Automatically Assigning Reviews (admin)

Automatically Assigning Reviews

For Billing Admins and Admins, PerformYard offers the option to automatically assign subjects in your review cycle rather than manually searching and selecting each subject to be assigned a review. This is an efficient tool to use when your review subjects all fall under a particular group or have similar attributes that mean they should all be assigned a review under the same review cycle.

Note: Confirm that the Review Automation functionality is available for your PerformYard account with your Customer Success Manager.

Enabling Automatic Review Assignment

Enabling automatic review assignment begins when you are assembling a review cycle. When configuring your review cycle, the option to automatically assign subjects will be displayed. Selecting the option will then allow you to choose between two different types of automatic review assignment.

The Match Subject on Review Cycle Start Date option allows you to define that reviews should be automatically assigned to any employees that fit your automation rules on your Review Cycle Start Date. This option is useful for situations where a review cycle should be assigned in bulk all at once to a group of employees who all have similar attributes, like groups or managers.

The Add Subject on a Rolling Basis option will continuously monitor for new subjects to add to your review cycle starting on your Review Cycle Start Date. This option is useful for assigning reviews to new hires as they are brought onboard or assigning reviews based on an employee's work anniversary. Additionally, an optional end date can be defined that allows you to select when you would like the automation to stop adding new subjects to the review cycle.

Defining Review Assignment Rules

Once you have selected your automation type and have defined the attributes of your review cycle, you will be brought to a page where you will build the rules that govern who will be automatically assigned a review. These rules are assembled as a set of conditions applied to attributes about your employees, and allow you to define whether they should be applied as a set of AND/OR conditions.

Previewing Potential Review Subjects

After defining your rules for assignment, you will then be brought to a preview of potential subjects should your rules be applied immediately upon creation of the review cycle. This page will help you understand if there are any review subjects that you did not intend to qualify for a review based upon your rules, and if you should subsequently go back to modify your rules or fix data issues with your employees.

Please keep in mind that this page is only a preview of potential assignments as of the moment you are creating the review cycle and does not reflect who will be assigned a review if you have scheduled your cycle to start farther into the future. While the subject preview list may be similar to employees that are eventually assigned reviews, changes in employee data between now and when your cycle is activated may mean that employees listed in the preview are removed or new employees are added as they qualify for inclusion based on your automation rules.

Finally, selecting Create Review Cycle will function similarly to creating a review cycle without an automation, where the cycle will be created and scheduled to be activated on your cycle start date.

Review Assignment

If you have selected the Match Subject on Review Cycle Start Date option, the automation will run at the same time your review cycle starts and begin assigning reviews based upon your rules. If you have selected the Add Subject on a Rolling Basis option, the automation will first run at the same time your review cycle starts and at around midnight for each day afterwards until you disable the automation or the optional automation end date has passed.

Regardless of your type of automation, PerformYard will use the most recent version of each form just as if the Add Subject option had been used in a cycle.

If a subject still needs to be manually assigned to the cycle the Add Subject option will also still be available even if the review cycle has been selected to automatically assign reviews.

Example Automation Setup

Below are a number of examples demonstrating how you can use review automation to take care of common review cycle scenarios. The

New Hire Review Cycle

This scenario demonstrates how a review cycle can be configured to scan for new hires each day and automatically add them to the review cycle when the new employee qualifies. While the ruleset demonstrated here is simply for new hires, you can also add extra rules on top of the new hire rule that allow you to filter down to just adding new hires for a particular group, manager, or even those new hires who have a custom data field value you set up in advance. For example, if your organization has 90 day evaluations that are made available at least 14 days before they are due, you can instead define that the review should be assigned less than or equal to 76 days ago so that a review is assigned with at least 14 days remaining before the 90 day mark since an employee's hire date.

Reviews Assigned on Anniversary of Hire Date

PerformYard also supports automatically assigning reviews when the anniversary of a subject's hire date is reached. While the example below demonstrates how to assign reviews on the exact date of an employee's hire date anniversary, there are also options for assigning a review a number of days before or after the anniversary.

Reviews for Groups

While most of our examples have demonstrated assigning reviews based upon fields like Hire Date, PerformYard also supports simply assigning reviews based upon someone's group. The example below models how someone would configure a review cycle to automatically assign reviews to a group, which assists with simply applying a review cycle to a group without needing to track group members entering or leaving in between creating the review cycle and the cycle's actual start date.