What a KPI is here
A KPI (key performance indicator) is a number you expect from an employee each day, week or month — sales rung up, attendance rate, missions completed — with a target. HR → Performance → KPIs is where you define them, give people targets and see scores. KPIs also feed performance reviews.
Two kinds of KPI
- Automatic — scored by the system from data it already has: completed sales count, attendance rate, missions completed, on-time rate, routine checklist completion. Scored every morning for the current and the previous period, and whenever you press Refresh.
- Manual — anything you measure yourself (mystery-shopper score, upsell rate). A manager types the score for each period on the employee's KPI page.
Each KPI has a unit and a period (daily, weekly, monthly). Scores are kept per employee per period, and every score keeps a copy of the KPI's name and definition as it was, so renaming a KPI later never rewrites old results.
Targets: role default, personal override
Give a KPI a default target per role (all cashiers: 400 sales a month) in the targets matrix, then assign it to employees. Assigning to a whole role applies the role target; assigning to one person lets you set a custom target for them. The employee's effective target is their custom target if they have one, otherwise the role target.
Changing a target keeps the history
Open the employee's KPI page (HR → Performance → KPIs → employee) and use Edit target. The old target is closed as of yesterday and the new one starts today; both stay on record with who set them and an optional note ("Raised after store expansion"). Nothing is overwritten. The Target history table on that page lists every target the employee has ever been given, from when to when.
To stop measuring a KPI for someone, Archive it — scores and history are kept, and the KPI stops being scored. Reactivate starts a fresh target from today.
Reading scores
The employee page shows the current period's scores against target and a score history by period. Scores for automatic KPIs appear once the morning scoring has run (or after Refresh); a period shows no score until then.
KPIs in performance reviews
When a reviewer opens a performance review, the facts panel includes the employee's KPIs for the review period: achieved against target with an attainment percentage, counting KPIs summed and rate KPIs averaged across the periods inside the review window. It is frozen into the review on publish. A template competency can be set to Suggest from KPIs, which pre-fills the reviewer's rating from attainment; the reviewer can always change it.
Who can manage KPIs
Anyone who can manage employees, or who holds Manage Performance Reviews. Employees do not edit KPIs; they see their scores through their reviews.
Progress updates from staff
Employees see their own KPIs under Workplace → KPIs (what they see). For manual KPIs they can submit a progress update: the value they reached for the period and a note on what they accomplished. Each update reaches the people who can manage KPIs by Telegram or email and waits at the top of HR → Performance → KPIs and on the employee's KPI page.
- Accept records the score for that period — you can adjust the value before accepting, and your note goes back to the employee. The score row shows you as the scorer with the employee's note attached.
- Decline sends your reason back; the employee can submit again.
Automatic KPIs cannot be submitted against — the system counts them — but the employee sees a live figure for the current period so they know where they stand before the morning scoring runs.
Correcting the period on a staff update
Staff often leave the period picker on the current month while reporting work from the previous one. You do not need to decline and ask for a resubmission: in the Accept dialog, change the Period to the one the work actually covers, then record the score. To fix the period without deciding yet, use Fix period on the pending row.
- The update keeps the period it was originally sent with, who corrected it and when. Both periods show on the pending list and on the employee's own page, and the employee is notified of the correction.
- If a score is already recorded for the period you pick, the dialog warns you — accepting replaces that score.
- You cannot move an update onto a period that already has another pending update from the same employee for the same KPI; decide that one first.
- Every period change is written to the audit log (kpi_update.period_changed) with the old and new period.
Seeing every update an employee sent
Open the employee from the score grid. Staff updates lists every update they sent with its period, value, goal and status. Declined updates show your reason; accepted ones show the value recorded and who accepted it. Only accepted updates become scores.
Team KPIs board
HR → Performance opens on the board: one row per employee, one column per KPI, with the people who need attention at the top. Defining KPIs, role targets and the score grid are under the Manage KPIs tab.
- Top line of a cell — this period so far against the goal (this week or this month, depending on the KPI).
- Last: — how the previous period ended: the % of the goal reached, not reported, or awaiting review.
- Needs attention — last period's goal missed (under 80%), a staff-reported KPI not reported for last period, or an automatic KPI behind pace now.
- Pace — progress compared with the share of the goal due by today, so nobody is flagged on day two of the month. Rates such as attendance count only days so far. Staff-reported KPIs are only judged after their period ends, since staff report at the end.
- New assignments — a KPI assigned part-way through a period is judged against the share of the goal it had time for; one assigned in the last days of a period isn't judged for it.
- Last: monthly entry — a weekly or daily KPI that was scored for the whole month on the old score dialog. It isn't flagged; re-enter it for the right week or day on the employee's KPI page if you want it counted.
The score grid under Manage KPIs is a month view, so it lists monthly KPIs only. When you record a score on an employee's KPI page, pick the day, week or month it covers.
The counts at the top filter the table; you can also filter by role or department, or search. Click a name for that employee's KPI page. Staff updates waiting for a decision are listed below the board.