Peer Reviews

how to configure a peer review in charthop what is a peer review? a peer review allows employees to receive feedback from their colleagues this provides managers with additional perspectives on an employee's performance and collaboration skills before you start key decisions decision 1 questions vs custom fields you have two options when building your form option a questions only responses are stored only within the form simpler to set up query or report on responses across the platform using id's rather than fields option b questions connected to custom fields responses are stored as custom fields in charthop can be queried, filtered, and reported on across the platform best for tracking performance data over time need help deciding? contact your customer success manager to discuss which approach fits your organization's needs decision 2 who can see responses? for peer reviews, we recommend manager only access only the manager of the person being reviewed can see responses protects peer anonymity and encourages honest feedback the employee being reviewed does not see individual peer responses note if you plan to release peer feedback to employees later, you can use manager shared access, but this requires careful communication about when feedback becomes visible decision 3 anonymous or identified peer feedback? identified managers can see who provided each piece of feedback best for building accountability useful for follow up conversations de identified managers see feedback but not who provided it encourages more honest, direct feedback protects peers from potential concerns about candid responses important peer reviews require two forms unlike other review types, peer reviews need two separate forms peer selection form employees select which colleagues will review them peer review form selected peers complete feedback about the employee you'll set up both forms in the steps below step 1 build your peer selection form this form allows employees to nominate peers who will provide feedback about them navigate to people ops tools → forms → create form → peer selection add a header (optional but recommended) provide guidance to employees, such as how many peers to select criteria for selecting peers (cross functional colleagues, frequent collaborators, etc ) deadline for submitting selections add your question question type use "person value" field this allows employees to select individuals from your organization you can set a minimum and maximum number of peers to select example question "select 3 5 colleagues who can provide meaningful feedback on your work this year " you must convert the "peer reviewer" question into a field applies to select "people" track changes over time check this box sensitivity select "manager shared" (so managers can see who was selected) step 2 configure peer selection form settings status start with "inactive" (draft mode while building) when ready to launch "active" distribution settings 1\ who is this form about? select "the person completing the form" employees are selecting peers to review themselves 2\ should this form automatically appear on profiles? choose based on your review process task based (recommended) "only if there is a pending task" self guided "yes, on everyone's profile" custom group "only specific people's profiles (custom)" access & anonymity 1\ how should the identity of the respondent be recorded? select "identified" 2\ who can see the identity of the respondent? select "anyone who can view the form response" 3\ who can view the form responses? select "default" form completion 1\ allow saving drafts? select "yes" (recommended) 2\ populate form with previous responses? select "no, start with a blank form every time" 3\ how would you like your form to display? choose pop up or standalone page (based on preference) after submission settings approval select "yes" (recommended) allows managers to review and approve peer selections before feedback requests go out editing select "yes" (recommended) employees can adjust their peer selections if needed export optional allow export as pdf based on preference notifications email responses to recommended "the manager of the person the form is about" or "none" typically, you'll notify managers through the approval workflow rather than automatic emails step 3 build your peer review form this is the actual feedback form that selected peers will complete navigate to people ops tools → forms → create form → peer review add a header (optional but recommended) guide peer reviewers with context like your rating scale definitions company values or competencies being evaluated tips for providing constructive feedback reminder about confidentiality add your questions choose question types that fit the feedback you want question type best used for long text open ended feedback, examples, suggestions short text brief comments single select one choice (e g , rating levels) multi select multiple skills or behaviors numeric scale performance ratings (1 5, 1 10, etc ) yes/no binary questions if using custom fields for questions connected to custom fields applies to select "people" track changes over time check this box sensitivity choose based on your release plan manager only if feedback stays with managers only (recommended) manager shared if you'll release feedback to employees later step 4 configure peer review form settings status start with "inactive" (draft mode) when ready "active" distribution settings 1\ who is this form about? select "another person" peers are reviewing someone else, not themselves 2\ who can complete this form? select "selected peers" input the field name from your peer selection form where employees chose their reviewers example if your field is called "peer reviewers," enter that exact name here 3\ should this form automatically appear on profiles? choose based on your review process task based (recommended) "only if there is a pending task" self guided "yes, on everyone's profile" access & anonymity 1\ how should the identity of the respondent be recorded? choose your anonymity approach "identified" managers can see who provided each response "de identified" managers see responses but not who wrote them 2\ who can see the identity of the respondent? select "manager's in the person's reporting line" this ensures only relevant managers see peer identities (if identified) 3\ who can view the form responses? select "managers of the person the form is about" keeps peer feedback visible only to the reviewee's manager form completion 1\ allow saving drafts? select "yes" (recommended) 2\ populate form with previous responses? select "no, start with a blank form every time" 3\ how would you like your form to display? choose pop up or standalone page after submission settings approval select "no" (recommended) peer reviews typically don't need approval they go directly to managers release we do not recommend using a release step for peer reviews release is typically used for manager reviews, not peer feedback editing select "no" (recommended) once submitted, peer feedback should remain unchanged export optional allow export as pdf based on preference notifications email responses to recommended "the manager of the person the form is about" or "none" decide if managers should be notified each time a peer submits feedback step 5 create the profile tab profile tabs display peer review responses on employee profiles navigate to profile tabs navigate to admin → profile content to create a new tab click the + icon name the tab "performance reviews" name the column "peer review" to add to an existing tab click into the existing tab add a new column name the column header "peer review" configure the peer review tab 1\ display on the profile of if all employees receive peer reviews select "everyone in the org" if only specific employees use "custom" and create a filter 2\ visible to select "the person's manager" (recommended) keeps peer feedback confidential to managers only 3\ columns under "form responses history," select your peer review form this displays peer feedback responses on the profile step 6 activate everything activate the peer selection form set status to "active" test by selecting peers yourself activate the peer review form set status to "active" test by completing a peer review activate the profile tab scroll to top of profile tab settings toggle to "active" how the peer review process works here's the typical flow once both forms are active employees select their peers using the peer selection form managers approve the peer selections (if approval is enabled) charthop creates tasks for the selected peers peers complete the peer review form about their colleague managers view peer feedback on the employee's profile managers incorporate peer feedback into performance discussions testing your peer review setup before launching organization wide complete the peer selection process have a test employee select peers approve the selections test the manager approval workflow complete a peer review verify the selected peer receives and can complete the form check the profile tab confirm feedback appears correctly on the profile test anonymity settings verify identified vs de identified works as intended review notifications ensure emails go to the right people common questions how many peers should employees select? this is up to you! common ranges are 3 5 peers you can set minimum and maximum limits in the person value field can i select peers on behalf of employees? yes, managers can complete the peer selection form on behalf of their direct reports if needed what if someone selects a peer who doesn't complete the review? you can send reminders through the task system or manually follow up incomplete peer reviews won't block the overall review process should peer reviews be anonymous? most organizations use "identified" for accountability, but "de identified" can encourage more candid feedback discuss with your csm about what works best for your culture can employees see their own peer review feedback? not by default with our recommended settings managers typically summarize peer feedback during performance conversations if you want employees to see raw peer feedback, you'll need to adjust visibility settings or use a release step what's the difference between manager only and manager shared sensitivity? manager only only managers see the feedback (recommended for most peer reviews) manager shared both manager and employee can see feedback (use if you plan to share peer feedback with employees) do i need to use the release feature? no, we don't recommend using release for peer reviews it's typically used for manager written reviews that need to be shared with employees at a specific time