Preparing employee data for your review cycle

Before initiating a review cycle, it’s important to have your employee data in order. If your organization file is outdated or missing crucial employee details, Perform may lack the information needed to include those employees in your review cycle.

In this article, we’ll explore how to update your employee data to avoid issues when it comes time to launch your review cycle.

Please note: You must be an organization admin to update employee data. If you are a Perform admin but don’t have organization admin privileges, please ask another org admin at your company to grant you those privileges.

What information is needed for employee reviews?

For an employee to be eligible for a review in Perform, three conditions must be met:

1. That person must be a user in Perform (so they can complete the review).
2. That person must have a manager specified in Administration (so their manager can be invited to complete the review).
3. The manager must also be a user in Perform.

How do I know if my organization data is up to date?

To quickly determine whether your org data needs updating:

1. Log in to PI Perform.
2. Click on “Reviews” on the left-hand side.

3. Select “Review Administration” from the options.

Under the “Review cycles” tab, you will see an information box with one of two titles:

• “You have employees who won’t receive a review”
• “Make sure your org data is up to date”

Case 1: “You have employees who won’t receive a review”

If you see this information box, it means there are employees in your directory who are not currently eligible for a review. Read the available information to see how many employees will be impacted, and why.

Here is an example information box:

In the above example, 20 employees were found in the directory. 8 of these employees aren’t Perform users, and 14 are missing manager data.

Making changes in bulk (recommended):

The easiest way to ensure all employees are eligible for a review is to make bulk changes to your people data and permissions.

To do this:

1. Click “Settings” on the left-hand side of Perform.
2. Select “Admin Console” from the dropdown options.
3. You will land on the Admin Console.
4. Click the “PI Administration” button within the “Employee Directory” section.

5. Upload a new org file with current employee information (including “manager name” and “date of hire”).
6. When prompted to invite new employees to PI products, select “Perform.”
7. After uploading the file, click “Employee Access Settings” on the left-hand side.
8. Click the dropdown box labeled “Current employees.”
9. Select “Employees with user accounts” from the options.

10. Look for the row header titled “Perform.”

If you see “—” or “No access” next to a person’s name, it means they do not currently have access to Perform. To grant access to these individuals:

11. Select the checkbox next to each person’s name.

12. Click the dropdown box labeled “Actions.”
13. Select “Change Perform access” from the options.

14. A panel will open titled “Change Perform access.”
15. Select the desired access level for these employees. (We strongly recommend “Limited” for everyone except HR admins.)

16. Click “Save changes” to confirm.

Note: You cannot set different access levels with the same bulk action. To grant Limited access to some users, and Admin access to others, you’ll want to do this process twice.

Making changes individually:

If you have only a handful of people records to update, you can skip uploading an org file and make changes manually, one at a time.

To do so:

1. Click “Settings” on the left-hand side of Perform.
2. Select “Admin Console” from the dropdown options.
3. You will land on the Admin Console.
4. Click the “PI Administration” button within the “Employee Directory” section.

5. Search for the person whose details or permissions you’d like to modify.
6. Click on the person’s name.

7. You’ll land on a page titled “Edit employee details.”
8. Add or update the person’s manager name (if needed).

9. (Optional) If this person is a manager, select the “Is a manager” checkbox. (This will allow them certain manager-only privileges in Perform.)
10. Expand the section titled “Product access levels.”
11. Next to “Perform,” verify the desired access level. (We strongly recommend “Limited” for everyone except HR admins.)
12. Confirm by hitting “Save changes.”

13. Repeat as needed for other employees.

Tip: Need help figuring out which employee records need to be updated? Visit our FAQ for detailed walkthroughs.

Case 2: “Make sure your org data is up to date”

If you see this information box, it means all employees in your directory meet the requirements for a review.

Here is an example information box:

In the above example, 153 employees were found in the directory, all of whom are eligible for a review.

Important: Just because you see this message, it doesn’t mean you’re ready to initiate a review. For example, you may have new hires who aren’t currently in your directory. It’s also possible that certain employees have changed managers since the last time you uploaded their data.

To be safe, we strongly recommend reviewing your employee directory to verify all employees (and their manager names) are reflected.

Tip: The easiest way to update your directory with new employees or manager data is to upload a new org file with updated information. When prompted to invite new employees to PI products, select “Perform.”

FAQs

How do I see which employees are missing a manager?

The easiest way is to sort your employee directory by manager name so that employees without a manager are listed up top.

How do I add a person’s manager?

There are two ways to do this:

1. You can upload an org file containing updated manager data for the relevant employee(s).

2. You can edit that person’s details and add their manager manually.

How do I see which employees don’t have access to Perform?

Visit the Employee access settings page within Administration. To get there:

1. Click the gear icon () in the top-right of the navigation bar.

2. Select “Employee access settings” on the left-hand side.

Once on this page, look for the header titled “Perform.” If you see “—” or “No access” next to a person’s name, it means they do not currently have access to Perform.

How do I grant an employee access to Perform?

From the Employee directory or Employee access settings page:

1. Click the ellipsis icon () on the right-hand side of the person’s name.

2. Click “Edit employee details.”

3. You’ll land on a page titled “Edit employee details.”

4. Scroll down and expand the section titled “Product access levels.”

5. Next to “Perform,” select the desired access level. (We strongly recommend “Limited” for everyone except HR admins.)

6. Confirm by hitting “Save changes.”

Who should have “Admin” access to Perform?

We strongly recommend only assigning Admin access to critical members within your HR or People Ops team. This role grants access to sensitive people information, such as review data.

Additional support

• Initiating a review cycle
• Creating a review template