Add Individual Employee, (continued)
o First Name (Required) o Last Name (Required) o Employee ID (Optional)
An optional employee identification field.
o Department (Optional)
Must already exist in the system to be included in the drop-down list.
o Job Title (Optional)
Must already exist in the system to be included in the drop-down list.
o Signature Image (Optional)
Upload JPEG images of employees’ signatures.
o Salary (Optional – only visible with the Compensation module) o Wage Type (Required – only visible with the Compensation module) o If Hourly, Hours Per Week (Optional – only visible with the
Compensation module) o Location (Optional) o Hire Date (Required)
o Use Anniversary Review Periods (Optional)
Use this field to designate that Anniversary Review Periods should be used for this user when Custom Review Periods have been chosen overall.
o Probation End Date (Optional)
If you would like to include a probationary review period for a user, enter the end date of the probationary review period.
Continued on next page
A Product of Applied Training Systems, Inc
Manage Employees , Continued
Add Individual Employee, (continued)
o Manager(s) (Optional)
This field establishes the hierarchical reporting relationship for
performance appraisals. It is optional. However, each employee must have a manager in order to be reviewed.
Click Add a Manager to search for and assign a manager.
o User Roles (Optional)
Use these checkboxes to assign the role the employee will play as a user of the reviewsnap™ system. This associates the permissions assigned to that role to the employee.
Note: It is a best practice to design your roles such that it is only necessary to assign one role to each employee.
Continued on next page
A Product of Applied Training Systems, Inc
4/20/2012 Have question? Contact your system administrator or 27 of 78
Manage Employees , Continued
Import
Employees Another option for adding employees to the system is to use the employee import feature.
• Click Import Employees to access the zip file that contains the instructions and file template
• Enter your employee data and save the csv file Note: Do not add, delete, or reorder the columns.
• Return to the reviewsnap™ system and click the Browse button to locate your file
• Click Upload and an onscreen message will provide import results.
Note: Contact your account manager if you need help addressing import errors.
Import
Signatures reviewsnap™ makes it possible to batch upload employee signature images to be used during the performance review signature step.
• Images must be saved as JPEG (*.jpg) files and the maximum image width should be no greater than 250 pixels for optimum placement
• Name each signature file using the e-mail address of the user
• Compress the images files into a ZIP file that you will use in the upload process
• Return to the system and click Import Signatures
• Click the Browse button to locate your ZIP file
• Click Upload and an onscreen message will provide import results Note: Contact your account manager if you need help addressing import errors.
View Deactivated Users
To view a list of inactive users:
• Click View Deactivated Users
• The option to reactivate an employee is available here as well
Continued on next page
A Product of Applied Training Systems, Inc
Manage Employees , Continued
Create or Complete a Review
To create and complete a review:
• Navigate to Manage Employees
• Select an employee and click Create or Complete a Review
• Select an available review period then click Continue
• Select a review template then click Continue
• Confirm employee, review period, and template information then click Continue
• Provide competency ratings and comments as required then click Next
Continued on next page
A Product of Applied Training Systems, Inc
4/20/2012 Have question? Contact your system administrator or 29 of 78
Manage Employees , Continued
Create or Complete a Review, (continued)
• Provide goal ratings and comments as required then click Next
• [Optional Step] Set goals for the upcoming review period then click Next
• Review development plan progress then click Next
• [Optional Step] Set development goals for the upcoming review period then click Next
• [Optional Step] Provide summary comments as required then click Next
• [Optional Step] Mark the review ready for signatures
Continued on next page
A Product of Applied Training Systems, Inc
Manage Employees , Continued
Create or Complete a Review, (continued)
• [Optional Step] Select additional manager(s) to require signature(s) then click Submit.
Note: If multiple managers are selected you may be given the opportunity to select the appropriate manager sign-off order.
• [Optional Step] Click Signatures
Note: Signature order is determined by the system administrator and enforced by the system.
• [Optional Step] Type the signature then click Sign
• Click Back to Manage Reviews
• Click Finalize
Note: Finalizing can only happen once all signatures are complete.
• Finalize the review
Note: Finalizing can only happen once all signatures are complete. The system administrator may choose to automatically finalize reviews once all signatures are submitted. If that is the case, managers will not have to manually finalize the review.
Note: At any step during the process, the review may be saved and accessed at another time for completion.
Continued on next page
A Product of Applied Training Systems, Inc
4/20/2012 Have question? Contact your system administrator or 31 of 78
Manage Employees , Continued
Change
Reviewer Administrators may have permission to change reviewers
• Navigate to Manage Employees
• Select an employee and click Create or Complete a Review
• Select an alternate reviewer from the drop-down list
• Click Change
Reroute Review Administrators may have permission to send a review back to an employee
• Navigate to Manage Employees
• Select an employee and click Create or Complete a Review
• Click Back to Employee
View Completed Reviews
To view completed self-reviews and/or manager reviews:
• Navigate to Manage Employees
• Select an employee and click View Completed Reviews
• Click View to open a copy of a completed review for viewing, saving and/or printing
• Click Reviewers to see a list of people who contributed to the review
• Click Comments to view or print any comments that were added during the signature stage
• Click Allow Employee to View to make a copy of the signed and finalized review available to the employee
• Click Unfinalize to make a review editable again
Continued on next page
A Product of Applied Training Systems, Inc
Manage Employees , Continued
View Completed Reviews, (continued)
• Click Delete to remove the review from the system
Note: Deleted reviews cannot be restored without assistance from reviewsnap™ and there is a cost associated with doing so.
Manage Business and Development Goals
To manage an employee’s goal plan:
• Navigate to Manage Employees
• Select an employee and click Manage Business and Development Goals
• Select the appropriate review period
Note: “Lock All Current Goals” will disable the employee’s ability to update their own goals.
Continued on next page
A Product of Applied Training Systems, Inc
4/20/2012 Have question? Contact your system administrator or 33 of 78
Manage Employees , Continued
Manage Business and Development Goals, (continued)
• Add business goals and/or update existing goal details
o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry
o Click Create and Add New Goal to save the entry and remain in this screen to enter another
Continued on next page
A Product of Applied Training Systems, Inc
Manage Employees , Continued
Manage Business and Development Goals, (continued)
• Add development goals and/or update existing goal details
Note: Learning activities will automatically be filtered based on the competency groups that are selected.
o Click Update to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry
o Click Update and Add New Goal to save the entry and remain in this screen to enter another
Continued on next page
A Product of Applied Training Systems, Inc
4/20/2012 Have question? Contact your system administrator or 35 of 78
Manage Employees , Continued
Manage 360 Degree Surveys
To kick-off a 360 Degree Survey on your employee:
• Navigate to Manage Employees
• Select an employee and click Manage 360 Degree Surveys
• Click Create 360 Degree Survey
• Complete the survey details
Continued on next page
A Product of Applied Training Systems, Inc
Manage Employees , Continued
Manage 360 Degree Surveys, (continued)
• Click Add Raters
• Click Find
• Select a rater type and click Assign for each individual that should be included in the 360 degree survey
Note: External raters (e.g. clients) may also be added.
Continued on next page
A Product of Applied Training Systems, Inc
4/20/2012 Have question? Contact your system administrator or 37 of 78
Manage Employees , Continued
Manage 360 Degree Surveys, (continued)
• You may add more raters, delete raters, and send reminders at any point until the survey is finalized
• Once a rater has finalized their individual input, you may view their survey by clicking View
Note: Only the survey administrator (the person who assigned the survey) may see the individual rater input.
• To close the survey, click Finalize
To view the survey summary for a completed 360 degree survey for your employee:
• Click View Summary to open a copy of a completed survey for viewing, saving and/or printing
Note: Survey summaries are anonymous consolidations of all rater input.
• Click Allow Employee to View if you would like the subject of the survey to be able to view/save/print the survey summary.
Note: Once this button is clicked, the ability for the employee to view the summary cannot be revoked.
• Click Raters to view individual survey input
Note: Only the survey administrator (the person who assigned the survey) may see the individual rater input.
Continued on next page
A Product of Applied Training Systems, Inc
Manage Employees , Continued
Create/View
Journal Entries Journal Entries are ad hoc notes that can be made at any time. To create new entries and/or update entries that you have previously created on an
employee:
• Navigate to Manage Employees
• Select an employee and click Create/View Journal Entries
• Create, print, and/or filter Journal Entries
Note: The paperclip icon indicates that the entry has an associated attachment.
Continued on next page
A Product of Applied Training Systems, Inc
4/20/2012 Have question? Contact your system administrator or 39 of 78
Manage Employees , Continued
Create/View Journal Entries, (continued)
• Add new entries and/or update existing entries
o Private entries are only visible to the person who created them.
o External documentation, such as prior year performance reviews, can be linked to the reviewsnap™ system using the Journal Entry
functionality. Simply create an entry and browse to where the file is stored.
Continued on next page
A Product of Applied Training Systems, Inc
Manage Employees , Continued
Manage Review
Periods To manage review periods for individual users:
• Select the user and click Manager Review Periods to
• Create or deactivate
Update Employee Information
Keep your employee information up-to-date:
• Select the user and click Update Employee Information to manually update a record
Note: Employee information can also be updated via an import file. See the Import Employees sub-topic for more information.
Continued on next page
A Product of Applied Training Systems, Inc
4/20/2012 Have question? Contact your system administrator or 41 of 78
Manage Employees , Continued
Deactivate
Employee When a user no longer requires access to the system, they can be made inactive.
• Select the user and click Deactivate Employee
Note: Go to View Deactivated Employees to reactivate a user.
Send
Passwords To send login information to a single user or a group of users.
• Click Send Passwords
• Select the employee(s) and click Send E-mails
Continued on next page
A Product of Applied Training Systems, Inc
Manage Employees , Continued
Send Review
Notifications To send an email notification to all managers and/or employees that have not started or completed a review for a selected review period:
• Click Send Review Notifications
• Select the review period, type of notification and users to notify
• Click Send Notifications
A Product of Applied Training Systems, Inc
4/20/2012 Have question? Contact your system administrator or 43 of 78