What it is
Performance Reviews (HR → Reviews) is a structured way to rate an employee for a period, hear their side, and keep a signed record. Each review follows one of your templates, can start with an employee self-assessment, shows the reviewer a facts panel (attendance, sales, voids, missions) for the period, and ends with the employee signing on screen. The signed PDF is filed to their 201 record automatically.
Who can do what
- Manage Performance Reviews permission (HR & Staff): open reviews for anyone, manage templates, change reviewers, see every review. Roles that already manage employees received it automatically.
- Department heads and supervisors can open and complete reviews for members of their own departments without the permission.
- Anyone assigned as the reviewer of a review can complete that review.
- Nobody can review themselves.
Templates
HR → Reviews → Templates. A template has rated competencies (scored on a 1–5 scale by default; weights control their share of the overall score) and questions (paragraph, short text, number, dropdown, yes/no). Each item can be included in the employee's self-assessment or kept reviewer-only. A "Standard Performance Review" template is included — edit it, duplicate it, or build your own per role.
Template settings: ask for a self-assessment by default and how many days to allow; whether the employee signs on acknowledgment; whether the reviewer sees the facts panel; whether the employee sees the numeric ratings (the narrative is always shown); and the acknowledgment statement printed on the PDF.
Reviews keep their own copy of the template, so editing a template never changes a review that is already open.
Opening a review
- HR → Reviews → Open a Review. Pick the employee, template and period (presets for last month, quarter, 6 or 12 months, year to date).
- Choose the type: regular, probationary / regularization, or ad-hoc.
- The reviewer defaults to the head or supervisor of the employee's primary department, otherwise you. HR can change it later.
- Tick self-assessment to ask the employee first. They are notified by Telegram (or email) with a link and a due date.
An employee can have only one open review at a time.
Completing it
Open the review. If a self-assessment is pending you can draft your side now; publishing unlocks once the employee submits or you Skip self-assessment. Their ratings and answers appear beside each item.
The Facts for the period panel pulls days present, late arrivals (first punch past shift start + 15 minutes), absences from payroll, sales rung up as cashier, voids performed, mission and routine completion, and portal activity. It is live while the review is open and frozen into the record when you publish.
Fill in the ratings, the questions, and the narrative (strengths, areas for improvement, goals for the next period). Private notes are never shown to the employee. Save drafts as often as you like.
Publishing and acknowledgment
Publish to employee finalises the review: the employee is notified, the facts are frozen, and an unsigned PDF is filed to their 201 record. The employee reads it under Workplace → Reviews, can add comments, and signs. The PDF in the 201 record is replaced with the signed version and you are notified.
Comments on the timeline go both ways; tick Internal note to keep a comment HR-only. Every action is written to the audit log.
Cancelling
Open reviews can be cancelled with a reason; the row stays on record as cancelled and the employee is not notified. Published reviews cannot be cancelled.
Cycles
HR → Reviews → Cycles → Start a Cycle opens one review per employee for the same period and template. Pick everyone, a department, or individual staff (people with a review already open are greyed out). Set a due date for reviewers; the cycle page shows progress as reviews are published and signed, and can be closed when done.
Reports
HR → Reviews → Reports shows, for reviews ending in a date range: score distribution, average by department, each employee's score with a trend arrow against their previous review, acknowledgment rate, and active staff with no review in the last twelve months. Scores are normalised to 1–5 so templates with different scales compare.
Reminders
Once a day the system sends, by Telegram or email: self-assessment due tomorrow or overdue (employee), cycle due date in two days or passed (reviewer), published review unsigned after three days (employee), and probationary staff reaching six months within thirty days with no probationary review (HR). Each reminder repeats at most every three days and is logged on the review's timeline as an HR-only entry.
Issue as HR document
On a published review, Issue as HR document drafts a Performance Review Summary letter (HR Documents → lifecycle type) with the ratings, narrative and goals inserted. Edit the wording, then send, print or serve it from HR Documents like any other notice. The review page links to the document afterwards.
KPIs inside a review
If the employee has KPIs, the facts panel on the review shows a KPIs group: each KPI they held or were scored on during the period, achieved against target, and an attainment percentage. Count-type KPIs (sales, missions) are summed across the months or weeks inside the period; rate-type KPIs (attendance rate, on-time rate, routine completion, anything in %) are averaged. If the target changed during the period the row says so. Like the rest of the panel, it is frozen into the review when you publish, so the review keeps the targets as they stood then.
A template rating item can be set to Suggest from KPIs (Templates → tick the box on the competency). The reviewer then sees that rating pre-filled from the employee's overall KPI attainment — 110% or more suggests the top score, 100% the next, 85% "meets", 70% "below" — with a badge explaining why. It is only a suggestion: change it and the review keeps your rating. The built-in template's Productivity item uses this.
Period dates
Every review needs a start and end date: the facts panel, the KPI group, reports and the PDF all use them. The form pre-fills the last six months and offers presets. If you type dates yourself and see an error, it tells you exactly what to fix — the end date is before the start date, a date is blank, or a date could not be read. Dates typed with slashes are read day-first (28/10/2026).
"Updates awaiting review" on the KPI facts
Staff updates count only once accepted. If the employee has undecided updates for periods inside the review, the KPI group on an open review shows N updates awaiting review and links to their KPI page. Accept or decline them there, then refresh the review — the facts stay live until you publish.
Undecided updates for other periods show as pending outside this period. They don't affect this review unless the work really belongs to it: then change the period to one inside the review when you accept.