If you've been asked to participate in a review, this guide explains what you'll see, what you need to do, and how to complete each step. Whether you're giving feedback, preparing for a meeting, or signing a review, this article walks you through the process.
This guide is for people participating in reviews, not for HR admins managing the review system. If you're setting up reviews, see the administrator documentation instead.
💡 Still using our previous review system? See Classic Reviews documentation for help with one-on-one and 360 reviews.
How you'll know you have a review task
You'll be notified when you have something to complete in a review.
Email notification
You'll receive an email with:
Which review you're participating in
What action you need to take (give feedback, prepare, sign, etc.)
Who the review is for (the employee being reviewed)
When you need to complete it by
A button or link to get started
What the notification tells you
The notification explains your role:
"Give feedback for [Employee Name]"
"Prepare for review meeting with [Employee Name]"
"Review and sign [Employee Name]'s review"
Click the button in the email to open your task.
Giving feedback
If you've been asked to give feedback about someone, here's what to do.
What giving feedback means
You'll answer a questionnaire about the person being reviewed. Your answers help inform their performance review, development conversation, or evaluation.
Your feedback is private
Important to know:
Other feedback givers won't see your responses
Only HR and review admins can see all feedback
The person being reviewed will see your feedback during their review meeting (unless configured otherwise)
Your feedback contributes to their overall review
How to give feedback
Click the Give feedback button in your notification
You'll see a questionnaire with questions about the employee
Read each question carefully
Type your responses in the text boxes
Answer all required questions (marked with asterisks)
Save your progress if you need to come back later
Click Submit when you're finished
Writing effective feedback
Be specific: Instead of "Great communicator," try "Clearly explains complex technical concepts to non-technical stakeholders in weekly meetings."
Use examples: Support your points with concrete situations: "During the Q3 launch, they coordinated effectively across three teams."
Be constructive: If noting areas for improvement, suggest how they could develop: "Could benefit from delegating more routine tasks to focus on strategic work."
Be honest and fair: Your feedback should be truthful and balanced, acknowledging both strengths and growth areas.
Before you submit
Review your responses:
Did you answer every question?
Are your examples specific and clear?
Is your feedback fair and constructive?
Did you proofread for clarity?
Once you submit, you typically can't edit your responses.
If you need more time
If you can't complete the feedback by the deadline:
Save your draft to preserve your progress
Contact your manager or HR if you need an extension
Don't wait until the deadline to start — give yourself time to think
💡 Tip: Set aside 20-30 minutes in a quiet space to write thoughtful feedback. Rushing produces less helpful responses.
Preparing for a review meeting
If you've been asked to prepare before a review meeting, here's what that involves.
What preparation means
You'll fill out a questionnaire as a draft before the review meeting happens. This helps you organize your thoughts so the actual meeting is more productive.
Who prepares
Typically:
The employee being reviewed
Their manager
Sometimes both
Your HR team decides who prepares for each type of review.
How preparation works
Click the Prepare for meeting button in your notification
You'll see the questionnaire you'll discuss in the meeting
Answer the questions as a draft
Your preparation is private — other people preparing can't see your draft
Save your progress as you go
Submit when you're ready
What you might see while preparing
Depending on how the review is configured, you may see:
Feedback collected about the employee during an earlier step
Just the blank questionnaire with no other information
Context about what the meeting will cover
Your HR team controls what you can see during preparation.
Your preparation helps the meeting
Good preparation means:
You've thought through your points in advance
You have specific examples ready
The meeting focuses on discussion, not trying to remember everything
You can reference your notes during the conversation
Submitting your preparation
Once you've completed your draft:
Review what you wrote
Submit your preparation
Your draft will be available to you (and possibly others) during the meeting
💡 Tip: Prepare a day or two before the meeting so the conversation is fresh in your mind. Preparing weeks early means you might forget what you wrote.
Participating in a review meeting
If you're part of a review meeting, here's what to expect.
What a review meeting is
A review meeting is a discussion about performance, development, goals, or feedback. One person (the note taker) will document the conversation in the system.
Your role depends on your position
If you're the employee being reviewed:
This is your meeting about your performance/development
Share your perspective and ask questions
Discuss feedback you received (if shared with you)
Collaborate on goals and development plans
If you're the manager:
You're typically the note taker who documents the discussion
Lead the conversation and provide your perspective
Discuss feedback and observations
Work with the employee on next steps
If you're another participant (HR, skip-level manager, etc.):
You're there to support, observe, or provide additional perspective
Contribute as appropriate to your role
You may see the meeting notes but not write them
What you can see during the meeting
Depending on configuration, you might see:
Feedback collected from others
Preparation notes from people who prepared
Just the questionnaire being filled out
All of the above
Your HR team determines visibility.
For note takers: Writing the meeting summary
If you're the note taker:
During or after the meeting, click Write summary
You'll see the meeting questionnaire
Fill it out based on your discussion
You can reference feedback and preparation while writing
Save your progress as you go
Submit when the summary is complete
Tips for good summaries:
Capture key points from the discussion, not a word-for-word transcript
Document agreed-upon actions, goals, or next steps
Be objective and factual
Include both employee and manager perspectives
Proofread before submitting
After the meeting
Once the note taker submits the summary:
The meeting step is complete
The review moves to the next step (typically signature)
You can view the summary but can't edit it (in the beta)
Signing a review
If you've been asked to sign a review, here's what that means and how to do it.
What signing means
Signing a review means you've read it and acknowledge its contents. It does not mean:
You agree with everything written
You can't have concerns or disagreements
The review can't be discussed further
Signing is acknowledgment, not agreement.
How to sign a review
Click the Sign review button in your notification
You'll see the review content you're signing (feedback, meeting summary, or both)
Read through everything carefully
If you have comments, there's usually a comment box to add your perspective
Check the box confirming you've reviewed the content
Click Submit to sign
What you'll see before signing
Depending on how the review is configured, you might see:
Just the meeting summary
All feedback collected about the employee
Preparation notes from the meeting
Everything that was created during the review
Your HR team decides what signature participants can access.
If you have concerns
If you disagree with something in the review:
Add a comment explaining your perspective
Still sign to acknowledge you've seen it
Follow up with your manager or HR after signing
Document your concerns in writing
Important: Not signing doesn't prevent the review from being completed. It just means you haven't acknowledged receipt. If you have issues, it's better to sign with comments and then address concerns through proper channels.
After you sign
Once you submit:
Your signature is recorded
You can typically view the review again later for reference
If others need to sign, they'll be notified
Once everyone signs, the review is complete
💡 Tip: Take your time reading before signing. This is your chance to review what's documented. If you need more time, reach out to HR or your manager.
Common situations
Here's how to handle typical scenarios you might encounter.
"I started my task but need to finish it later"
What to do:
Click Save draft or Save progress
Your work is saved and you can come back to it
Return through the notification or your task list
Complete and submit when ready
Remember: Saving a draft doesn't count as completing your task. You must submit.
"I missed the notification"
What to do:
Check your task list or notifications in the system
Look for emails with subject lines about reviews
Ask your manager or HR if you're unsure whether you have pending tasks
Complete the task as soon as you discover it
"I don't know this person well enough to give feedback"
What to do:
Contact HR or the person who assigned you to explain the situation
Provide what insight you can based on your limited interactions
If you truly have no basis for feedback, HR may remove you as a feedback giver
Don't make up feedback or leave questions blank without communication
"The questionnaire is confusing"
What to do:
Contact HR or your manager for clarification on specific questions
Answer to the best of your understanding
Add a note if you're unsure about your interpretation
Provide feedback to HR about confusing questions (helps them improve for next time)
"I disagree with feedback I received"
What to do:
Read the feedback carefully and consider if there's any validity
Prepare your perspective to discuss in the review meeting
During the meeting, share your viewpoint constructively
If necessary, add comments in the signature step
Follow up with your manager if concerns remain after the review
"I'm too busy to complete this right now"
What to do:
Review the deadline to see how much time you have
Block 20-30 minutes on your calendar to complete it
If the deadline is truly impossible, contact HR to request an extension
Don't ignore it — reviews are important for people's development and career
"I made a mistake in what I submitted"
What to do:
In the beta, you typically can't edit after submitting
Contact HR immediately to explain the error
They may be able to note the correction or help you address it
For future reviews, proofread carefully before submitting
"I never got the meeting summary"
What to do:
Check if the meeting step is still in progress (summary not written yet)
Verify if you're supposed to see the summary (visibility settings may limit this)
Contact HR or your manager if you should have access but don't
The summary might be shared later or during the signature step
Tips for effective participation
Follow these guidelines for meaningful contributions:
Be timely
Complete your tasks soon after receiving the notification. Don't wait until the deadline — you might need more time than expected.
Be thoughtful
Set aside focused time to complete review tasks. Rushing produces lower-quality feedback and reflection.
Be specific
Use concrete examples rather than vague statements. "Led the successful Q3 product launch" is better than "Good leader."
Be constructive
Even when noting areas for improvement, frame feedback in a way that helps the person grow.
Be professional
Review tasks are formal workplace activities. Use professional language and tone.
Be honest
Your input matters. Be truthful while being respectful and constructive.
Be confidential
Don't discuss review content with others unless appropriate (like discussing your own review with your manager).
Frequently asked questions
How much time should I spend on feedback?
How much time should I spend on feedback?
Plan for 20-30 minutes per person. Complex reviews or lengthy questionnaires might take 45-60 minutes.
What if I don't have enough to say to fill out the whole questionnaire?
What if I don't have enough to say to fill out the whole questionnaire?
Answer what you can based on your observations. If certain questions don't apply or you don't have insight, note that briefly. Quality matters more than length.
Can I change my feedback after I submit?
Can I change my feedback after I submit?
No. This is why it's important to proofread before submitting. Contact HR immediately if you made a significant error.
Will the person know I gave them feedback?
Will the person know I gave them feedback?
It depends on the settings and if the person is involved after and has access to your feedback.
What if I disagree with my own review?
What if I disagree with my own review?
Discuss concerns with your manager during the review meeting. Add comments in the signature step. Follow up with HR if needed. Document your perspective.