This article is intended for administrators.
- 1️⃣ Defining the name of the campaign
- 2️⃣ Adding participants
- 2️⃣ Responsible's Choice
- 3️⃣ Template selection, 4️⃣ deadline definition and 5️⃣ email customization
- ➡️ Tracking your review cycle
In step 2️⃣ of launching your review cycle, you have two options for adding participants to your review cycle: manual or automatic.
1️⃣ Defining the name of the campaign
Choose a clear and meaningful name, it will be displayed on the employees' space and will allow them to understand the objective of the interview at a glance.
2️⃣ Adding participants
You can automatically add participants to your review cycle by defining how many days after their hiring date they should be added.
🎯 Use Cases:
- Campaigns based on trial periods of different lengths (executive/non-executive),
- Campaigns dedicated to specific teams/departments/services/regions,
- Exclude certain populations from specific campaigns (interns/working students),
- Taking into account the language defined in the profile.
There are 2 options when opting for an automatic campaign:
- The historical one, one rule for all,
- The possibility to create specific rules for employee groups, based on a profile criterion
⚠️ Warning : This option is only possible if the arrival date is properly filled in the employee profile.
How can I set specific rules?
When selecting the second option, a dropdown appears, like for dynamic templates, allowing you to select a criterion to base the filter on.
Following this selection, you’ll see the first rule insert appear, and you’ll be able to configure it:
- the operator:
is notto manage inclusion and exclusion cases,
- the value to which the filter must be equal or different, listing all values available for the selected filter.
On which criteria of the profile will I be able to create the rules?
Here are the different criteria of the profile available today to determine the specific rules:
- Manager status,
- Reports of,
- Direct reports of,
- Job title,
Rules of rules
Rules cannot overlap: this means that one user cannot be targeted by two different rules in a campaign.
Example of an overlapping rule:
- Employees whose team is sales will be added to the campaign 28 calendar days after their start date
- Employees whose team is not marketing will be added to the campaign 56 calendars days after their start date.
→ In this case, employees whose team is sales are included in both groups (and should be added twice to the same campaign, which is impossible), and the rules are therefore overlapping. This cannot happen on the interface.
In order to prevent admins from configuring incompatible rules, we have set up some limits:
All employees are already included in the campaign ➡️ The
Add a rulebutton will be hidden, as it’s not possible to add another rule without creating an overlapping rule.
The first rule concerns only one employee group ➡️ If the first rule concerns one specific user group, it’s only possible to select the same user group in the second rule if the operator used is
The first group already concerns several employee groups ➡️ If the first rule concerns several employee groups, then it’s only possible to use the
isoperator for the second rule.
is notoperator ➡️ The operator
is notcan only be used to target a unique user groups. If you want to exclude several groups, you must select all the other groups.
Can I exclude participants?
Yes, participants can be excluded by using the
is not operator in the second dropdown.
Use case: Launch a campaign excluding trainees (if you have correctly filled in the information in the user profiles).
💡 Note : If you want to exclude several groups, you must select all the other groups as mentioned above. For instance, if you have 6 levels and you want to exclude two of them in the campaign, you must create a rule selecting the four levels you want to include. In the screenshot, Experts and Seniors are added and Juniors excluded.
2️⃣ Responsible's Choice
You can then choose who will be the responsible (the line manager (the default choice), an Administrator (HR) of the platform, or a specific person) and define the review visibility.
3️⃣ Template selection, 4️⃣ deadline definition and 5️⃣ email customization
As a reminder, only the single template can be used if you activate the automatic addition of participants.
⚠️ Please note that for reasons of consistency in terms of objective periods, it is not possible to use templates with the "Upcoming objectives" block activated in a campaign with automatic addition.
About deadlines: as participants will be added as they come in, the dates will be customized according to the date of addition to the campaign.
To learn more about email personalization, we invite you to read this article: Customize the emails sent at the launch of the review cycle
Tracking your review cycle
Once the review cycle is launched, you will access the tracking interface.
You can if necessary :
- Add participants by hand,
- Modify auto-add date and deadlines settings,
- Send bulk reminder emails,
➡️ What happens if a participant does not have a start date in their profile?
They won’t be added to the campaign as they will never comply with the rule setup.
➡️ What happens if I manually add a participant before their automatic addition?
The employee will receive the notification and won’t be added a second time to the campaign.
➡️ When are the users added to an automatic campaign?
The participants are added everyday at 7am UTC. This means that if you launch a campaign after 7am UTC and some employees comply with the rules setup on the launch day, they will only be added the day after.
Example: the admin launches a campaign at 10am UTC to add all employees whose team is sales 60 days after they start date. Two employees are in the Sales team and started 60 days ago - they will only be added on the next day at 7am UTC.
➡️ Can I use other dates than the start date?
For the moment, only the start date is available as a basis for automatic addition campaigns.
➡️ Can I configure rules based on several criteria?
For the moment, only one criterion can be selected when configuring rules for automatic addition campaigns.
➡️ As an admin, can I update the rules setup in an auto-add campaign?
No, you must contact our support team, who will support you in this update. (could be done by Tech team only)
➡️ What happens if a new value is added in a field? (a new team for instance)
- If you configured a campaign with
is notAll the employees will be included, so the employees with the new value will be in the
- if you configured a campaign with
is notonly. The employees will not be added to the campaign, as they won’t be targeted by the rule setup.
- if you configured a campaign with
isonly. The employees will not be added to the campaign, as they won’t be targeted by the rule setup.