Using Review Builder to Create Your Review

Overview

Now that you've considered how to design your review and learned about the question types, make sure your questions are ready, as you'll use the Review Builder tool to set everything up. Note: We highly recommend you to QA your review with a small group before you launch to the broader population to make sure that everything is behaving as you expected.

There are four main steps to building your review or check-in:

1. Select Your Review Type
2. Configure Your Review Settings
3. Create Your Questions
4. Select Your Review Participants

To begin creating your review, you have to first be a Review Administrator. If you don't see the Admin tab, contact support@reflektive.com so that we can get you set up. When you're ready:

1. Go to your Admin tab
2. Click on the Reviews menu item on the left-hand side to see the Review List. Here's where you can:
   • Create a new review
   • Clone an existing review
   • Manage active cycles (Note: any previous review or check-in cycles will be displayed on the Reviews tab)
   • Add additional admins
3. Click Create New to begin Step 1!
   

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Step 1: Select Your Review Type

Select your review type in Step 1: Review Type. Each Review type has its purposes. You'll see a description below each review type that explains the standard use case, as well as other supported configurations of the review type.

Important: Once you start creating one type of review, you will not be able to change the review type. For example, if you start creating a Performance Review, you cannot change the review type to a 360 Review in the middle of your creation process.)

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Step 2: Configure Your Review Settings

Edit your Review configuration options in this step. We'll go over each of the available settings for Performance Reviews, 360 Reviews, and Check-Ins.

• Performance Review Settings
  
  Expanding Advanced Options shows you the following toggles:
  
• 360 Review Settings
  
  Expanding Advanced Options shows you the following toggles:
  
  
  
• Check-In Settings
  Expanding Advanced Options shows you the following toggles:
  

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Step 3: Create Your Questions

You'll will be spending the bulk of your time in this step - adding your review survey questions. If you need a refresher on what question types there are, please visit this article. Additionally, if you prepared your questions in advance, then you've saved a lot of time. The screenshots below are for illustrative purposes:

• "Category or Competency" functions like a section header (e.g. General, Values). If you want multiple questions to be in the same section, make sure they have the same "Category or Competency"
• Click on the rating scale text to edit what it says
• After launching your cycle, you will no longer be able to edit (add/remove/update) the answer option texts for the existing Rating Scale, Multiple Choice, and Nine-Box. You can still add a brand new questions and add all the new answer options.

Advanced Options (click here to bypass Advanced Options and skip to Step 4)

• Click Everyone if you want all feedback providers (self, manager, direct report, peer) to answer this question about the feedback receiver. If the question only applies to a subset of employees, choose Only Some instead. These options will appear:

• If you want to write a question that only applies to feedback receivers who are in a certain department or location, select them in the This question appears when reviewing section.
  
  Example: Let's say that your question is "Assess this person's technical skills" and you want feedback providers who are reviewing engineers (feedback receivers) to answer this question. To set that up, you would type in the department Engineering in the "This question appears when reviewing:" field.
• You can also further target a question based off of if the feedback receiver is a people manager.

Back to the rest of the Advanced Options:

• If this question should be answered in order to complete the review, select Yes for Is this question mandatory?"
• If you want to mandate that feedback providers add an additional free response comment when answering this question, select Required for "Include comment field?" Typically, this is "optional."
• If you want to control how much feedback providers write, set a character limit. Typically, this is left blank ("No character limit")
• If you want to hide this question's answers from the employee’s final report, select No. We recommend keeping this as "Yes" unless it's a question about promotion. Managers and Admins will still see answers to the question even though the feedback recipient will not. 
• You can link questions to support the use of multiple pronouns, so it's clear to the reviewer who they're providing feedback about. In the report view, you are able to see all these question responses grouped together for comparison, instead of the system treating them as 4 separate questions and difficult to compare against.
  
  Question Linking Example: These 4 questions are essentially the same, and you want the responses for these to be grouped together in the review report.
  
  When you edit each of these questions and going to Advanced Options, you can group all 4 questions by entering the same value. That's all you have to do - now all the collected responses will be grouped together for easy evaluation and comparison.
  

Once you click "Finish Question," you'll see the below. You'll be able to edit, move, clone, delete or lock the question.

Repeat this process until all your questions are in the system. Once you're done, you can move onto Step 4.

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Step 4: Select Your Review Participants

In this step, you will decide who will partake in this review.

For Who will receive feedback and Who can provide feedback, the system defaults to all employees, but you can add or remove employees/departments/locations using the left-hand menu items. You can also exclude employees by hire date.

IMPORTANT 
After launching your cycle, you will no longer be able to change the following:

• "All Employees" or "Some Employees" will be locked
• Exclusion by hire date will be locked

Additionally, any new employee added to Reflektive will NOT be automatically included as a participant. You can add new employees to the cycle by using the Include feature.

Before you launch your review or check-in, please click on the "Preview" button to view how your questions will look in the survey.

You can select the individual's view you want to preview, along with who they are providing feedback for. This is a good way to check that everyone has the correct viewing permissions within the review.

When you're ready, click on Launch Review. Depending on how many questions you have and how many people are participating in the review, it may take a few moments for the launch to process and complete. ***Please ensure that your employee data is up to date before you launch a review or check-in!***


You'll be taken to the Review Tracker where you can track the progress of the review or check-in cycle, send a plain text kick-off email, input due dates, nudge people, and more. 

We highly recommend you to QA your review or check-in with a small group before you launch to the broader population to make sure that everything is behaving as you expected.

Note: No email notifications are sent out when you click on Launch Review. You will have to send these manually either through Reflektive, or your own internal awareness campaign.

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Next: Learn about the most common Review Survey configurations, as well as frequently asked questions our HR admins come across.

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