Configuring & Managing Feedback

Contents

Overview

Our feedback feature has a variety of use cases, including:

  • General feedback that can be requested or given at anytime

  • 360 feedback for a year-end review to receive input from peers and others (no self-reflection)

  • Upward feedback for evaluating managers

All feedback templates can be accessed by going to:

Admin → Program Management → Feedback → Settings

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Anytime Feedback

Note: Super Admins and HR Admins (scope applied) can view feedback provided for them even if the template is configured so that only managers can view feedback.

There are 3 types of anytime feedback:

1. Feedback that's requested by a manager on behalf of a direct report

2. Feedback that's requested by a user for themselves

3. Feedback that a user gives to another user unprompted

Requested By Manager for Direct Report

Step 1: Name this feedback

The feedback name and description will be visible to all participants. The description is a great opportunity to give participants some context around the feedback as well as to provide links to any relevant company resources:

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Allowing the manager to add a custom note can help them elaborate on the quarter, project, or presentation for which they're requesting feedback.

Step 2: Set Permissions (who can request and view feedback)

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If a feedback template has been configured so that providers remain anonymous (i.e. "Employee can view feedback, but not provider"), administrators won't be able to see the provider of their own feedback in reports.

Note: If a direct report is assigned to a new manager after feedback is requested, but before it's been provided, the new manager won't see the pending request on their end (since they're not the manager who initiated the request). However, if/when the feedback is provided, the new manager will be able to view the feedback content.

Step 3: Write a question

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The question types are...

  • Paragraph: Open text
    • Note: Paragraph answers can be configured to have a hard word limit that is less than the default 10,000-character limit. 
  • Scale: 1-2 through 1-25
  • Star Rating: Up to 5 stars
    • Note: Historically, the rating only went up to 4 stars. Reporting for feedback completed before the rating change will not be impacted and will still have a max of 4 stars. However, to avoid confusion when comparing historical and current reports, the max rating will now be indicated (i.e. "[#] out of 4 stars" or "[#] out of 5 stars").
  • Multi-select: Up to 25 options

Questions can be optional or mandatory. They can also be cloned by clicking the double screen icon to the right of the question.

Step 4: Activate this template

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By default, the number of days to complete feedback is 28. The maximum is 300. The minimum is 1. However, if a feedback provider declines the request or allows it to expire, they can be selected again.

Note: "Undeploying" an anytime feedback template will delete all in-progress feedback forms that are using the template. This action will also remove the data from feedback reports. However, completed feedback forms will not be impacted. 

Requested By User for Themselves

Step 1: Name this feedback

The feedback name and description will be visible to all participants. The description is a great opportunity to give participants some context around the feedback as well as to provide links to any relevant company resources:

anytime_requested_feedback_-_1.png

Allowing the user to add a custom note can help them elaborate on the quarter, project, or presentation for which they're requesting feedback.

Step 2: Set Permissions (who can request and view feedback)

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If a feedback template has been configured so that providers remain anonymous (i.e. "Who can view feedback providers?"), administrators won't be able to see the provider of their own feedback in reports.

Step 3: Write a question

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The question types are...

  • Paragraph: Open text
    • Note: Paragraph answers can be configured to have a hard word limit that is less than the default 10,000-character limit. 
  • Scale: 1-2 through 1-25
  • Star Rating: Up to 5 stars
    • Note: Historically, the rating only went up to 4 stars. Reporting for feedback completed before the rating change will not be impacted and will still have a max of 4 stars. However, to avoid confusion when comparing historical and current reports, the max rating will now be indicated (i.e. "[#] out of 4 stars" or "[#] out of 5 stars").
  • Multi-select: Up to 25 options

Questions can be optional or mandatory. They can also be cloned by clicking the double screen icon to the right of the question.

Step 4: Activate this template

anytime_requested_feedback_-_4.png

By default, the number of days to complete feedback is 28. The maximum is 300. The minimum is 1. However, if a feedback provider declines the request or allows it to expire, they can be selected again.

Note: "Undeploying" an anytime feedback template will delete all in-progress feedback forms that are using the template. This action will also remove the data from feedback reports. However, completed feedback forms will not be impacted. 

Given By User Unprompted

Step 1: Name this feedback

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Step 2: Set Permissions (who can request and view feedback)

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If a feedback template has been configured so that providers remain anonymous (i.e. "Who can view feedback providers?"), administrators won't be able to see the provider of their own feedback in reports.

Step 3: Write a question

anytime_give_feedback_-_3.png

The question types are...

  • Paragraph: Open text
    • Note: Paragraph answers can be configured to have a hard word limit that is less than the default 10,000-character limit. 
  • Scale: 1-2 through 1-25
  • Star Rating: Up to 5 stars
    • Note: Historically, the rating only went up to 4 stars. Reporting for feedback completed before the rating change will not be impacted and will still have a max of 4 stars. However, to avoid confusion when comparing historical and current reports, the max rating will now be indicated (i.e. "[#] out of 4 stars" or "[#] out of 5 stars").
  • Multi-select: Up to 25 options

Questions can be optional or mandatory. They can also be cloned by clicking the double screen icon to the right of the question.

Step 4: Activate this template

anytime_give_feedback_-_4.png

Note: "Undeploying" an anytime feedback template will delete all in-progress feedback forms that are using the template. This action will also remove the data from feedback reports. However, completed feedback forms will not be impacted. 

Scheduled Feedback

Note: Super Admins and HR Admins (scope applied) can view feedback provided for them even if the template is configured so that only managers can view feedback.

Scheduled feedback is generally used by an organization to run a more formal review process. The feedback name and description will be visible to all participants. The description is a great opportunity to give participants some context around the feedback as well as to provide links to any relevant company resources. Changes made to the name and/or description of a feedback template that has a cycle in progress will be applied immediately and pushed out to all participants. 

Step 1: Name this feedback

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Step 2: Select Participants

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Your selections for feedback recipients and providers do not have to match. As such, you select "Include all employees (recommended)" for recipients and "Custom participant list via CSV upload" for providers. Download this simple template to use with the "Customer participant list via CSV upload" option. Only participant email addresses are needed.

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Default providers are only suggestions and can be changed. 

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Managers will always receive a notification as soon as feedback is submitted even if the template is configured so that the recipient is notified after the cycle ends.

Step 3: Specify who can view and request feedback

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Feedback providers are informed of who can view the feedback (i.e. “This feedback is visible to…”) via a note at the top of the feedback form. Due to this communication, permissions cannot be edited while a feedback cycle is in progress.

Note: If a direct report is assigned to a new manager during the feedback cycle, the feedback will be redirected appropriately as long as the new reporting structure is defined via user management.

Step 4: Write the questions

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The question types are...

  • Paragraph: Open text
    • Note: Paragraph answers can be configured to have a hard word limit that is less than the default 10,000-character limit. 
  • Scale: 1-2 through 1-25
  • Star Rating: Up to 5 stars
    • Note: Historically, the rating only went up to 4 stars. Reporting for feedback completed before the rating change will not be impacted and will still have a max of 4 stars. However, to avoid confusion when comparing historical and current reports, the max rating will now be indicated (i.e. "[#] out of 4 stars" or "[#] out of 5 stars").
  • Multi-select: Up to 25 options

Questions can be optional or mandatory. They can also be cloned by clicking the double screen icon to the right of the question.

Step 5: Set up notifications

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Note: Feedback notifications will not be sent if system notifications are disabled.

Step 6: Schedule feedback cycles

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Once the "Select" phase has passed, participants will not be able to request feedback unless the "Allow employees to nominate feedback providers any time during the cycle" option is enabled. Also, if a feedback provider declines the request, they can be nominated again during the same cycle.

Once the "Give" phase has passed, feedback providers will not be able to provide feedback unless the "Add a grace period for your employees to provide feedback" option is enabled. The grace period is based on consecutive days (not business days).

These options can be enabled while the cycle is in progress.

Step 7: Deploy feedback cycles

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Note: "Undeploying" a scheduled feedback template while a cycle is in progress will delete all data associated with the cycle. This action will also remove the data from feedback reports. However, completed cycles will not be impacted. 

Requests to Edit: Submission, Approval & Denial

If a feedback provider would like to edit their response or decline the request after the deadline, they'll need to submit a request to edit. This can be done by going to Feedback → Give → Completed, selecting the specific feedback form, and clicking the "Request to edit" button:

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This action will add the feedback provider's name to the list of requests that are sent via automated email to administrators at approximately 5pm (your organization's time zone). Clicking the "Manage Request(s)" button in the email will redirect you to:

Admin → Program Management → Feedback → Settings → Request to edit

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From there, you can select "Allow" (approve) or "Deny". If a request has been approved, the feedback provider will receive an automated email informing them of the decision. They'll then have an additional 7 days to reshare their feedback. If the request is denied, no email will be sent given that an administrator will likely reach out to that provider directly and discuss the policy and/or reason.

FAQs

When do scheduled feedback cycles launch?

By default, scheduled feedback cycles launch at approximately 12am (your organization's time zone) on the cycle start date. This means the feedback template will be available in the participants' Feedback module from that point forward. 

Can multiple feedback cycles run at once? 

Yes. You can run cycles of different template types at the same time. 

Can I clone questions and/or templates? 

Yes. You can clone questions within the same template and can clone a template itself.

Is feedback data reflected in the Usage Dashboard?

No, feedback data is not available in the Usage Dashboard. However, it is shown in the Manager Insights Dashboard.

Is there a character limit for questions and/or answers?

  • Questions: The limit is 1,000 characters.
  • Answers: The limit is 10,000 characters (unless you set a shorter hard word limit in the feedback template).

Can I add/remove participants after I deploy a scheduled feedback cycle? 

Yes, but only in the nomination phase (the part of the cycle where participants are still able to select feedback providers). To add participants, you'll need to upload a new CSV file that includes the original participants as well as the new participants. To remove participants, you'll need to upload a new CSV file with only the participants that you'd like to remain in the cycle.

Can I delete a feedback template? 

Yes. Super Admins can delete feedback templates by going into the template and clicking the trash can icon in the top-right corner. Deleting the template will not delete the data of any completed feedback entries of scheduled cycles.