Self Reviews

How to Configure a Self Review in ChartHop

What is a Self Review? A Self Review allows employees to evaluate their own performance. The responses are typically shared with their manager.

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 Self Reviews, we recommend Manager-Shared access:

The employee can see their own responses

The employee's manager can see the responses

Promotes transparency and enables better performance conversations

Step 1: Build Your Form

Navigate to: People Ops Tools → Forms → Create Form → Self Review

Add a Header (Optional but Recommended)

Add helpful context at the top of your form to guide employees. Examples:

An image of your rating scale (e.g., 1-5 scale definitions)

Links to your company values or competency framework

Brief instructions on how to complete the review

Add Your Questions

Choose the question type that fits what you're asking:

Question Type	Best Used For
Long Text	Open-ended responses, detailed examples
Short Text	Brief answers, single sentences
Single Select	One choice from multiple options
Multi-Select	Multiple choices from a list
Numeric Scale	Rating questions (1-5, 1-10, etc.)
Yes/No	Binary questions
Number Value	Numerical data (goals completed, etc.)
Person Value	Selecting a person from your org
File Attachment	Supporting documents

If Using Custom Fields

For each question connected to a custom field, configure:

Applies to: Select "People"

Track changes over time: Check this box (preserves historical data)

Sensitivity: Select "Manager-Shared"

Step 2: Configure Form Settings

Status

Start with: "Inactive" (draft mode while building)

When ready to launch: "Active"

When finished: "Archived"

Distribution Settings

1. Who is this form about?

Select: "The person completing the form"

2. Should this form automatically appear on profiles?

Choose based on how you'll manage your review process:

Task-Based (Recommended): Select "Only if there is a pending task"

Use this if you'll create review tasks for employees

Gives you control over who completes reviews and when

Self-Guided: Select "Yes, on everyone's profile"

Use this if employees should access reviews anytime

Reviews are always available without tasks

Custom Group: Select "Only specific people's profiles (Custom)"

Use this for specific teams or roles

Requires setting up a custom filter

Access & Anonymity

1. How should the identity of the respondent be recorded?

Select: "Identified" (people know who completed the review)

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)

Employees can save progress and return later

2. Populate form with previous responses?

Select: "No, start with a blank form every time"

Ensures fresh reflection for each review cycle

3. How would you like your form to display?

Pop-up: Opens in a modal window

Standalone page: Opens in a full page view

Choose based on your preference - both work well

After Submission Settings

Approval

Decide if managers need to approve self reviews before they're finalized

This is optional - choose based on your review process

Editing

Recommended: Allow respondent to edit "Until it's approved" OR "For a period of time"

Gives employees flexibility to refine their responses

Export

Decide if employees can export their review as a PDF

Useful if employees want to keep personal copies

Notifications

Email responses to: (Recommended)

☑ The person who completed the form

☑ The manager of the person who completed the form

This ensures both parties know when the self review is submitted

Step 3: Create the Profile Tab

Profile tabs display review responses on employee profiles. This makes it easy to view current and historical review data.

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 "Self Review"

To add to an existing tab:

Click into the existing tab

Add a new column

Name the column header "Self Review"

Configure the Self Review Tab

1. Display on the profile of:

If all employees complete this review: Select "Everyone in the org"

If only specific employees: Use "Custom" and create a filter

2. Visible to:

Select: "The person, and the person's managers" (Recommended)

Maintains transparency between employee and manager

3. Columns:

Under "Form Responses History," select your Self Review form

This pulls in the responses from your form

Step 4: Activate Everything

Activate the Form

Set Status to "Active"

Test the form yourself before rolling out

Activate the Profile Tab

Scroll to the top of the Profile Tab settings

Toggle the profile tab to "Active"

Testing Your Self Review

Before launching to your organization:

Complete the form yourself - Check that all questions appear correctly

Check the profile tab - Verify responses display as expected

Test notifications - Confirm emails are sent properly

Review with a colleague - Get a second set of eyes on the setup

Common Questions

Can I edit the form after it's active? Yes, but be careful. Changes will affect any in-progress reviews. If reviews are underway, consider creating a new version for the next cycle.

What if I want different questions for different teams? You have two options depending on your needs:

Option 1: Completely different question sets - Create separate Self Review forms for each team and use the "Custom" distribution option to target specific groups.

Option 2: Mostly similar questions with a few differences - Use conditional questions within a single form. Select "Conditional" on any question that should only appear for certain people, then add a filter to specify who should see it.

Can employees see past self reviews? Yes, if you've set up the Profile Tab. All historical responses will appear on their profile (visible to them and their managers).

What happens if someone's manager changes mid-review? The new manager will automatically have access to the review responses based on the current reporting structure.