Review and Check-In System Generated Emails

Read below to learn how to send a Kick-off email. Remember that these emails are sent by you via Review Tracker. 

Kick-Off Email

To kick off your review or check-in, we recommend that you send a kickoff email!

Please note that:

• When you launch a new cycle, Reflektive does not automatically email your employees. You'll need to send a kick-off email to let your employees know that a cycle is active.
• The kick-off email sent via Reflektive is plain text, it will link employees to Reflektive.
  • If you would prefer to have images or advanced formatting, please use your IT approved email client to send your kick-off email. 
• The email will come from "admin@reflektive.com"
• The subject line will be: "New Review Cycle Launched!"

What does a kick-off email look like?

How to send a kick-off email:The Kick-off Email will incorporate your cycle title at the top of the message in black, and insert it into the sub-message "The (Cycle Title) is underway!" 

1. Click on the "Send Kick-off Email" button and a pop-up will appear
2. Send to "All Employees" (default) or type in the names of the employees
3. Type in your plain text message
4. Click "Send"

Who will get the kick-off email? 

• All participants in the review or check-in (people who are receiving feedback about themselves)
• All mandated feedback providers for those participants
  • In a typical Performance Review, employees and their managers will get the kick-off email. If you've set direct reports to provide feedback about their managers, then direct reports will also get the kick-off email. 
  • In a Check-In, employees and their managers will get the kick-off email.
  • In a 360, employees, their managers, and their direct reports will get a kick-off email.

Who will not get the email?

• People who are not feedback receivers and are not mandatory feedback providers
  • Example 1: you are a new hire who is not receiving feedback, and you don't have to provide feedback for anyone.
  • Example 2: you are only a peer feedback provider for someone, you are not receiving feedback and you are not a mandatory feedback provider. 

To increase review or check-in completion and remind people about a due date, we encourage you to use the "Nudge" feature.

Please note that:

• The email will come from "admin@reflektive.com"
• The subject line will include the due date

What does a nudge look like?

You will have different nudge options depending on the type of cycle you're running (performance review, check-in, 360 review). The 360 review type has the most nudge options given it has the most steps.Nudges incorporate your cycle title at the top of the message in black and insert a link to the cycle at the bottom. The subject line will be: "Self Review Due YYYY-MM-DD" if you're sending a nudge about the Self Review. When sending nudges about a check-in or other steps in a review or check-in, the step name will appear in the subject line.

How to send a nudge:

1. Click on the "Nudge" button and a pop-up will appear; nudges are sent to all employees who have not completed that step
2. Type in your plain text message
3. Click "Send"

Who will get the email? 

• The administrator who sent the nudge will get a copy
• The people who have not completed that step
  • Example 1: If you're sending a reminder to select peer reviewers, people who have not selected peer reviewers will get a nudge

Who will not get the email?

• People who have completed the step

To keep employees on track with the check-in process, we generate automated email messages at the following times during a check-in:

Managers get emailed when:

• An employee has submitted their self check-in
• If an employee makes edits to the self check-in and resubmits

Employees participating get emailed when:

• Their manager has released the completed check-in to the employee

Manager Email: An employee has submitted their self check-in
Subject Line: "Self Check-in Complete: Employee's Name"

Manager Email: An employee makes edits to an already submitted check-in, and resubmits
Subject Line: "Self Check-in Edited: Employee Name"

Employee Email: A manager releases the completed check-in to the employee

Subject Line: "Your Check-in is Now Available!"

To keep employees on track with the performance review process, we generate automated email messages at the following times during a performance review:

Managers get emailed when:

• An employee has submitted their self-review
• If an employee makes edits to their self-review and resubmits

Employees participating get emailed when:

• Their manager has released the completed performance review report to the employee

If you are running a performance review where direct reports are providing feedback about their managers, when a direct report submits their feedback about their manager, there will not be an email sent out to preserve anonymity.

Manager Email: An employee has submitted their self-review
Subject Line: "Self Review Complete: Employee's Name"

Manager Email: An employee makes edits to their self-review and resubmits

Subject Line: "Self Review Edited: Employee Name"

Employee Email: A manager releases the completed performance review to the employee

Subject Line: "Your Review is Now Available!" 

To keep employees on track with the 360 review process, we generate automated email messages at the following times during a 360 review:

Managers get emailed when:

• A direct report submits their list of peer reviewers, managers will be prompted to approve the peer reviewer list
• A direct report has submitted their self-review
• If a direct report makes edits to their self-review and resubmits

Employees participating get emailed when (participating means receiving feedback):

• You will be notified if you are selected and approved as someone's peer reviewer
• Their manager has released the completed 360 review report to the employee

Employees that are not participating get emailed when (employees that are not getting reviewed):

• You have been selected as a peer reviewer

Note: a people manager will not receive an email if their direct report's peers and/or direct reports submit feedback about the direct report. 

Manager Email: A direct report submits their list of peer reviewers
Subject Line: "Please Approve Peer Reviewers for Employee Name"

Manager Email: An employee has submitted their self-review

Subject Line: "Self Review Complete: Employee's Name"

Manager Email: An employee makes edits to their self-review and resubmits

Subject Line: "Self Review Edited: Employee Name"

Employee Email: You are selected and approved as someone's peer reviewer

Subject Line: "You Have Been Selected to Write a Review For Peer Name"

Employee Email: A manager releases the completed 360 review to the employee

Subject Line: "Your Review is Now Available!"