Use this article to set up a review cycle in Workleap that runs on each employee's hire date instead of one shared date: a probation review 90 days after hire, or a yearly anniversary review. Each person enters the cycle on their own date, with their own deadlines, and the cycle keeps admitting people for as long as its enrollment window is open.
Who can use it: Executives and Collaborators, in the Scheduling step of the cycle settings.
Before you start
Hire dates are filled in for your people. A hire-date cycle can't place someone without a hire date, so it skips them silently.
Important: Hire date is an optional attribute in Workleap. If nobody has one, the cycle launches and admits nobody, without any error. The cycle settings tell you how many people in scope have no hire date; check that number before you launch.
Choose a hire-date cycle
The cycle type decides whether everyone is reviewed together or one by one.
Open the review cycle's settings and select the Scheduling step.
Under Cycle type, select Hire date (each person's review opens on their own date).
Under Based on, pick:
Hire-date anniversary: reviews open on each person's work anniversary, every year. Anniversary reviews always cover the 12 months before they open.
Tenure milestone: reviews open once, a set number of days after the hire date. Set the Milestone (90 days by default; 30, 60, 90, 180, or 365). Tenure reviews always cover everything since hire.
The cycle type, the milestone, and the anniversary rule are frozen at launch: they decide who gets admitted and when.
Set when reviews open and when enrollment ends
A hire-date cycle has an enrollment window: the only days during which it can admit someone.
Under Reviews open, keep Manually (enrollment opens when you launch) or set a date on which enrollment opens on its own. Setting a date doesn't launch the cycle; you still launch it, and it then waits for that date to start admitting people.
Set how long enrollment stays open, between 7 and 366 days after it opens. Someone whose date falls after that isn't admitted; let the cycle repeat instead (see below).
Under Cycle closes, keep Manually or set a date after the last possible deadline. When the cycle closes, all reviews lock and become read-only.
Nobody is admitted for a date that fell before enrollment opened. To review someone whose date has passed, add them by hand once the cycle is launched; they join immediately with a full review window.
Set each person's deadlines
On a hire-date cycle, deadlines are offsets from the day a person's review opens, not fixed dates.
Under Review windows, set for each review type how many days after the review opens it is due (between 1 and 365).
Set the evaluation period relative to the entry date if the cycle asks for it: how far back it starts, and when it ends.
Under Late submissions, decide what happens after a deadline: Not accepted (the review locks as soon as it is due), Accepted for a number of days after the review is due (then it locks), or Accepted indefinitely (the review never locks on its own).
Deadline offsets stay editable after launch and apply to everyone in flight, which is how you give a whole cohort more time. To give one person more time, see How do I lock a review cycle or give a reviewer more time?
Group anniversary entries into cohorts
By default each person enters an anniversary cycle on their own date. A cohort gives everyone due in the same period one shared start.
Weekly: everyone due that week enters on the Monday.
Monthly: everyone due that month enters on the 1st.
Tenure milestones always admit individually, since each person reaches the milestone once. The cohort setting is frozen at launch.
Launch and follow who enters
A hire-date review cycle launches empty, and people enter as their date arrives.
Select Launch cycle. Nobody has a review yet; the cycle records who is due to enter and when.
Open the cycle. Its Progression tab lists reviewees who have entered and those still Scheduled, with their date, and says when the next person enters.
Admission runs every 6 hours, in your organization's time zone. Someone admitted gets the same emails, nominations, and reviews as if they had been added by hand.
The list of who is due isn't a snapshot: someone hired after launch who reaches their milestone inside the window is admitted too, and a hire date filled in later takes effect on its own. Completion percentages can fall from one week to the next as new people enter.
Keep the cycle going
Set Repeat this cycle to Yes so that a new run is drafted when enrollment closes: the next run starts the day after intake closes, and its draft is created a month ahead for you to launch. See How do I create a review cycle?
Limitations and workarounds
You can't move one person's date. It is always their hire date plus the cycle's offset. To review someone off-schedule, add them by hand.
No retroactive entry. A date before enrollment opened is outside the window. Add the person by hand.
No hire date, no review. Fill in the hire date; the person is picked up at the next admission run, without backfill for dates already passed.
Frozen at launch: cycle type, anniversary or milestone, cohort. Duplicate the cycle to change them.
A locked cycle admits nobody. Unlock it to resume intake.
Related
How do I create a review cycle?
How do I add, remove, or reassign reviewees in a launched review cycle?
How do I lock a review cycle or give a reviewer more time?
What emails and reminders does a review cycle send?