Use this article to change who takes part in a review cycle after it has launched in Workleap: add someone who was missing, remove someone who left, hand a reviewee to a temporary manager for this cycle, or fix their manager. All of it happens on the cycle's Progression tab.
Who can use it: Executives and Collaborators for any reviewee. Direct Managers can assign a temporary manager and reviewers for the people in their reporting line, from the same menu.
Before you start
The review cycle is Active, not Locked. A locked cycle admits nobody and accepts no change to its participants.
Open the cycle's reviewee list
Every reviewee of a review cycle is listed on its Progression tab.
Log in to Workleap and go to Org, then Review cycles. Managers can also open an active cycle from its card on Home.
Select the cycle. It opens on the Progression tab, with one row per reviewee: their self, manager, peer, and upward review status, and whether results were delivered.
Use Search reviewees, + Add filter, or Exceptions (for example No peer reviewers) to find people. The + Add filter above the tabs (direct managers, reporting lines, segment, department, and so on) applies to every tab.
Add a reviewee
Adding a reviewee to a launched review cycle creates their reviews right away and sends them the same emails as at launch.
On the Progression tab, select Add reviewees.
In Add reviewees, search by name and pick people or segments. The cycle's own rules decide when each of them enters.
Select Add reviewees. On a focal cycle, the person appears in the list with their reviews ready. On a hire-date cycle, they are either Scheduled for their date, or admitted immediately with a full review window if their date has passed.
Adding someone also runs the cycle's automatic upward nominations for them and notifies the nominated reviewers. On a hire-date cycle, adding a person also undoes an earlier exclusion. Their manager learns about the addition in the next daily digest.
Remove a reviewee
Removing a reviewee from a review cycle cancels every review about them.
On the reviewee's row, select the … menu, then Remove from review cycle. To remove several people, check their rows and select Remove in the bar that appears.
Confirm. The reviewee receives an email, their peer and upward reviewers are told their assignment is canceled, and any temporary manager assignment for them is dropped.
On a hire-date cycle, removing someone who hasn't entered yet also records an exclusion, so the cycle doesn't admit them again when their date arrives. Add them back to undo it.
Assign a temporary manager for this cycle
A Temporary Direct Manager takes over the manager's tasks for one reviewee in one review cycle, without changing the org chart.
On the reviewee's row, select …, then Assign a temporary manager.
Pick the person and save. The row's MANAGER cell shows them with a Temporary badge next to the regular manager.
A reviewee can have one temporary manager per cycle. The temporary manager writes the manager review, assigns reviewers, and can share results while the cycle is unlocked. Both the new temporary manager and the regular manager are notified; several assignments made within 30 minutes arrive as one email. Open the menu again to update or remove the assignment; removing it hands the tasks back to the regular manager.
Fix a reviewee's manager
A reviewee with no manager, or the wrong one, gets no manager review or the wrong reviewer. Fixing it from the cycle changes their manager everywhere in Workleap.
On the reviewee's row, select …, then Update manager.
In Update [name]'s manager, pick the New manager and select Update.
Important: Update manager changes the person's reporting manager across the organization, not just for this review cycle. To change who handles their review in this cycle only, use Assign a temporary manager.
What Workleap keeps in sync on its own
A launched review cycle refreshes its participants from your organization every Sunday at 4:00 AM UTC.
Names, job titles, emails, and manager relationships are refreshed from the directory.
Someone deactivated stays in the cycle, flagged as deactivated, so history stays accurate. Someone deleted from the organization is removed.
In a locked cycle, only names, emails, and avatars are refreshed; job titles, managers, and temporary managers are frozen.
Limitations and workarounds
Locked cycle. No one can be added, removed, or reassigned. Unlock it first (see How do I lock a review cycle or give a reviewer more time?).
Focal cycle rules are frozen. You can't widen the audience after launch; add people one by one instead.
Acknowledged reviewee. In a cycle that requires acknowledgment, you can't add or remove a peer or upward reviewer for someone who has already acknowledged their results.
No access to Performance Reviews. A person without access can't be added. Give them access first.
Related
How do I choose peer and upward reviewers for my team members as a manager?
How do I track review completion and send reminders?
How do I run reviews on each employee's hire date (probation and anniversary reviews)?
What emails and reminders does a review cycle send?