This article is intended for administrators.

Your users are in the base, your template is ready, now it's time to launch your 1st review cycle!

To do this, go to : Reviews > Campaigns > + New review cycle.

In 5 steps, your review cycle will be launched:

• 1️⃣ Select the type of maintenance and give the review cycle a name 📍
• 2️⃣ Select participants and evaluator 🤓
• 3️⃣ Select the template 📁
• 4️⃣ Set options 📆
• 5️⃣ Define the tags associated with your campaign 🔖
• 6️⃣ Customize launch emails
• 7️⃣ Launch the review cycle 🚀!

💡 Note:  People added on Elevo will only be invited to the platform once they are involved in a review cycle.

1️⃣ Select the type of maintenance and give the review cycle a name 📍

2️⃣ Select participants and evaluator 🤓

You have three options for adding participants:

• Manual addition
• Automatic addition
• Mass import

Manual addition

You will be able to add the participants by hand:

• Add them one by one using the checkmarks,
• Add everyone,
• Add all the hierarchy of a participant (N-1, N-2, etc.),
• Using the filters (see below).

Based on the information entered in their profile, participants belonging to the Support team will appear.

You can then select all of them by clicking on +Add all X results or select them one by one by checking the boxes on the right.

Automatic addition

You can automatically add participants to your review cycle by defining how many days after their hire date they should be added.

Find out more about this option in this article.

Mass addition by an import

The file must be in csv format + include an "email" column. If you use a username/userID on Elevo, then this column must also be added to the file.

You therefore have two options:

1. Use the User database file available for export from the Users tab on Elevo,
2. Use the following template, available in several formats:
   • Generic template: Excel, Google Sheets and CSV,
   • Specific template for accounts with username: Excel, Google Sheets and CSV.

How do I import employees into a draft campaign?

This import is executed in step 2 "Participants" of the campaign settings:

1. by clicking on the "Import" button during the manual selection of participants,
2. and then selecting the appropriate file in csv format.

A summary message will appear indicating how many participants have been added to the campaign and, if the case applies, how many employees could not be added because of an incompatible factor.

Why is an employee incompatible?

The error message will appear next to the corresponding participant. Several reasons can cause an employee's incompatibility:

• "No manager set" ➡️ The direct manager is responsible of the review in this cycle, and the employee does not have an identified direct manager on Elevo,
• "Already in the cycle" ➡️ The campaign is active and the employee has already been included,
• "Already in a previous campaign set with objectives" ➡️ The campaign contains a section for defining or assessing objectives, and the employee is already part of a more recent campaign which also includes one of the "Objectives" sections. This creates an incompatibility that prevents the employee from being added.

💡 Note : Certain employees are unavailable. This happens when the employee's e-mail is missing from the database (typing error, several e-mails are listed, the employee has not yet been registered on Elevo or is suspended, etc.).

Choice of responsible

You can then choose who will be the evaluator:

• the line manager (the default choice),
• an Administrator (HR) of the platform,
• a specific person

💡 Note: Even if the participants' direct manager is not responsible for the evaluation, he or she will have access to the entire content of the review via the My Team tab.

Review visibility

For certain use cases, it is necessary to be able to refine the visibility of a review. In particular, this is necessary in order to launch review campaigns (mood surveys, etc.) among employees without their line managers being able to access them, or to launch review campaigns without the employees concerned being able to access them.

More information : Restrict the visibility of a review

3️⃣ Select the template 📁

You can either choose a previously created template or use the "Elevo Example" templates.

You can choose the same template for all participants, or assign a different template depending on the participant's profile.

Dynamic templates

No more managing several review cycles simultaneously ! 🥳 The templates can be different for each employee in a a designated campaign.

1️⃣ Create a template per team

Before launching the campaign, go to Reviews > Campaigns > + Add a template, to create a template for each team.

🏆 Tip: Be sure to set a template title that incorporates the team name to make setting up the campaign easier.

⚠️ Warning : For this to work within a review cycle, the options chosen in the forms must be the same for all formations (e.g. signature activation, objective insertion...)

2️⃣ Choose the "Dynamic Template" option

3️⃣ Select the property that will assign the correct survey to the participants

4️⃣ Select a default template, and the template assigned to participants in your different teams

The default template allows us to assign a survey in case the "Team" field is not filled in for an employee.

Each template must contain the same options: self-evaluation, signature, ongoing and/or next objectives. Templates that do not have the same options will not appear in the drop-down menus.

⚠️ Warning : You can only select one property per review cycle. If you want to assign different templates based on 2 properties (e.g. language and manager or non-manager status), you will need to run two review cycles.

4️⃣ Set options 📆

Depending on the option chosen in step 2️⃣ Participants, you will have different options to set in step 4️⃣ :

Manual addition

You will be able to set deadlines for the self-assessment and the evaluation.

These dates are informative and condition the reminder mails but are not blocking in the tool: the review cycle will remain open as long as an Admin has not archived it.

Automatic addition

As participants will be added over time, deadlines will be customized based on the date of addition to the review cycle.

To meet a wider range of use cases, it is now possible to import a csv file of the campaign participants either during its setup or once it has been launched.

5️⃣ Define the tags associated with your campaign 🔖

More about this feature on this article : Adding one or more tags to a campaign.

This step is optional and depends on the purpose of your campaign. If, for example, your campaign concerns a job interview, then adding the appropriate tag will ensure that it is taken into account in your associated Audit (Ensuring review conformity using Audit Reports).

6️⃣ Customize launch emails

You can customize the emails sent to respondents and evaluators when the campaign is launched.

• How to configure the emails sent at the launch of a review cycle?
• How to insert a variable?
• How to configure the email in other languages?

How to configure the emails sent at the launch of a review cycle?

You will see the email sent by default, if you do not make any changes. This email is written in the language that has been setup by default for your platform.

The languages offered are those available as platform languages (Language management on Elevo).

You can customize the content of your email by using :

• The text editor (bold, italic, strikethrough, hyperlink, bulleted list, numbered list),
• Variables (first or last name of the person in charge, name of the campaign, deadlines, number of days left).

⚠️ Warning : Variables and the text editor cannot be used for the email object.

When a default email is changed, the check mark turns green.

How to insert a variable?

You can view the list of available variables by typing [ then selecting the variable you want to add.

🏆 Tip: how to insert a [: on Mac: Option + Shift + Parenthesis, on PC: Shift + Alt + Parenthesis

How to configure the email in other languages?

You can configure emails for each language available in your platform. Thus, depending on the language configured in his profile, the employee will receive an email in French or English. To do so, you just have to use the following drop-down list:

⚠️ Warning : It is not possible to go back to the default email configuration.

7️⃣ Launch the review cycle 🚀!

Once the review cycle is launched, an email notification will be sent automatically to all participants.

You can also prepare your review cycle and launch it at another time. It is automatically saved and will be notified as Draft in the Campaigns tab.

⚠️ Attention: If you are running test campaigns, please contact Elevo Support to request their removal before launching your real campaigns. Otherwise, they may interfere with the real campaigns and it may not be possible to delete them.

Questions 🙋🏻

➡️ Is it possible to launch an anonymous review campaign?

It is not possible to run an anonymous review campaign. This option is only available for the 360 Feedback.

To make the exercise confidential between employees and HR department, it is nevertheless possible to restrict the visibility of the interview to managers and supervisors.

➡️ Is it possible to run a test campaign? Can I have fake users to do my tests?

It is possible to do tests. As test campaigns generate emails, we advise you to do your tests within your team.

If you do not have synchronization with an HRIS activated, you can create fake users (in the "Users" tab), provided you have a functional email (to be able to receive the invitation to connect to the platform). Note that each fake user will count as an active license. Don't forget to suspend them at the end of your tests.

Before launching your "real" campaign, it is advisable to delete the test campaigns, especially if objective periods have been created. To do this, we invite you to send your request to support@elevo.io specifying the name of the campaigns to be deleted.

➡️ How to use dynamic models?

Dynamic templates allow you to assign a different questionnaire depending on a criterion (e.g. manager status or not, the department...).

This option is configurable during the launch of the campaign, when choosing the questionnaire.

The conditions to use the dynamic templates:

• To have several questionnaires,
• Have the assignment criterion present in the Elevo profile of the participants,
• All questionnaires must have the same options (with or without objectives, self-evaluation, ...).

You will find all the additional information to set it up in this article.

➡️ Once it's launched, can I change the template for my campaign?

The settings related to the campaign, which can be modified after the launch, are accessible from the campaign tracking tab: 360 Feedback > Campaign > Click on the campaign.

Here are the parameters that can be modified after the launch of a campaign:

• Campaign name
• Deadlines (reviewees and reviewers)
• Participants (add/remove)
• Form questions - you don't have the hand to do this, so you need to email support@elevo.io with exactly what you want to change. It is only possible to :
  • modify the text of a question/answer,
  • add a question/answer,
  • modify the title of the campaign.

Here are the parameters that cannot be modified after a campaign has been launched:

• Assignment of template(s)
• Form :
  • delete a question,
  • modify the options,
• The email sent at the launch of the campaign.

➡️ Is it possible to launch automatic reviews campaigns?

It is not possible to launch campaigns automatically at regular frequency (e.g. a quarterly campaign every 3 months).

However, it is possible to launch campaigns with automatic addition of participants X days after their arrival date (ex: for surprise report campaigns), for more details: here.