Note: The following article shows the NextGen user interface. If the steps and/or screenshots do not match what you see in your organization's Betterworks instance, try this article that shows the same feature in the Classic user interface.
Contents
- Overview
- Prerequisites & Migration
- Admin Configuration
- Creating Calibration Cycles
- Using the Calibration Module
- Associated Conversations
- Permissions & Visibility
- Data Management Resources
- FAQs
Overview
NextGen Calibration modernizes the performance calibration process, allowing HR teams and managers to participate in fair, flexible, and scalable discussions. This update moves away from rigid, session-based hierarchies and introduces dynamic, filtered cycles deeply integrated with our Talent Service.
Key benefits include:
- Improved Efficiency: A more intuitive experience for HR Admins and managers with significant time savings.
- Greater Flexibility: Directly configure cycles from the Admin module, eliminating the need for complex consultation and templates.
- Data Integration: The Talent Profile side panel provides full context, including conversations, skills, and field history, during calibration discussions.
- Scalability: Built on a foundational architecture designed for dynamic organizations and modern cycle management.
Prerequisites & Migration
Note: The Talent Profile must be configured before Calibration can be enabled.
To configure the Talent Profile:
- Go to Admin → Program Management → Talent → Talent Profile.
- Select the ratings format.
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You can choose between text-only ratings (e.g., "Outstanding") or numerical formats (e.g., "65 - Exceeds Expectations") based on your organization's preference.
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- Configure the talent fields, custom fields, user custom fields, and skills.
NextGen Calibration and Classic Calibration use separate databases. If you are transitioning from Classic Calibration, keep the following in mind:
- Talent Keys: Existing talent keys in Classic Calibration do not migrate automatically. They must be transitioned to the Talent Profile standard or custom fields.
- Data Import: You can import your talent data using the provided templates (see Data Management Resources).
Admin Configuration
Admins can now enable and manage calibration settings directly within the application.
Settings (Talent Profile)
| Setting | Description | Default |
|---|---|---|
| Rating Format | Rating format text-only (most common) and numerical with label | Text-only |
| Editing Lock | Controls Talent Profile field editing for manager role types. | Off |
| Talent field editing during Calibration | Restrict editing during active calibration cycles fully or with exceptions | Off |
| Talent standard & custom fields tabs | Configure Talent Profile fields. Keep or deactivate standard fields. Add custom fields as needed. | Standard |
| User custom fields | Selects User custom fields from User Management surfaced in the Calibration module. | None selected |
Settings (Calibration)
| Setting | Description | Default |
|---|---|---|
| Calibration Settings | Toggles the Calibration module on for the tenant. | Off |
| Calibration Cycles | Configure calibration cycles. | None created |
Note: The talent fields cannot be edited or changed during an active calibration cycle.
Enabling Calibration
- Go to Admin → Program Management → Talent → Calibration → Settings.
- Toggle Enable Calibration to On.
- Click Save.
Creating Calibration Cycles
Cycles replace the "session" model. Each cycle is configured independently, allowing for unique table and chart settings.
- Navigate to Admin → Talent Management → Calibration → Cycles.
- Click Create Cycle.
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Enter a Cycle Name (required), Description (optional), and set Start and End Dates (optional).
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Associate Conversations (optional). You can link multiple anytime or scheduled conversation cycles. Conversations are no longer required or coupled to Calibration.
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Configure the Cycle Table by selecting the fields to display. The Employee field is required and cannot be removed.
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Configure Charts. You can add Matrix, Bar, or Histogram (numerical rating format only) charts specifically for this cycle.
- Click Save.
Chart Configuration
| Chart Type | Configurable Options | Notes |
|---|---|---|
| Matrix | Axis labels (x and y), row and column labels, box labels | Configurable per cycle |
| Histogram | Bin grouping, field source (Talent Profile field). | Configurable per cycle |
| Column / Bar Chart | Field source, grouping dimension. | Configurable per cycle |
Using the Calibration Module
When users enter the Calibration module, they land on a Cycle Landing Page listing all active cycles.
Filtering & Saved Views
Within a cycle, users can group and filter the participant list to focus the discussion. Filters can combine user profile fields and Talent Profile fields.
- Create a View: Apply filters using the bar at the top of the participant table.
- Save a View: Click Save View and name it. These are user-scoped, meaning each calibrator manages their own views.
- Access Views: Saved views appear in the dropdown under the cycle name.
Talent Profile Side Panel
Clicking a participant's row opens an inline side panel, allowing calibrators to view and edit information without leaving the calibration module.
| Tab | Description | Edit Access |
|---|---|---|
| Fields | View and edit Talent Profile standard and custom fields. | Always editable by admins. Editable by managers if granted in Admin Settings. |
| Skills | View employee skills (requires Skills module). | Read-only. |
| Comments | View and add calibration-specific comments. | Add/view available to all cycle calibrators. |
| Field History | Time-stamped log of changes from all sources (edits, imports, etc.). | Read-only audit log. |
| Associated Conversations | View transparent and confidential questions for associated conversations in the side panel (dependent on the conversation template configuration and permissions). As a reminder, Conversations are no longer required or coupled to Calibration. | Reference only. |
Associated Conversations
The associated conversation will be visible in the right side panel of the calibration cycle for ease of reference while calibrating. Also, when a conversation is associated with a calibration cycle, the HR leaders and managers can edit the talent fields directly from the detail summary panel in the conversation, while the calibration cycle is active.
Permissions & Visibility
Access is governed by roles and the specific configuration of each cycle:
- Super Admins: Full access to create and edit cycles.
- HR Admins: Can access cycles containing their scoped employees.
- Managers: Can access cycles and view their direct reports.
- Matrix Managers: Can access cycles and view the employees they’re linked to. They only see the specific employees they support, not the full employee population.
- Non-Admin Facilitators: Can be scoped to specific calibration groupings without receiving full tenant-wide admin permissions.
Data Management Resources
Use these resources to prepare your data for import into Talent Profiles and Calibration.
- Field guide - Talent Profile fields
- Field guide - Position fields
- Template - Talent Profile fields
- Template - Position fields
FAQs
Do comments made in the Calibration side panel sync back to Conversations?
No, comments added in the side panel are scoped to the Talent Profile and are not written back to Conversations.
Can I edit a cycle once it is Active?
Most items in an active cycle can be edited, such as the name, description, and any labels. However, once a chart is added, the rating distribution for that chart cannot be changed. You would need to create a new chart for a different distribution. Charts cannot be added to or deleted from active cycles.
What happens when I mark a cycle as Complete?
Marking a cycle as Complete triggers a snapshot of the employee talent profiles for reporting and analytics purposes.
How do I handle matrix managers?
Matrix managers can now be linked to employees they support and participate in Calibration, even when they aren't the direct people manager. They will see only their assigned employees in the cycle.