Launching an Onboarding Review

This article explains how to create, launch, and manage onboarding reviews. Onboarding reviews give you a chance to evaluate your recruitment process and make adjustments as needed.

In this article:
Navigating to Onboarding Reviews
Launching an Onboarding Review
Onboarding Reviews F.A.Q.
Additional Resources

Prerequisites

1. Your company is using Onboarding.
2. General review templates, workflows, workflow notifications, and submission terms are already set inside Setup.
3. All employees who are to participate in the review have the Performance Management user setting turned on. Note: Any employee that has been assigned an onboarding review will automatically get the Performance Management permission assigned. 

Navigating to Onboarding Reviews

Navigation

1. From the main dashboard, Click Tools and then click Performance.
2. From the Performance Dashboard, Click on Performance Reviews and Click Onboarding Reviews.
3.  On the right corner, Click Start New Cycle.
4. You will see the options available for an onboarding review.

Launching an Onboarding Review

You have the option of two onboarding reviews; Quality of Hire and Quality of Onboarding.

1. Quality of Hire: The purpose of a review is to evaluate the accuracy of hiring against the competencies of a role and to understand if improvements or adjustments are needed.
2. Quality of Onboarding: The purpose of this review is to evaluate the performance of the recruiters, the candidate experience they have provided, and the ease of transition into your company.

To learn more check out Onboarding Surveys and Onboarding Reviews.

Launching

Launching an onboarding review will consist of 3 sections, Schedule & Workflow, Content, and People. Start with the review Schedule & Workflow.

Getting Started

1. Choose the type of review Quality of Hire or Quality of Onboarding review, by selecting the Get Started button. For this example, we will choose Quality of Onboarding Review.
2. Set the Title and write out the optional instructions.
3. Plan the “Schedule & Workflow” by selecting the “Review & Confirm” button.

Schedule & Workflow

1. Set the date the review becomes active by picking the date from the ‘How long after the employee start date should this review begin? field; 30 days, 60 days, 90 days, 120 days, 6 months, 9 months.
2. Next, assign:
   1. When should this review open and go out? The review will launch at 12 pm EST on the date selected, this is the system time.
   2. When should this review be closed?- We recommend closing the review after a year.
3. Choose from your list of Workflows to determine the stages. You can time how long each stage runs to give participants a deadline to complete their stage. If a participant completes their stage sooner than the allotted time, then the next stage will automatically advance ahead of time (but the overall deadline for the review cycle stays the same for all participants). If no list is presented as a dropdown field, this means your organization only has one workflow, and it is already presented here.
4. Confirm the above changes by clicking on Confirm Changes.

Content

1. Plan the “Content” by selecting the “Review & Confirm” button.
2. Choose from your list of Templates to pick the right content for the review. You can preview the review items by scrolling through. If no list is presented as a dropdown field, this means your organization only has one template, and it is already presented here.
3. Decide who can see the data from the review after it’s completed. By default, the system offers the typical participants: the Review Subject, the Review Subject’s Supervisor, the Review Subject’s Superiors, and the Performance Admins. Click the X next to any of these types of people to remove their ability to see a completed review’s data.
4. If your organization is using Performance Data Walls, those restrictions will apply to all Performance Admins. This means that admins can only see the review data inside the Data Groups to which they have been granted access.
5. Confirm the above ‘Content’ changes by clicking on Confirm Changes above the data permissions.

People

Please Note:

If you would like this review to populate for a new hire automatically, select "Include all Employees".

1. Plan the “People” by selecting the “Set Up & Confirm” button.
2. Use the “Search & Filter” to set the criteria for who will be pulled into the onboarding review. 
   • If you would like this review to populate for a new hire automatically, select "Include all Employees".
     
     • When this is selected you will see the banner: "Employees will be automatically included as they meet the criteria you have set (including days from the start date). We will notify you as employees are included so that you can then decide whether to send the review."
   • There’s a “Reset All” button if you need to start over.
3. Other Filters Information:

   • If the individual employee filter is the only filter used, the review will not show up for new onboards.

   • If the individual employee filter is the only filter used, but the “Include All Employees” button is clicked, the review will show up for new onboards. Once the “Include All Employees” button is clicked, a message will display on the results view that further clarifies this behavior.

   • If the individual employee filter is used along with other filters (department, office, tag, role), the review will show up for new onboards that follow the other review filters.

   • If the individual employee filter is not used, the review will show up for new onboards that follow the other review filters.

4. Confirm the above ‘People’ changes by clicking on Confirm Changes above the data permissions.
5. Once you have completed the steps, you may launch your review by selecting the ‘Launch’ button in the bottom tray of options.
6. You will be returned to your menu of Active Reviews of Onboarding Reviews in the Review Cycles table. You need to refresh your browser screen to see your newly launched review listed in these active reviews.

Reviewing Active Cycle

Review Actions

1. Select a review at any time to see progress, take special actions mid-review, and see completed review results.
2. The Overview tab displays data about each stage of the review process.
   • Under the ‘Review Actions’ tab, you can:
   • ‘Copy the Review’ in case you need to clone the review and use it again. This feature proves helpful in special scenarios when you need to move certain employees to a new review (perhaps because they suddenly have a new manager).
   • ‘Edit Cycle Settings’ to make certain mid-review changes. Once a review is past its completed date, you can see the review settings but they cannot be changed. The available in-flight changes include:
     • Edit the end date of the review.
     • Add or remove employees to the review.
     • The workflow and review content cannot be altered.
3. You can click on ‘Does this data look outdated?’ to see the time stamp of the last time the data was updated in the visualizations. The data on this page is updated every 3 hours.
4. The page will open to those ‘In Review’. Any new hire that fits the criteria set will populate under In Queque.
5. The review workflow steps are visualized at the top of the table. You can select a stage to see the list of review subjects’ review in this stage.
6. You can add people to the review who are not listed in the In Review tab.
7. New users can be added if you go to Edit Cycle Settings (under the Review Actions dropdown). This will open the Create Performance Review screen where you can select Set Up & Confirm under the People section. There, add specific employees through the search option. After you’ve found the people to add, select Confirm Changes under the People section, and then close the window by selecting Save Changes.

Bulk Actions

There are several ‘bulk actions’ you can take from the ‘bulk actions’ dropdown (make sure you have selected specific people first before taking a desired action).

• You copy these employees’ email addresses to your computer’s clipboard. This feature will prove helpful if you need to send an email to these people manually.
• You can mark these employees’ reviews as complete or delete the review altogether. These features will prove helpful if you need certain reviews to end early or restart the survey for specific people. Reasons you may need certain reviews to end early or delete reviews include:
  • You need a create a new review for individuals who had a manager who is no longer available to participate in the review and you will assign a new manager to review these people.
  • Employees who were termed during the review period.

• You can export the current results of the review. This feature will prove helpful when you need to preserve the data and feedback for a review that will be deleted or left incomplete.

Individual Users

At any stage, an admin can click on an individual to see their review (assuming you have the permissions and – when applicable with Performance Data Walls turned on – access to the individual’s Data Group).

• The phone and the envelope icons reveal, when selected, the employee’s phone number and email address.
• The 3 dots icon reveals the option to print the review. You can use your system print dialog to create a PDF of the review as an alternative.
• The ‘+ Add Review Files’ provides the option to upload documents to associate with this review for historical records. This option is helpful when someone submits a paper review where the data gets translated into the system.
• The ‘Notes & Feedback’ opens a tray that is private to the specific admin and provides the opportunity to make private notes about this individual review subject. These notes are not available to anyone besides the author of the notes.
• The ‘Unlock Review’ allows an admin to unlock a specific performance review to send it back to any stage (like the review stage or approval stage). This option is helpful when an admin needs an employee to edit the responses they submitted. Performance admins cannot edit a response on behalf of anyone. It has to be the person who submitted the response.
• The admin will choose the stage to revert the review and can leave a note to document this action.
• The employee will get an email notification that their review was unlocked (the email is called Review Unlocked by HR and can be edited under Performance Settings).
• Everyone who participated in any stage after the employee’s stage would then have to re-confirm what they submitted as well. The same email notifications that went out for the cycle (if any) would go out again for each stage to notify people for any remaining stages.

Rejecting a Stage

Reject

Rejecting a stage is necessary when the reviewer must change their scoring or comments.

• • If an approval stage is added, the user that has to approve a stage will get a notification and a task assigned alerting them to Approve a Review.
  • When they click on the task, they will see the review and can look over it to see if they would like to Approve or Reject.
    • Approvers rejecting the review should leave comments for the user who needs to change their response in the dialogue box that appears when rejecting. This will get sent to the User they are rejecting the review back to.
    • Comments left by the Approver in the actual review will not be visible until the next approval stage(s) if there is/are one(s) or when the review is fully completed.
    • The rejection dialogue box is not to be confused with the comment box on each question in an Approval Stage is designed to be fully part of the review, and is not designed for rejection comments.

Onboarding Reviews F.A.Q.

How is it determined which admin user receives confirmation tasks or emails once a new hire is put in the queue of the review?

It's all Performance Admin BUT if Data Walls are enabled, then there will be limitations to which group. To learn more about data walls, check out: Data Walls Overview. 

If a review workflow step is changed during an active cycle from a "review" to a "pause" or "approval," will the new steps work for employees who haven't hit them yet, or would the entire cycle need to be relaunched?

Review Cycles are a snapshot in time of the info that existed once it was created/launched, so these updates would not reflect in an already created cycle.

When does an employee appear in Queue?

An employee will appear In Queue as soon as the onboarding packet is assigned but the performance admin still needs to go to the review to confirm their assignment for it to get sent out on the review start date.

If a new hire is entered into an onboarding review when an onboarding packet is created, does that automatically give that employee the performance management permission?

That is correct.

If a performance cycle for an onboarding review was backdated to include employees who have already started, will the cycle still generate the initial invite to complete their review?

If the express review has the hire date, it will trigger a new hire Quality of Hire review for those hitting their 90-day mark automatically with Everyone selected in the People step if the 90-day mark happens in the review period. If the hire date happens before the review launch or before the review period.

Additional Resources

Onboarding Surveys and Onboarding Reviews
How to set up Onboarding