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Set up a People Review campaign

This article is intended for administrators.

The setup of a People Review on Elevo is done in collaboration with your dedicated contact (CS) and Elevo Support (support@elevo.io) in order to ensure the proper implementation and configuration of the dimensions.

1️⃣ Reflection with your CS on the People Review project

Upon subscribing to the product, we will establish with you the launch retro-planning for your first People Review campaign. In advance of this launch, resources will be provided to you to enable you to begin your reflection on this exercise:

You will find our 6 default dimensions on Elevo. These have been studied and refined by our Product team to best meet the exercise.

If this does not completely meet your needs and you wish to create new dimensions or remove existing ones, we invite you to discuss this with your dedicated contact to ensure their relevance in the resulting analysis.

💡 Note: We limit the creation to two new dimensions so that the exercise remains coherent.

2️⃣ Editing dimensions on Elevo

Step to be completed once your exchange with your dedicated contact has been carried out.

This is my first People Review campaign

Go to Elevo > People Review > Dimensions. The default dimensions will have been created by our team. If they do not appear, please contact us.

A dimension consists of several elements:

  • its name ("Performance"),
  • an associated question, with a maximum of 400 characters ("💪🏻 In terms of performance, you would say that Brooklyn...")
  • a description associated with the question, with a maximum of 4000 characters ("Tobest evaluate performance, consider the actions taken by Brooklyn over the past year as well as the achievement of objectives if you had setany")
  • 2 to 5 rating criteria (always exceeds expectations 🏆 / consistently meets expectations 👍 / does not always meet expectations 🙂 / does not meet expectations 🙁 / is well below expectations 😢).

You can edit the question and the description of the dimensions as well as the rating options.

💡 Note: If you wish to change the name of the dimension, please contact your dedicated Customer Success representative.

Once the editing of the dimensions is completed, click on "Modify for the next campaigns" at the bottom of the screen.

⚠️ Warning: The rating criteria are associated with values that are fundamental in the management of groups of employees. You must therefore take their order into consideration.

I have already conducted at least one People Review campaign

There are two possibilities when editing a dimension:

  • the dimension has never been used within a People Review campaign.
  • the dimension has already been used within a People Review campaign.

Depending on the context, editing the dimensions may not be possible for the same fields.

Modification of fields Dimension already used Dimension never used
Name of the dimension ❌ ❌
Question associated with the dimension ✅ ✅
Description of the question ✅ ✅
Rating options ❌ ✅

 

💡 Note: In the case of a dimension that has already been used, the name of that dimension as well as its rating options cannot be changed as it would impact previous campaigns where it has already been utilized. However, it is possible to change the question or the description of this question related to the dimension without impacting previous campaigns. To modify these elements (question and description) on an ongoing campaign, please contact Elevo Support (support@elevo.io).

Once the editing of the dimensions is complete, click on "Modify for the next campaigns" at the bottom of the screen.

📝 Translate the dimensions

This step is optional if your campaign is only in one language.

Default language selection

When creating the dimension, you will need to choose its default language. The languages ​​offered will be those activated as content languages ​​in the application. If you wish to add one or more languages, please contact our Support team.

Selection of additional languages

In the additional languages ​​tab, it will be possible to add additional languages ​​in which the People Review will be available.

The languages ​​offered will be those activated as content languages ​​in the application. If you wish to add one or more languages, please contact our Support team.

Once you have selected a language, you will then need to complete the fields on the right side of the screen to enter the desired translations.

It will be necessary to complete all the selected translations in order to save the dimension and launch a campaign.

💡 Note : If you wish to remove a translation, please contact our Support team and specify the language in question.

3️⃣ Campaign creation

You are now autonomous in the configuration of the campaign. To do this, go to Campaigns > Create campaign.

Here are the different steps to follow:

Basic settings

You will first need to define:

  • the name of the campaign,
  • the deadline of the campaign.

💡 Note: The deadline of the campaign may be modified after the launch. It is merely indicative and will not block the exercise.

Visibility settings

The rights related to the People Review product are detailed in this article: Managing administrator rights: roles and permissions.

On the scale of a campaign, there are two parameters to specify:

  • whether or not the People Review of an employee will be visible to their hierarchical superiors (N+1, N+2, etc.)
  • if the admins with rights over a People Review campaign can or cannot see the People Review of their own hierarchical superiors.

Adding participants

This step is carried out after the configuration and launch of the campaign: 5️⃣ Adding participants and defining the responsible party.

Adding the desired dimensions

Your dimensions will have been updated beforehand, and you only need to associate them with the campaign here. If you wish to modify them, this must first be done from the Dimensions tab.

Click on "Add dimensions" and then select the desired ones from the drop-down menu.

You will then be able to view and arrange them:

Additional questions

You will need to define here which additional questions you wish to activate.

Preview

In step 5 of the campaign launch, you will be able to view the template for your People Review.

Notifications

The notification for the launch of the People Review campaign is currently not customizable (6️⃣ Notifications to the reviewers).

Launch of the campaign

A summary of the campaign will be displayed, including its name, deadline, and selected privacy settings.

All that remains is for you to click on "Launch the campaign" in order to subsequently add your participants and define the groups of employees. No notification is therefore sent at this stage.

4️⃣ Definition of the talent groups

The groups of employees allow for the positioning of each participant in the People Review within a talent group based on the ratings obtained on certain dimensions. To learn more about the groups, particularly the default groups, please refer to this article: Objectives of the People Review.

Once the campaign has been set up by our Support, you will receive an email informing that you can configure employee groups.

💡 Note: Talent groups can be created, modified, or deleted at any time during the campaign without affecting people's reviews.

➕ Create a group

When there are no groups present in your campaign, the button "Create first group" will appear at the top right.

It is essential to create groups of employees so that the reviewers' experience is complete. If no group of employees exists, then they will see this message and will not be able to view the positioning of the individuals they have evaluated.

📝 Configure a group

Once the group is configured, the number of employees present will update automatically.

To do this, it will be necessary to complete:

  • the title of the group,
  • its description,
  • the rules that define the addition of a employee to a group based on the rating criteria of their people review.

To modify a group, you will need to click on the 3 dot menu to the right of the group label then “modify”.

📏 Rule Management

The rules consist of a dimension, a condition, and a value.

If multiple rules are created, an "AND" will be added indicating that they must be combined to be part of the group in question. The employee must then comply with all the rules.

💡 Note: A dimension can only be used in one rule at a time. If a campaign has 4 dimensions, there can be a maximum of 4 rules.

❌ Delete a group

To delete a group, you will need to click on the 3-dot menu to the right of the group label and then "Delete".

5️⃣ Addition of participants and definition of the responsible party

Once the groups of employees are set up, you can add participants to the campaign.

💡Note: Participants can be added at any time during an ongoing campaign, before or after the creation of the groups of employees, although we advise you to create the groups first.

To do this, you must first download the participant addition file template and then complete it by following the instructions below.

How to fill out the participant addition file?

For the evaluated column (reviewee_login), you must provide the login identifier: it is generally the email, but if you have employees without an email, it can be another identifier (such as an employee number).

For the reviewer column (reviewer_login), you can:

  • either use the information provided in the manager column from your user database export,
  • or indicate another email if you wish to designate a specific person rather than the direct manager.

💡Note: Entity admins (if you have an MLA in place) can only add employees from their entity.

How to add participants to the People Review campaign?

Go to Elevo > People Review > Campaigns > Campaign concerned then click on "+Add participants" top right.

You may then submit or import your participant file in the format .csv, .xlsx or .txt.

What are the possible errors during the import?

If there is a file format error, the cause of the error will be shown in the modal. It will be necessary to correct the file before re-importing it.

The different errors may be:

  • Missing headers - "Failedto process the CSV file: Empty headers found at indexes: [3, 4]"
  • Incorrect headers - "Failed to process the CSV file: Missing headers in the file: reviewee_login"
  • Incorrect file format
  • File too large - "The file is too big, it exceeds the limit of 5 MB"

In case of errors in the content of the file, the details will be sent to you by email, and no participant will be added. It will be necessary to correct the file before reimporting it.

The various errors may include:

  • The reviewee/reviewer is not found - "The reviewer with the identifier test_dev+1_32@elevo.fr does not have a corresponding user"
  • The reviewee/reviewer is suspended - "The reviewer with the identifier test_dev+1677_34@elevo.fr is a suspended user"
  • The reviewee is already present in the campaign - "The reviewee with the identifier test_dev+1677_17@elevo.fr is already in the cycle"
  • The reviewee is outside your scope (MLA) - "The reviewee with ID test_dev+1_46@elevo.fr is a user who is not under your administration."
  • The reviewee is duplicated in the file - "The reviewee with the identifier test_dev+1677_21@elevo.fr cannot be added multiple times"
  • The reviewee is their own reviewer - "The reviewee with the identifier test_dev+1677_21@elevo.fr cannot perform their own people review"
  • The login of the reviewee/reviewer is missing - "The login of the evaluated individual is missing"

If the file presents no errors, you may click on "Add participants":

Participants will then be added and the reviewers will receive a notification email.

💡Note: This action may take several minutes if the number of participants being added is significant, but you can leave this page and continue browsing the app.

When an addition is being processed, you will not be able to add new participants; you will need to wait for the first import to be completed.

6️⃣ Notifications to the reviewers

Notifications are currently not customizable. You will find their content below:

🙋🏻‍♂️ Questions

➡️ Is it possible to modify the dimensions once the campaign has been launched?

For any modifications to a dimension present in an already launched campaign, please contact Support (support@elevo.io).