Tracking recommendations
When you go to the "Reviews to be scheduled" page in the "Recommendations" tab, you'll find the list of reviews that need to be completed according to the rules that you've defined (to define a rule, see this help page). On this page, you'll find:
- Late reviews (this block won't appear if you don't have any reviews that are late on the current date).
- Upcoming reviews to anticipate the next reviews to be scheduled. By default, the recommendation wizard will project for the next month, but you have the option of projecting to a date of your choice.
Please note that, in order to view this page, you need to have a recommendations permission (click here to find out more).
Scheduling recommended reviews
To view the list of employees recommended to you under each rule and to schedule their reviews, click on "Schedule reviews".
If you want to schedule professional reviews for employees that are late:
1. Select the campaign to which you want to add the recommended employees.
2. Select the review preparation date (only available if the campaign you have selected includes a preparation) and the review completion date.
These dates are explained below:
| Date: | Corresponds to the date on which: |
| To be scheduled by | The HR administrator needs to have sent the review |
| Preparation date | The employee needs to have completed their preparation |
| Completion date | The reviewer must have completed and published the employee review |
3. Select the employees you want to add to these dates for this campaign.
You'll be notified if any errors are flagged for employees (in the same way as you are notified when you select the population for a campaign). You can't add employees with blocking errors.
4. Add employees by clicking on the corresponding button.
After confirmation, the selected employees will be added to the campaign on the chosen dates and will be receive email notifications, as will the reviewers. In the "Campaigns" tab, you'll find all of the employees that you have added, and you can track the progress of their reviews.
The difference between recommended employees under a one-off or recurring rule
When you view the recommended employees, you'll find the following information:
- Employee name
- Employee department
- Employee establishment
For a recurring rule, you'll also find the date of the last review in the same campaign category (e.g. the date of the last professional review for a professional review rule). If the employee has never had a review in the category, you'll find their contract start date.
For a one-off rule, you'll find the deadline for conducting the review in the "to be conducted before" column (calculated according to your rule settings).
This information is there to help you select the right date for your reviews.
Excluding recommended employees
What does an exclusion mean?
It may be that an employee doesn't need to complete a review, which is why we've given you the option of excluding employees from a rule, so that no reviews are recommended for the employee under the rule in question.
The recommendation engine will no longer take this employee into account as long as they are excluded.
Example: If Valentin is excluded from the "End of trial period review" rule, and so he will never be recommended for this rule. However, if you have created other rules, Valentin will be taken into account for the other use cases.
When should an exclusion be used?
There are two possibilities for an exclusion:
- you can permanently exclude an employee from a rule. This can be useful if an employee is not concerned by a type of review and will never need to complete it.
- you can temporarily exclude an employee from a rule until a date of your choosing. After this date, the employee will once again be taken into account by the recommendation engine. Temporary exclusion can be useful for employees on long-term leave for whom you don't want to plan any reviews for now.
Exclusions are used to manage special cases. If you want to exclude a large number of employees, this may be an indication that your rule hasn't been configured correctly (remember to use filters to target the correct population)
How do I exclude an employee?
To exclude an employee, go to the list of recommended employees under a rule (by clicking on the "plan reviews" button), then click on the "Exclude from this rule" button on the row of the employee you want to exclude.
You'll be asked to choose between a permanent or temporary exclusion, and you can enter a comment to specify the reason for the exclusion.
The exclusion will take effect immediately and the employee will not be notified.
Please note that the employee is not excluded from a campaign, but from a rule.
Where can I find the exclusions?
To view the exclusions associated with a rule, go to the "Rules" tab and click on the "Exclusions" button.
On this page, you'll find a list of all excluded employees, the exclusion end dates, and the reasons for the exclusion.
You can't create new exclusions via this page, but you can delete them or edit them by clicking on the pencil icon, as shown below:
You can edit the exclusion type (permanent or temporary, the exclusion end date and/or the comment).
Good practices for tracking and scheduling recommended reviews
- Add recommended collaborators in batches. You may have several employees recommended under the same rule but with different theoretical review dates. Instead of adding them to campaigns individually, group them into batches: schedule the same completion date for everyone who needs a review in the same week or month.
- For one-off reviews (such as end of trial period review, discovery report etc.) keep a campaign open and add employees to that campaign gradually on different dates. For easy tracking, keep campaigns by period. For example, you can use a "Half-year 1 end of trial period" campaign or a "2022 end of trial period" campaign to add employees corresponding to the period to the same campaign.
- Don't overdo it with exclusions: if you have too many exclusions for a rule, the rule may be incorrectly configured. Remember to use filters to define the population subject to the rule.