Teamflect administrators can now automate review cycles, reducing the need to manually create reviews for specific date ranges. You can set reviews to be sent periodically or after a designated number of days have passed. Once the automation is set up, Teamflect will automatically send reviews to the selected individuals at specified intervals.

To automate a review cycle, first, go to Teamflect Admin Center "https://admin.teamflect.com"

Find "Modules" on the left navigation bar and click the "Reviews" tab.

Click "Review Automations".

On the automation rules interface, click "Create New Automation" in the top-right corner.

Give your automation a unique name to differentiate it from other rules.

Teamflect offers two types of automation for reviews:

This type of automation allows you to send reviews at regular intervals (e.g., monthly, quarterly, weekly, or yearly).

Step 1: Select the review template you want to use.

Step 2: Name your review cycle. To include the current period in the review name, add "{{period}}" to the cycle name.

For example, naming the cycle "Performance Review for {{period}}" will automatically generate names like "Performance Review for Q1 2024" or "Performance Review for January 2025."

Step 3: Choose the frequency of the review (monthly, quarterly, weekly, or yearly).

Step 4: Set the time and timezone for when the review should be sent.

Step 5: Select Reviewees

You have five options to select who will receive the review:

Option #1: Everyone in the company, excluding guest users

This sends the review to all Microsoft 365 users, even if they haven't signed in to Teamflect.

Option #2: Everyone who signed in to Teamflect so far

This sends the review only to users who have logged into Teamflect. You can verify who has signed in by checking the "Active Users" section in your Admin Center.

Option #3: Selected Users or MS Teams Groups

Manually select users or choose an entire Microsoft Teams group.

Option #4: Filter Users by Attributes

Filter reviewees by attributes such as department, job title, or any existing attribute you identify your employees/users with.

Option #5: Upload a CSV file containing the user's emails

Upload a CSV file containing the emails of the reviewees, reviewers, and calibration supervisors (if calibration is ''on''). This option is useful when the reviews need to be assigned to someone other than the direct manager, or if your Microsoft 365 managerial hierarchy isn't up to date.

Step 7: Add a Note (Optional)

If you'd like participants to see specific instructions or information regarding the review, you can add a note here.

Step 8: Set Due Dates

Choose due dates for the reviewee, reviewer, and finalization steps.

Step 9: Save Your Automation

Click "Save Automation" to complete the setup.

You can view all saved automation rules in the "Automation Rules" section on the Reviews module main page.

This page also displays details like the next cycle date, selected reviewees, and the automation type. You can edit or delete an automation by clicking the ellipsis icon next to it.

This automation type is ideal for probation reviews, such as 30, 60, or 90-day reviews.

Step 1: Select the review template and give the cycle a name. As with periodical automation, you can use "{{period}}" to include dynamic information in the name.

For example; if you name the cycle as "Performance Review for {{period}}", the automated review created after 2023's Q1 will be named as "Performance Review for Q1 2023". If the frequency is monthly, the automated review created after 2023's January will be named as "Performance Review for January 2023".

Step 2: Set the number of days after the employee's hire date for the review to be sent.

Then set the time and timezone to send the review.

Step 3: You can also filter new hires based on attributes (e.g., department or role) to ensure only the right people receive probation reviews.

To ensure that probation reviews are only sent to relevant employees who actively use Teamflect, you can activate the setting labeled "only send to users who logged in to Teamflect." This option prevents sending unnecessary reviews to new employees who haven’t logged into the platform.

Step 4: Add a note

Enter any instructions or expectations for the participants in the review.

Step 5: Set the due dates for the reviewer, reviewee, and finalization.

Step 6: Save Your Automation

Your automation is now ready. You can save this automation by clicking the "save automation" button.

As with periodical automation, you can view, edit, or delete saved rules in the "Automation Rules" section.

Would you like to learn more about managing automation rules? Check out this resource at this link.