Icon for Employee review taskflow solution

Employee review

The 'Employee review' taskflow is designed to manage the internal flow of tasks in an Employee review process. An employee submits feedback about their work experience, HR reviews the employee's overall performance at work, and a recommendation is made based on comments by the supervisor and executive officer.

A step-by-step guide to Employee review

This guide will explain the 'Employee review' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: Receiving employee feedback

In this section, an employee submits feedback about their work experience.

Employee feedback


The first thing you'll notice on this form is a big paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

The taskflow starts when a logged-in employee fills in this form.

After the employee fills in this form, the next form is displayed for them to complete.
Employee feedback

Employee feedback page 2

The process of giving feedback is divided into two forms. This is so that the employee only has to deal with a limited amount of questions at a time, making it feel easier to fill in the forms.

The employee indicates agreement- and satisfaction levels related to different aspects of their job.
Employee feedback page 2

Acknowledge feedback

The employee receives an email thanking them for their feedback.
Acknowledge feedback


Section 2: HR reviews the employee

Next, HR is notified that an employee has completed their feedback form, and they review the employee's performance.

Notify HR

This email is sent at the same time as the previous email.

HR is notified that the employee has completed their feedback form, and is instructed to review the employee in the next task.
Notify HR

HR review

This form has one condition:

Activate this task when...
'Role' IS 'Human Resources'

This form can only be viewed and completed by HR.

HR reviews the employee's performance, and makes additional notes if necessary.
HR review


Section 3: Submitting comments

In this section, the supervisor and executive officer make comments on the employee's feedback and HR's review.

Notify supervisor and XO

The supervisor and executive officer each receive an email detailing the employee's feedback as well as the review done by HR. A link at the bottom of each email directs the supervisor and executive officer each to provide comments in the next task.

Kotive creates the content of these emails by pulling in information from the previous forms.

Let's start by looking at how these emails are typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text areas of the emails while in the webapp, you'll see that they change and suddenly look like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When these emails get sent to the supervisor and executive officer, they won't look like they do now, they will both contain normal text, because the taskflow will look at the previous forms and put the information from those forms into these emails.
Notify supervisor and XO

Supervisor and XO comments

Each of these forms have one condition. 'Supervisor comments' has the condition:

Activate this task when...
'Role' IS 'Supervisor'

This form can only be viewed and completed by the supervisor.

And 'XO comments' has the condition:

Activate this task when...
'Role' IS 'Executive'

This form can only be viewed and completed by the executive officer.

The supervisor and the executive officer each view a form that displays the employee's feedback and HR's review, before making their own comments at the end of the form.
Supervisor and XO comments


Section 4: HR's recommendation

In this section, human resources makes a recommendation and the employee, supervisor and executive officer are notified.

Notify HR again

This email has two conditions:

Activate this task when...
'Comments' (from 'Supervisor comments') IS NOT '____'
AND
'Comments' (from 'XO comments') IS NOT '____'

This email will only be sent if the supervisor and the XO have both made comments in the previous forms, and have saved their respective forms.

HR receives an email including the comments from the supervisor and the executive officer, with an instruction to provide a final recommendation in the next task.
Notify HR again

HR's final recommendation

This form has has one condition:

Activate this task when...
'Role' IS 'Human Resources'

This form can only be viewed and completed by HR.

The employee's feedback is displayed, along with HR's original review, and the supervisor's and executive's officer's comments. HR then makes a final recommendation based on all of the displayed information.
HR's final recommendation

Notify employee

The employee is notified that their review has been concluded.
Notify employee

Notify supervisor and XO again

The supervisor and XO each receive an email detailing HR's final recommendation.
Notify supervisor and XO again

After the last three emails are sent, the 'Employee review' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Employee review taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!