How can admin create a Review Cycle?

A Review Cycle is an organization's evaluation period set up for employees. 

The Review Cycle defines the review process by assigning assessors, timelines, and performance categories for specific employee groups.

To create a Review Cycle, the admin must perform the following actions:

1. From the greytHR admin login, navigate to Performance Management > Reviews. The Review page opens.

2. Click Create Cycle. The Create Review Cycle pop-up opens. 

3. Click Create a new cycle.
   Note: You can also click Clone an existing cycle if you want to copy the details of an existing cycle.

4. In the Cycle Name text box, enter the review cycle name.

5. From the Performance Period dropdown calendar, select the required period for the cycle.

6. In the Description text box, enter a short note describing the cycle.

7. Click Upload Self Assessment Guidelines to attach guidelines or rules that employees can refer to while assessing themselves if required.

8. Click Upload Assessor Guidelines to attach guidelines for the assigned assessors or reviewers if required

9. Click Next. The Select Employees form appears.

   1. From the Employee Filter dropdown list, select the employees you want to add for the review cycle.
      Note: You can also click + to add a new employee filter.

   2. Select the Date of Joining option as Until or From and to as per your requirements.
      Note: 

      1. The Until option allows you to select a date that includes all employees up to that selected date. 

      2. The From and To option allows you to choose a date range to include employees within that specific period.

10. Click Next. The Add Assessors form appears to evaluate the performance.
    Note: 

    1. By default, three levels of assessors are set. You can also choose to add more assessors.

    2. In the Self Assessor row, the Role and Actions are set by default as Employee and Can Rate and Comment but you can choose to add the desired Weightage.
       Note: You cannot change the action for the self-assessor.

    3. In the Assessor 1 row, you can select the Role and Actions for the Assessor 1 and also add the Weightage as per your requirements.

    4. Click + Add Assessor to add the desired number of assessors as per your company policy.

       1. You can select the Actions options as Can Rate and Comment/Can Override for the assessors.

       2. The Can Override option overrides the ratings and comments of the previous assessor. In the Final Assessor row:

          1. From the Role dropdown list, select the required role.

          2. The Actions are set by default as Can Approve and Publish. 

       3. You cannot add weightage for the final assessor.  

    5. You must ensure that the weightage values add up to a total of 100.
       Note: Assessors with Can Rate and Comment can be assigned weightage. Assessors with Can Override cannot have weightage.

11. Click Next. The Set Timelines form appears to define the assessment window for the assessors of the review cycle.

    1. From the Self Assessor Duration dropdown calendar, select the date range during which the employee can complete the assessment.

    2. From the Assessor 1 Duration dropdown calendar, select the date range during which the assigned assessor can complete the assessment.
       Note: Similarly, set the date range for the other assessors if you have assigned more than one assessor.

    3. From the Final Assessor Duration dropdown calendar, select the date range during which the admin can complete the assessment.

    4. The assessors receive email notifications as reminders to complete their assessments.

    5. If an assessor completes the assessment before the set time then the assessment window for the next level of assessor also activates before the set time. 

12. Click Next. The Define Rating Scale form appears to define the final ratings to evaluate the assessments.

    1. From the Rating Scale dropdown, select the rating scale from 1 to 5/10. The page displays the scale as per your selection.

    2. Select the Final Rating option as Round Off/Up to 1 Decimal Point/Up to 2 Decimal Point as per your requirements.

    3. In the Description column, add descriptions for levels. 

    4. Click Next. The Create Performance Categories form appears to rate the employees as per your company policy.

    5. Click the Edit icon available on the category card to add a category name.

    6. From the Rating Scale Type dropdown list, select the required option. 

    7. In the Category Weightage text box, add weightage values to the category.
       Note: You can choose to skip adding weightage. If you choose to add weightage then the values of the categories must add up to a total of 100.

    8. In the Question text box, enter the question.
       Note: You can click + Add Question to add more questions.

    9. Select the Rating checkbox to allow ratings for the questions. 

       1. By default, the system selects the Comment checkbox.

       2. You can deselect the Comment checkbox if you do not want comments for specific questions.

       3. You can also choose to allow only ratings for specific questions by selecting the Rating checkbox.

    10. In the Weightage text box, add weightage values to the questions that add up to a total of 100.
        Note: If you add weightages, the weighted average gives the final rating; otherwise, the normal average will be considered.

13. Click Next. The Performance Document Controls form appears to define the content that can be visible to the assessors.

    1. By default, the system selects the Ratings and Comments option for the Self Assessor.

    2. For Assessor 1, you can select Ratings/Comments/Ratings and Comments/NotVisible options as per your requirements.
       Note: You can perform a similar action if you have added additional assessors.

    3. By default, the system selects the Not Applicable option for the Final Assessor.

14. Click Next. The Summary of the review cycle appears.

    1. You can review the summary of the configured review cycle. 

    2. Click → available on each section to edit the details.

15. Click Save. The Save Review Cycle pop-up appears.

16. Click Confirm to complete the creation of the review cycle. A success message appears and the cycle is moved to the Drafts tab.

Click here to subscribe to our help videos

Related Links:

Video - To watch the video on PMS Reviews, click here.

FAQs - To read more FAQs about PMS Reviews, click here.

Documentation - To read more about PMS Reviews, click here.

Product Update - To read about the product update, click here.