Managing the performance review cycle

Contents

Overview

Why conduct regular check-ins?

Step by step instructions

How to schedule check-ins in MyHR

Undertaking check-in or progress meetings

Editing an existing in-cycle performance review

FAQs & troubleshooting

What is the difference between notes and comments?

Why are my notes not available to select/add to a comment thread?

Can I attach other documents / best way to do this

When editing a draft or an in-cycle plan I can't see save

How can I see who has made edits to performance review

What is the progress tracker for?

My employee has changed roles. How do I change or restart their performance review?

Support options

Overview

A performance review enters the In cycle stage as soon as the review period begins. This is the active phase of the review, where goals are being worked toward, updated, and refined.

Throughout the cycle, the system supports regular check-ins, reminders, and updates to keep the review moving at the right pace. During this time both employees and manager can record progress and have ongoing conversations to ensure performance expectations remain aligned.

Because the review is still live, changes can be made as circumstances shift — for example, updating goals, clarifying expectations, or adding supporting notes.

The In cycle stage continues until the formal end of the review period. Once the cycle closes, the review transitions to the appraisal stage, where final assessments, ratings, and performance discussions take place.

Why conduct regular check-ins?

Regular check-ins between manager and employee are a key part of a live performance review cycle. They help with:

• Improving engagement and development by opening up honest feedback and direction. 

• Boosting performance because obstacles can be identified and removed early. 

• Aligning individual work with team and organisational objectives by keeping goals top of mind. 

• Helping employees feel valued, heard and supported (not just in formal review moments but ongoing). 

In short: check-ins keep the “In cycle” phase active, constructive and forward‐looking — rather than leaving everything to the end of the review period.

Step-by-step instructions

How to schedule check-ins in MyHR

The performance review feature doesn’t automatically create reminders or schedule check-in alerts, giving you the flexibility to set up check-ins at a pace that best suits you and your team.

Different roles or situations may require check-ins more or less often—for example, someone working on a development plan or new KPIs might benefit from more frequent meetings for a period, while others may find quarterly or six-monthly check-ins work well. This approach lets you tailor your process to each employee’s needs. 

Instead we encourage using the Add to calendar function to schedule meetings as soon as the review cycle is set up, to create a recurring calendar event in your own calendar (e.g., Outlook, Google-Calendar) and invite your direct report to it.

1. On the relevant performance review, select the three dots "..." on the right side of the screen, next to the History button.
2. Select Add to calendar.
3. Select the calendar you use at work - Google, Outlook, Apple or iCal File
4. You will be redirected to your calendar and a draft meeting is created. Make appropriate edits to the date and time, book a meeting room, invite your employee, and set as a recurring event at a frequency of your choice.

Undertaking check-in or progress meetings

Use the check-in as forward-looking rather than just backward. Focus on next steps and development, not just what was done. Keep the conversation two-way: allow the employee to raise issues, and listen actively. Don’t wait for the end of the cycle to surface performance issues — check-ins help address things early.

1. Prior to the check-in meeting, prepare by reviewing the employee’s progress against their KPIs/objectives in MyHR. Pull up the relevant items and open-ended questions for discussion.

2. During the meeting:

   1. Discuss the employee’s view of their progress and any feedback you have observed
   2. Ask open-ended questions like: “What’s been going well since our last check-in?” “Are there any blockers or issues we need to tackle?” “What support do you need from me?”
   3. Agree any adjustments: new priorities, resource needs, timeline changes, or training.
   4. Capture agreed actions: next steps, responsibilities, deadlines.

3. In MyHR, mark the progress:

   • If the item is fully complete, tick it off (if the tracker allows a “complete” status).

   • If it’s partially complete, update any notes or status field to reflect where things are.

   • If the timeline has changed (e.g., due date slipped, scope changed), edit the item accordingly.

4. Use the notes or comments field for context: what helped, what got in the way, what’s next. These records help with transparency and future appraisal discussions.

At each check-in, you might also revisit the relevance of the KPI: if the business or role has shifted, you may agree to modify or replace the item — and make that update in MyHR so the review remains meaningful.

How to edit an existing performance review

You can update your objectives or review content at any point during the cycle. This includes after you have published a review.

You might want to make changes to KPIs if the original context has changed, or add KPIs if you've found a new objective to add.

These changes will be auto-saved and available straight away.

1. On the relevant performance review, select the three dots "..." on the right side of the screen, next to the History button.
2. Select Edit review.
3. The review will open in an edit mode to allow you to make changes. You can have the same customisation options available as when creating templates or customisating a draft review.
4. Once you're done, simply switch back to view mode using the same options menu - select the three dots "...", then select View review.
   
   

FAQs & troubleshooting

What is the difference between notes and comments?

Comments on a performance review are visible to both parties. They can be viewed in the Comments box for each individual items on a review.

Notes are a management tool. If a note has been tagged with #feedback, the note can be pulled into the comments thread. You will have an opportunity to edit the note before sharing it. Visit the using the notes feature article.

Why are my notes not available to select/add to a comment thread?

A note must have a #feedback tag for it to be visible in the Insert text from notes feature.

Can I attach other documents / best way to do this

There is not an attach document feature within the performance review feature. If you have supplementary information you would like to save, you can upload the document to a Performance Review folder under the employee's Documents and make a comment on the item to note that the document has been uploaded.

When editing a draft or an in cycle plan I can't see save

Changes made are auto-saved, so you won't need to select a save button as a separate action.

How can I see who has made edits to performance review

To view details of item modifications—including the person responsible, the timestamp, and the specific change—select the comments button on the item.

Broader changes, such as cycle dates or deleted sections, are tracked in the review history.

What is the progress tracker for?

One of the options available on an item is a progress tracker - selecting the progress tracker on an active (in-cycle) review will change the button to green. This can be used indicate that a project or task has been completed and doesn't require any further check ins. 

Items cannot be marked as completed during the appraisal stage. This is a tool for managing open actions during the review cycle.

My employee has changed roles. How do I change or restart their performance review?

You have two options:

1. You could close out the current review early, to record how the employee has delivered on the previous KPIs, and then set a new review for the new role.
2. You could edit the existing review to add comments on how existing items/KPIs were resolved, and add new items for the new position.
   1. You could edit existing items to turn on the progress tracker, and then mark as completed in View review as an indicator that these items don't require further check ins.
   2. You could edit existing items to turn off the rating scale if you don't want to provide a rating for them at the end of the review cycle period.

Support Options

If you need more help, our HR teams are always here for you!

If you have questions, message the MyHR team via the Ask Us chat feature or call us on:
NZ - 0800 69 47 69 (0800 MY HR NZ) or +64 9 887 3345
AU - 02 7908 2240
CA - 1 855 694 7224