Xemplo Performance Reviews streamline the performance process by providing a centralised, accessible platform for setting expectations, gathering feedback, recording responses, and showing results.
Performance Reviews can be created from the Performance dashboard (HR > Performance) by an HR Manager or Company Administrator. Performance Reviews are created based on a review type, which defines which role-specific criteria are included in a review and who is involved in the review process. This approach reduces administrative overhead, supports timely reviews, and ensures consistency across teams.
From the HR > Performance screen, you can:
- Add a new review for one or more workers
- Track and monitor review progress
- Cancel reviews
- Finalise a review (if required)
- View review results
Adding a New Review for One or More Workers
Creating a new performance review allows managers to initiate the feedback process for individual workers or teams. To create one or more new performance reviews:
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Navigate to the Performance Review List
From the main menu, select HR > Performance. -
Select "+ New Review"
This opens the performance review creation screen. -
Select Workers
Use filters or search to select one or more employees. You can assign the same review to a group simultaneously.
Please note: You cannot create a new review for a worker with no active position. -
Set Review Period
Define the review start and dates (e.g., Jan–Jun 2025) -
Choose a Review Type
Select the review type. The review type defines which sections are included in the review and who needs to respond.
Please Note: You cannot change the section added to a review. To change the section included, a Company Administrator will need to update the review type, or create a new review type. -
Assign Reviewers
A performance review can be sent to the worker's direct manager or an alternate Team or HR Manager. Select the required user.
Please note: If you select Direct Manager as the reviewer, reviews will not be created for any workers with no assigned manager. -
Select "Create"
Reviews will be created for the selected workers, and all review participants will be notified.
Once a review is created, the content cannot be updated. Changing a worker's responsibilities or skills in their position will not impact an already created performance review - to include changes, you will need to cancel the existing review and create a new one.
Tracking Reviews
Once reviews have been launched, the HR Team can track all reviews from the Performance Review list.
To track a review:
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Go to HR > Performance
The dashboard displays all active, upcoming, and past reviews. -
Filter by Status
Use filters such as In Progress, Pending, or Completed to narrow results.
Please Note: 'In Progress' will show all reviews where at least one participant has not yet responded, e.g., In Progress (0/2), where there are two participants and neither has submitted a response yet. -
Drill into Review Details
Click on any review to see:-
Reviewer and worker progress
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Submission timestamps
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Ratings and comments added
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Xemplo will send reminders for all outstanding Performance Reviews every 3 days.
Cancelling Reviews
To cancel a Performance Review:
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Go to HR > Performance
In the Performance Reviews list, find the review you want to cancel. -
Click “More Options” > Cancel Review
You’ll be prompted to confirm the cancellation. -
Confirm and Save
Cancelled reviews are archived with status updated to Cancelled. Participants are notified automatically.
The HR Team can still view all activity to date for a cancelled performance review. Other participants will no longer have access.
Finalising Reviews
A review type can require an HR Manager to review and finalise any review of that type after submission from the Worker and Reviewer. An HR Manager will receive a notification when a performance review is ready for final HR review.
To finalise a Performance Review:
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Go to HR > Performance
In the Performance Reviews list, find the review you want to finalise. All reviews ready for finalisation will be in the 'HR to Review' status. -
Open the performance review, and action as required.
On completion of your review, you can Finalise, or alternatively seek amendments from the Worker or the Reviewer using the Amend option. -
Confirm your selected action
Finalised reviews will be updated to Completed status. If a review has been sent back to the Reviewer or Worker for amendment, the status will be updated to In Progress.
The HR Team can still view all activity to date for a cancelled performance review. Other participants will no longer have access.
Viewing Review Results
After a review is completed, results can be viewed individually for each review. Results are calculated for both the self-evaluation (in grey) and reviewer responses (in purple). Where a previous performance review is available, the review will show a comparison between the current and previous review. Reviews are given an overall result out of 4.
Find out more about the Xemplo ratings system here.
To access feedback, ratings, and results for reference or discussion:
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Navigate to Completed Reviews
In the Reviews section, filter by Completed status. -
Open an Individual Review
See ratings, comments, and results.
You can also optionally download the Performance Review to PDF for offline analysis or record-keeping.