Understanding Review Steps and Workflow

The new review system gives you three building blocks to create any review workflow you need. This article explains each step, how they connect, and when to use different combinations.

Instead of choosing between predefined review types, you select which steps make sense for your process. Use all three for a comprehensive annual review, or just one for a simple check-in.

Every review you create can include up to three steps, in this order:

You need at least one of the first two steps (feedback or meeting). Signature is always optional.

Each step happens in sequence. You can't run them simultaneously or change the order. When one step completes, the next one begins.

The feedback step lets you collect responses from any number of people using a questionnaire. It's always the first step if you enable it.

Each feedback giver receives a notification to complete their questionnaire. They answer questions about the employee being reviewed and submit their responses.

Feedback givers never see each other's responses. This prevents bias — people can give honest input without being influenced by what others wrote.

You choose who gives feedback by selecting roles or specific people:

You can combine these. For example, feedback from the manager, three peers, and the employee creates a 360-style feedback collection.

Feedback givers only see:

They cannot see:

HR admins and review admins can always see all feedback content.

Use the feedback step when you want input from multiple people before (or instead of) a review meeting:

Skip the feedback step if:

The review meeting step is where participants discuss the review and create a written summary. One person (the note taker) writes the final summary that captures the conversation.

Review meeting participants come together (in person or virtually) to discuss the employee's performance, goals, or development. During or after the discussion, the note taker writes a summary in the system.

The meeting step can include an optional preparation phase that happens before the summary is written.

When you enable preparation, participants can fill out the questionnaire as a draft before the actual meeting happens.

How it works:

Why use it: Preparation helps participants organize their thoughts and ensures the meeting time is used for discussion rather than trying to remember everything on the spot.

When to skip it: If your meeting is quick and informal, skip preparation to keep the process simple.

You choose who participates in two ways:

Preparation participants (if you enable preparation):

Meeting participants (who write or view the summary):

You can have different people prepare versus participate in the summary. For example, the employee and manager both prepare, but the manager alone writes the summary.

You control what meeting participants can access:

Preparation participants can optionally see:

Meeting participants can see:

Note taker can see:

Use the review meeting step when you want:

Enable preparation when you want participants to think through their responses before meeting.

Skip the meeting step if:

The signature step lets participants review the completed review and formally acknowledge it. It's always optional and always comes last.

Each signature participant receives the review package you've configured. They read it, acknowledge that they've seen it, and can optionally leave a comment. Once they sign, their participation is complete.

You choose who needs to sign:

You control what signature participants review before signing. They can see:

Signature participants have the same visibility. Except if they have been included in other steps.

Use the signature step when you need:

Skip the signature step if:

Steps happen sequentially, and information flows forward through the review:

Feedback → Meeting → Signature

Each step builds on previous ones:

Once a step is completed and you move to the next step, participants from earlier steps are done. They won't receive additional notifications unless you specifically add them to later steps.

Once you start a review, you'll need to move it through each step at the right time. See Moving Reviews Through Steps for guidance on when to proceed to the next step and how to handle participants who haven't completed their part yet.

Here's how different organizations combine steps for different purposes:

Why this works: Comprehensive 360 feedback, structured discussion, and formal documentation.

Why this works: Quick and conversational without the overhead of formal feedback collection.

Why this works: Pure feedback collection without requiring scheduled meetings. Great for development feedback.

Why this works: Gathers input from key people, then focuses on forward-looking discussion.

Why this works: Direct conversation with clear documentation and formal acknowledgment from all parties.

Why this works: Honest upward feedback without requiring face-to-face discussion. Manager's manager stays informed.

Understanding who sees what at each stage is critical for designing your workflow:

HR admins and review admins can always see everything, regardless of these settings.

Keep these rules in mind when designing your workflow:

Required:

Optional:

Not allowed:

Here's how the same review might look with different step configurations: