How to complete the performance appraisal process
From the end of the cycle through to setting up a new performance review, learn how to conduct a performance appraisal using MyHR.
Contents
How to start the appraisal stage
How to complete individual appraisals
How to complete the final appraisal
How can I download or print a performance review?
Why can't I see the rating scale?
Do we get notified when the employee/manager has completed their side of the appraisal?
I have multiple managers I want to comment and review the performance review, how do I set this up?
Can the employee do their appraisal first?
Can I see the employee appraisal and be prepared before we do the final together
Overview
This page provides guidance on completing the performance appraisal stage, including how employees and managers submit feedback, determine final ratings, and finalise the review.
The appraisal stage is the formal part of the performance review where an employee’s overall performance for the period is evaluated, discussed, and confirmed.
It’s the point where feedback and reflections come together to recognise achievements, identify areas for growth, and agree on final ratings. This stage also helps set the direction for development planning and goals for the period ahead.
There are two stages in the appraisal process:
- Individual appraisals where the employee and manager have the opportunity to independently provide comments and ratings for each of the items (or KPIs) which have been set to have a rating scale. [link].
- Note: as these appraisals are independent, the ratings and comments are not visible to the other party at this stage.
- Note: At the final appraisal stage (see below), the manager can see both the employee and manager ratings and comments. Both parties will be able to see all ratings and comments after the final appraisal has been completed.
- Final appraisal where the employee and manager met to discuss the individual ratings and confirm final ratings.
Step-by-step instructions
How to start the appraisal stage
- On the cycle end date, both the manager and employee will receive an email notification that the review is ready for appraisal.
- Either employee or manager can start the appraisal at the end of the cycle by going to the review, scrolling to the bottom of the screen selecting Go to appraisal.
- Select Begin appraisal to confirm.
Note: As a manager, you can start the appraisal stage before the end of the cycle by selecting Go to appraisal. If you choose to start the appraisal stage early, you will have to advise your employee that their review is ready for the appraisal stage as the email notifications will no longer be sent.
How to complete individual appraisals
- For each item that has been assigned a rating scale, you will be asked to select a rating using the sliding rating scale.
- You can enter a comment for each rating to explain how you came to your decision or to provide an overall comment for the item over the review cycle period.
- To view previous comments made through the review cycle, you can select the Comments button below each item. The comments thread will open to the right side of the screen. You can also add comments here, however please note that these comments are visible to both parties.
- Select Submit to move to the next stage, then select Submit again to confirm.
- You will receive a status box at the top of the appraisal to advise of next steps.
- The status will say 'Waiting on employee appraisal' if your employee has not yet completed their own self-appraisal. You may wish to prompt them to complete their self appraisal.
- The status will say 'Final appraisal ready to start' if your employee has completed their self appraisal.
Reminder: Initially your employee won't be able to see the ratings at this stage or the comment box you provide with your rating, however they will see these ratings and comments once the review has been finalised.
How to complete the final appraisal
Once both you and your team member have completed your parts of the appraisal, it’s time to move to the final appraisal stage. This is when you sit down together to discuss the ratings — both yours and the employee’s — using the system as a guide. The goal is to talk through each area, agree on the final ratings, and, if needed, add a short summary for each section.
This step is completed by the manager — employees don’t have access to submit the final appraisal.
Before the meeting, you’ll be able to see both sets of ratings and comments in the system. Use these to get ready for a positive discussion that highlights what’s gone well, talks through any differences in views, and agrees on the final results.
- On the employee's review, select Start final appraisal.
- Review the individual ratings and comments to prepare for a calibration meeting with your employee.
- Schedule a meeting to discuss the individual feedback and confirm a final rating for each item and and overall rating for the entire review cycle.
- Select Submit.
FAQs & troubleshooting
How can I download or print a performance review?
- Go to the review and select Ctrl+P
- For a PDF, select Save as PDF as the destination.
- Select Save.
Note: The comments thread is not visible in the download or print out.
Why can't I see the rating scale?
If you cannot see a rating scale on an item at the individual appraisal stage, the rating scale option has not been selected when the item was added to the review or the template.
You can move a review back to In-Cycle and then edit the item:
- Select the three dots '...' next to the review (to the right side of the screen)
- Select Revert to in cycle
- Select the check box Yes, I understand when prompted to confirm understanding that reverting will remove appraisal ratings and comments.
- Select Revert.
- Select the three dots '...' next to the review (to the right side of the screen)
- Select Edit review
- Select Edit on the item you would like to add a rating scale for
- Check the Rating scale box and select Save
- Select the three dots '...' next to the review (to the right side of the screen)
- Select View review
- Select Go to appraisal
Do we get notified when the employee/manager has completed their side of the appraisal?
The manager will see a status box on the employee's review which explains whether the employee has completed their individual appraisal.
If the employee completes their appraisal before the manager does, when the manager submits their appraisal they will
I have multiple managers I want to comment and review the performance review, how do I set this up?
Multiple managers can view and comment on a performance review provided that they have the manage performance reviews permission and access to the department that an employee is in.
Visit the adding and updating owners and managers on your account article for information on viewing and editing manager permissions.
Can the employee do their appraisal first?
Yes, the employee can do their individual appraisal before the manager does. Both parties complete their appraisals independently and either party can start first.
Can I see the employee appraisal and be prepared before we do the final together?
Yes, once both parties have completed their individual appraisal and you have moved the review stage to final appraisal, you will be able to view your employee's self rating and comments.
Can a manager do the individual appraisal and then an HR person/ team run the final with the employee
An HR team member can be involved in the final appraisal meeting and may complete the admin of completing the appraisal within the system - entering the final rating and comments and submitting the form. From a best practice perspective, the reporting manager should be involved in final rating discussion.
Support Options
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