Quick Reference

This guide provides quick checklists, reference tables, and step-by-step summaries for rapid lookup during review campaign operations.

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Campaign Statuses Quick Reference

Status	Icon	Meaning	Available Actions
Not Started	Gray	Before start date	Edit, Delete, Duplicate
In Progress	Orange	Active campaign	Monitor, Manage Participants, Limited Edits
Completed	Green	100% finished	View Reports, Download PDFs
Cancelled	Red	Manually stopped	View Only

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Phase Flow Reference

┌─────────────────────────────────────────────────────────────────┐
│                    REVIEW PHASE PROGRESSION                     │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  PARALLEL MODE:                                                 │
│  Self-Evaluation ──────────────┐                                │
│                                ├──▶ Interview ──▶ Completed     │
│  Reviewer Evaluation ──────────┘                                │
│                                                                  │
│  SEQUENTIAL MODE:                                               │
│  Self-Eval ──▶ Reviewer Eval ──▶ Interview ──▶ Completed        │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

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Participant Status Reference

Status	Who	Meaning	Next Action
Not Started	Any	Haven't opened review	Start form
In Progress	Any	Working on form	Continue/Submit
Standby	Employee	Submitted, waiting for manager	Wait
Standby	Evaluator	Submitted, waiting for interview	Prepare interview
Done	Any	Fully completed	View/Download

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Question Types Reference

Type	Icon	Best For	Answer Format
Text	✏️	Open feedback, explanations	Free text
Single Choice	⭘	Ratings, categorical selection	One option
Multiple Choice	☑️	Multi-select lists	Many options
Skills	🎯	Competency assessment	Skill list + levels
Past Objectives	📋	Goal review	Imported goals + status
Future Objectives	🎯	Goal setting	New goals + metrics

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Role Permissions Reference

HR Administrator Actions

Action	Not Started	In Progress	Completed
Edit campaign details	✅	⚠️ Limited	❌
Edit form	✅	❌	❌
Add participants	✅	✅	❌
Remove participants	✅	⚠️ If not started	❌
Change evaluators	✅	✅	❌
Cancel review	✅	✅	❌
Reopen review	N/A	N/A	✅
View reports	❌	✅	✅
Download PDFs	❌	⚠️ Completed only	✅

Manager Actions

Action	Phase	Availability
Complete evaluation	Reviewer Phase	✅ Always
View employee answers	Reviewer Phase	⚠️ If visibility ON
Add second reviewer	Reviewer Phase	✅ If allowed
Lock/Unlock review	Interview	✅ Main evaluator only
Add comments	Interview (Unlocked)	✅
Submit interview	Interview (Locked)	✅
Sign review	After interview	✅

Employee Actions

Action	Phase	Availability
Complete self-evaluation	Self-Evaluation	✅ Always
View manager's answers	Interview	⚠️ If visibility ON
Add comments	Interview (Unlocked)	✅
Sign review	After interview	✅
Refuse signature	After interview	⚠️ If allowed
Download PDF	Completed	✅

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Checklists

HR: Pre-Campaign Launch Checklist

□ Campaign Details
  □ Clear, descriptive name chosen
  □ Review type selected (Annual, Quarterly, 360°, Custom)
  □ Start and end dates set
  □ Dates don't conflict with holidays/busy periods

□ Timeline Configuration
  □ Self-evaluation phase: 14-21 days (annual) or 7-10 days (quarterly)
  □ Reviewer phase: 14-21 days (annual) or 7-10 days (quarterly)
  □ Interview phase: 7-14 days (annual) or 3-5 days (quarterly)
  □ Buffer time included for delays

□ Form Design
  □ 15-25 questions total
  □ 4-6 sections
  □ Questions are clear and concise
  □ Rating scales are consistent
  □ Required fields marked appropriately
  □ All translations complete (if multilingual)

□ Participants
  □ All employees added
  □ Correct evaluators assigned
  □ Evaluator workload checked (max 8-10 per manager)
  □ New manager situations addressed

□ Settings
  □ Visibility settings reviewed
  □ Signature requirements set
  □ Phase flow mode selected (parallel vs sequential)
  □ Notifications configured

HR: Campaign Monitoring Checklist (Daily)

□ Dashboard Review
  □ Check overall completion percentage
  □ Review phase-specific completion rates
  □ Identify stalled reviews (>5 days no activity)

□ Participant Check
  □ List of "Not Started" participants reviewed
  □ Overdue participants identified
  □ Evaluator workload balanced

□ Intervention Actions
  □ Day 3: First reminder to non-starters
  □ Day 7: Progress check (should be ~50%)
  □ Day 12: Deadline warning
  □ Day 14: Final reminder

□ Issues
  □ Support tickets reviewed
  □ Escalations addressed
  □ Common questions documented

Manager: Evaluation Preparation Checklist

□ Before Campaign
  □ Confirmed as evaluator for all direct reports
  □ Calendar blocked for evaluations and interviews
  □ Previous review notes gathered
  □ Rating calibration guidelines reviewed

□ Before Writing Evaluation
  □ Employee's self-evaluation reviewed (if visible)
  □ Performance notes from full period gathered
  □ Specific examples identified for feedback
  □ Objective data collected (metrics, project outcomes)
  □ Peer feedback gathered (if applicable)

□ While Writing
  □ Using SBI model for feedback (Situation, Behavior, Impact)
  □ Covering full review period (not just recent events)
  □ Specific development recommendations included
  □ Rating calibration considered

Manager: Interview Preparation Checklist

□ Before the Meeting
  □ Both evaluations reviewed side-by-side
  □ Areas of alignment identified
  □ Differences noted with talking points
  □ Specific examples ready for discussion
  □ Development resources identified

□ Meeting Setup
  □ Private space reserved
  □ 45-60 minutes blocked
  □ Calendar clear of interruptions
  □ Notes/forms accessible

□ During Interview
  □ Positive opening prepared
  □ Agenda shared with employee
  □ Active listening practiced
  □ Comments added during discussion
  □ Next steps and goals confirmed

□ Completing Interview
  □ Review locked when discussion complete
  □ Performance score entered (if applicable)
  □ Interview submitted
  □ Signature process completed

Employee: Self-Evaluation Checklist

□ Preparation
  □ Review period dates confirmed
  □ Previous objectives/goals reviewed
  □ Calendar reviewed for key projects
  □ Accomplishments list created
  □ Positive feedback collected (emails, reviews)
  □ Skills developed noted

□ Writing Self-Evaluation
  □ Specific examples used (not generalities)
  □ Data and metrics included where possible
  □ Full review period covered (not just recent)
  □ Achievements stated confidently
  □ Development areas acknowledged honestly
  □ Future goals articulated

□ Before Submitting
  □ All required fields completed
  □ Answers reviewed for clarity
  □ Saved as draft first
  □ Ready for manager to see

Employee: Interview Preparation Checklist

□ Before the Meeting
  □ Self-evaluation re-reviewed
  □ Questions for manager prepared
  □ Career goals ready to discuss
  □ Open mindset adopted

□ Questions to Ask
  □ "What specific skills should I develop for promotion?"
  □ "How can I get more exposure to [area of interest]?"
  □ "What's one thing I could improve for biggest impact?"
  □ "Are there upcoming projects where I could contribute?"

□ After the Meeting
  □ Signature completed (or refusal with reason)
  □ PDF downloaded for records
  □ Development actions noted
  □ Follow-up meetings scheduled

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Quick Step-by-Step Guides

Creating a Campaign (HR)

1. Navigate to Review Campaigns
2. Click "Create New Campaign"
3. Step 1: Basic Information
   - Enter campaign name
   - Select review type
   - Set start/end dates
   - Click "Next"
4. Step 2: Timeline
   - Set phase durations
   - Choose phase mode (parallel/sequential)
   - Click "Next"
5. Step 3: Advanced Settings
   - Configure visibility
   - Set signature requirements
   - Review summary
   - Click "Create Campaign"
6. Add participants (manual or dynamic rules)
7. Create or select form template
8. Review and activate

Adding Participants (HR)

Manual Method:
1. Open campaign detail
2. Click "Add Participants"
3. Select "Manual" tab
4. Search for employees
5. Click to add each employee
6. Verify evaluator assignment
7. Click "Add Selected"

Dynamic Rules Method:
1. Open campaign detail
2. Click "Add Participants"
3. Select "Dynamic Rules" tab
4. Add filter criteria (department, location, etc.)
5. Preview matching employees
6. Verify evaluator assignment
7. Click "Add Users"

Completing Self-Evaluation (Employee)

1. Go to "My Reviews"
2. Find review with "Action Required"
3. Click to open review
4. Read introduction (if present)
5. Complete each section:
   - Answer all required questions
   - Save progress frequently
   - Use "Previous"/"Next" to navigate
6. Review all answers
7. Click "Submit"
8. Wait for manager's evaluation

Completing Evaluation (Manager)

1. Go to "My Team's Reviews"
2. Find review in "To Evaluate" status
3. Click to open
4. Review employee's self-evaluation (if visible)
5. Complete your evaluation:
   - Use SBI model for feedback
   - Provide specific examples
   - Include development suggestions
6. Save progress frequently
7. Click "Submit Evaluation"
8. Schedule interview meeting

Conducting Interview (Manager)

1. Meet with employee at scheduled time
2. Open review in system
3. View both answers side-by-side
4. Discuss:
   - Start with achievements/agreements
   - Address differences constructively
   - Agree on development areas
   - Set future goals
5. Add discussion comments (while unlocked)
6. When discussion complete:
   - Click "Lock Review"
   - Enter performance score (if applicable)
7. Click "Submit Interview"
8. Both parties sign

Signing and Completing (Both)

1. After interview submission
2. Click "Sign Review"
3. Enter name as signature
4. Click "Confirm Signature"
5. Wait for other party (if first to sign)
6. Once both signed:
   - Review marked as "Completed"
   - Download PDF for records

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Recommended Durations Reference

Campaign Type	Self-Eval	Reviewer	Interview	Total
Annual Review	14-21 days	14-21 days	7-14 days	6-8 weeks
Quarterly Check-in	7-10 days	7-10 days	3-5 days	3-4 weeks
360° Feedback	7-10 days	14-21 days	7 days	4-6 weeks
Probation Review	5-7 days	5-7 days	3-5 days	2-3 weeks

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Lock/Unlock Quick Reference

┌─────────────────────────────────────────────────────────────────┐
│  INTERVIEW PHASE - LOCK STATES                                  │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  🔓 UNLOCKED (Default)                                          │
│  ├── Comments: ✅ Enabled                                        │
│  ├── Scoring: ❌ Disabled                                        │
│  ├── Submit: ❌ Not available                                    │
│  └── Purpose: Discussion and feedback                           │
│                                                                  │
│  🔒 LOCKED                                                       │
│  ├── Comments: ❌ Disabled                                        │
│  ├── Scoring: ✅ Enabled                                         │
│  ├── Submit: ✅ Available                                        │
│  └── Purpose: Finalization                                      │
│                                                                  │
│  Rules:                                                         │
│  ├── Only main evaluator can lock/unlock                        │
│  ├── Cannot unlock if either party has signed                   │
│  └── Lock before submitting interview                           │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

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Visibility Settings Quick Reference

Setting	ON	OFF
Employee sees reviewer answers	Employee views manager's evaluation during/after interview	Employee only sees own answers until discussion
Reviewer sees employee answers	Manager views self-evaluation when completing their form	Manager evaluates independently, sees at interview

Common Configurations:

Configuration	Use Case
Both OFF	Maximum independence, full reveal at interview
Reviewer ON only	Manager has context, employee gets fresh perspective at interview
Both ON	Full transparency, no surprises

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Alert Types Reference

Alert Type	Trigger	Action
Overdue	Past phase deadline	Follow up immediately
Stalled	No activity 5+ days	Send reminder
High Load	>10 reviews assigned	Check evaluator support
Low Completion	<50% at midpoint	Increase communications
Approaching Deadline	2 days before phase end	Send urgent reminder

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Form Design Quick Reference

Optimal Structure:

• Total Questions: 15-25 (never >30)
• Sections: 4-6
• Questions per Section: 3-5

Question Type Distribution:

Type	Percentage	Count (of 20)
Rating (Single Choice)	40%	8
Text (Open-ended)	30%	6
Objectives	20%	4
Skills	10%	2

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Keyboard Shortcuts

Shortcut	Action	Where
Ctrl/Cmd + S	Save progress	Form completion
Tab	Next field	Form completion
Shift + Tab	Previous field	Form completion
Enter	Select/Confirm	Buttons, dialogs
Esc	Close modal	Any modal

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Status Icons Legend

Icon	Meaning
🔴	Critical / Overdue / Error
🟠	In Progress / Active
🟢	Completed / Success
🔵	Info / Pending
⚪	Not Started
⚠️	Warning / Attention Needed
✅	Completed Action
❌	Cancelled / Refused
🔒	Locked
🔓	Unlocked
✍️	Signature Required

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Troubleshooting Quick Guide

Issue	Cause	Solution
Can't find "Create Campaign" button	Insufficient permissions	Request HR Admin role
Can't edit campaign	Campaign in progress	Some fields locked; create new if major changes needed
Participant not seeing review	Not added as participant	Add to campaign
Manager can't see employee's answers	Visibility setting OFF	Check campaign settings
Can't submit evaluation	Required fields missing	Complete all required questions
Can't lock review	Not main evaluator	Only main evaluator can lock
Can't sign review	Interview not submitted	Lock and submit first
PDF download not working	Review not completed	Complete all signatures first

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Contact & Support

For issues not covered in this guide:

1. System Issues: Contact IT Support
2. Process Questions: Contact HR
3. Technical Problems: Screenshot error and submit ticket
4. Access Issues: Request permissions from HR Admin

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Navigation

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• Back to: Documentation Index