
□ Communication plan ready
□ Support resources prepared
Troubleshooting
Common Issues
| Issue | Cause | Solution |
|---|---|---|
| Can't edit form | Campaign already started | Duplicate and make changes for next cycle |
| Participants missing | Not added to campaign | Add participants from detail view |
| Wrong evaluator | Incorrect assignment | Use change evaluator action |
| Campaign stuck | Reviews not progressing | Check individual review statuses |
| Can't delete | Campaign has started reviews | Cancel instead of delete |
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