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Settings - Performance Reviews

  • Updated

Performance reviews in Spark allow managers to evaluate trainees using structured forms, metrics and KPIs (Key Performance Indicators). This guide explains how to configure and manage Performance Reviews.

Before you Begin

Before setting up Performance Reviews, ensure the following requirements and best practices are met.

Permissions

To access and configure Performance Reviews, a manager must have one or both of the following permissions enabled under:

Personal Details & Account” > “Account Permissions

  • Maintain Performance Reviews - Allows a manager to act as a Reviewer and schedule reviews for trainees.
  • Configure Performance Reviews - Allows a manger to create and edit review forms, questions, KPIs and metrics.

Important: Without these permissions, a manager cannot perform any related review tasks.

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Important considerations

  • Setting up your Metrics and KPIs before creating the Performance Review Form is best practice.
  • A review must contain at least one Reviewee question and one Reviewer question to be published.
  • Once created, Reviews, Metrics, or KPIs cannot be deleted. 
  • Emails are automatically sent when:
    • When a Performance Review becomes active (is assigned);
    • When a Performance Review is created and is immediately active; and
    • When feedback is completed by either the Reviewee or Reviewer, progressing the review to the next stage of the process.

Performance Review Settings Overview

Go to Settings>Performance Reviews to access the three main configuration areas

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  • Review Types - Create and structure your review forms.
  • Metric Questions - Define measurable questions for tracking performance.

  • KPIs - Create summary questions for final performance evaluation.

    Screenshot of the three different options on the Review Settings page: Review Type, Metrics, and KPIs.

1. Review Types

The review types page allows you to manage the form used during performance assessments.

  1. From the dashboard go to Settings>Performance Reviews.

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  2. Select Review Types.

    Screenshot of the three different options on the Review Settings page: Review Type, Metrics, and KPIs.

  3. Then click on + Create Review Type.

  4. Enter a name for the review.

  5. (Optional) Link the review to a specific job role - only trainees assigned to that role will be eligible for this review type.

Tip: Linking review types to job roles ensures that only relevant trainees are assigned the correct reviews.

2. Add Questions

Once the review is created, you can begin adding questions for both the Reviewee and Reviewer.

You can:

  • Add multiple pages of questions.
  • Drag and drop to reorder questions within a page.
  • Add, edit or delete questions during setup.

Question types available

You can include a range of question types to suit different assessment needs:

Question typeDescription
Simple TextboxShort, single-line response.Image shows the finished view of a Simple Text Box. The Image text reads: Thisis a Simple Text Box Question. Please enter a short answer.
Large TextboxMulti-line written responseImage shows the finished view of a Large Text Box. The Image text reads: This is a Large Text Box Question. Please enter a longer answer.
Dropdown MenuChoose one option from a list.Image shows the finished view of a Drop Down Box with nothing selected. The Image text reads: This is a Drop down Question. Please select a response.
Multiple ChoiceSelect one response from predefined options.Image shows the finished view of a Multiple Choice Box with the written options: One, Two, and Three as examples. The Image text reads: This is a Multipe Choice Question. Please pick one.
CheckboxesChoose one or more options.Image shows the finished view of a Check Box Example, with the written options of one to eight. The Image text reads: This is a Check box Question. Please pick as many as you like.
Number TextboxNumeric input only.Image shows the finished view of a Number Text Box. The Image text reads: This is a Number Textbox Question. Please enter a number between 1-100. Decimals are allowed.
Number SliderSelect a value along a scale.Image shows the finished view of a Number Slider Box with values of 0 to 100, the slider is positioned at 50. The Image text reads: This is a Number Slider. Please indicate how you would rate this question.
Numeric LikertNumeric scale rating (e.g. 1-5).Image shows the finished view of a Numeric Likert Box, with the scale of one to seven. The Image text reads: This is a Numeric Likert Question. Please indicate how you would rate this question.
LikertAgreement scale rating (e.g. Strongly Agree > Strongly Disagree).Image shows the finished view of a Likert Box, with the options: Strongly Disagree, Disagree, Neutral, Agree, and Strongly Agree. The Image text reads: This is a Likert Question. Please indicate how much you agree with the question statement.
Currency InputNumeric input limited to currency values.Image shows the finished view of a Currency Input Box. The Currency in this example is set to British Pounds, and is blank. The Image text reads: This is a Currency Input. Please indicate how many pounds.
RatingRate using numbers, stars or hearts.Image shows the finished view of a Rating Box, showing five stars. In this example none are selected. The Image text reads: This is a Rating Question. Please rate how you feel about this question.

Each question type allows additional configuration, such as:

  • Adding instructions or help text.
  • Enabling decimal places.
  • Defining text character limits.

  • Choosing rating icons (numbers, hearts or stars)

    Image showing an example of some of the options available when setting up a question, such as if it is a required question, and minimum and maximum character response length.

3. Preview and Publish

When your review form is complete:

  1. Preview Draft - view how the form will appear to Reviewer and Reviewees.
  2. Edit if necessary - Make any changes before publishing.
  3. Publish Review - Finalise the form.

When published, the Review becomes Version 1.

Each edit and re-publication created a new version (Version 2, 3, ect.) while keeping earlier versions visible.

4. Customise PDF Layout

You can customise how your review appears when exported as a PDF.

Options include:

  • Custom Cover Page - Upload a file to display on the document.
  • Pre-Report content - Customise with an uploaded file.
  • Watermark - Apply a background watermark.
  • Table Colours - Define table colour schemes.
  • Page Values - Configure page numbering.
  • Post-Report Content - Customise with an uploaded file.

Defining Review Metrics

Metrics are measurable questions, that are used to track performance across multiple reviews.

Creating a Metric

  1. From the dashboard go to Settings > Performance Reviews > Metrics.

  2. Click + Create Metric and from the dropdown, choose a question type and define the metric's details.

    Image shows the list of options available when the Create Metric button is clicked, which includes all of the available question types.

  3. After creating a Metric Question, it will appear in the Review Type form builder as a question type to choose from.

    Image shows the question type selection option in the Review Form builder, with a pre-made metric question as an additional question type that can be selected.

Important: Once a metric is created, only make minor edits. Major changes may affect the historical reporting data.

Setting KPI Questions

Key Performance Indicator (KPI) questions are used by the reviewer at the end of a review to summarise the trainees performance.

Creating a KPI Question

  1. From the dashboard go to Settings> Performance Reviews> KPIs
  2. Click + Create KPI

  3. Complete the following fields:

    FieldDescription
    Type

    Choose from:

    • Text input (single line) for free text.
    • Single choice for predefined options (e.g. Needs improvement / Meets standards/ Exceeds Expectations)
    Unique IdentifierMust use lowercase letters, numbers or underscores. Used for reporting and tracking.
    LabelThe visible name that appears in reports
    Help TextOptional additional guidance for the Reviewer.
Image of the KPI Set Up options, showing the four fields of Type, Unique Identifier, Label, and Help Text.

Once the Review has been completed by the Reviewer, it must be marked as complete in the Reviewee Profile. During this final completion stage of the review, the responses to the KPIs will be required and visible. 

Image of both KPI examples side by side in the final Completion Form of the Performance Review. The help text is automatically displayed beneath the entry field for each KPI.

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