A review cycle in Workleap sends emails at launch, around each due date, when someone is nominated, when reviews are shared or locked, and when a manager sends a nudge. This article lists each one, who receives it, and when, so you know what to expect in your inbox and what your team will get.
Who this is for: everyone. Executives and Collaborators can also read the list of emails a specific cycle will send in its Notification summary, in the cycle settings.
Note: Emails respect each person's notification preferences and need a confirmed email address. None of them can be turned off per cycle.
When a review cycle launches
At launch, a review cycle tells the people who have something to do.
Reviewees receive Self Review Upcoming when the cycle includes a self-review.
Managers receive Manager Launch Review Cycle when the cycle includes a manager, peer, or upward review.
Someone added after launch, by an admin or because their hire date brought them in, receives Participant Added to Review Cycle instead, at the next business hour in their own time zone.
Someone removed from a cycle receives Participant Removed from Review Cycle.
When you are nominated as a peer or upward reviewer
Nominations in a review cycle send one email per request.
Peer Review Request and Upward Review Request when you are nominated, whether a manager picked you or the cycle nominated you automatically.
Peer Reviews Canceled and Upward Reviews Canceled when a nomination is removed or the reviewee leaves the cycle. Several cancellations for the same reviewer arrive as one email.
Before and after a due date
Each review in a review cycle gets three automatic reminders around its own due date, for as long as it isn't submitted.
A reminder 3 business days before the due date.
A reminder on the due date.
An overdue reminder 1 business day after the due date. At that point, the reviewee's manager also sees the overdue review in their daily digest.
Weekends are skipped, and the send time is adjusted to your time zone. Reminders go to the person who owes the review: the reviewee for a self-review, the manager for a manager review, the peer or upward reviewer for theirs. On a cycle that runs on hire dates, each person is reminded around their own due date. Reminders stop when the review is submitted, when it locks, when the cycle is locked, and, in a cycle that requires acknowledgement, once the reviewee has acknowledged.
When a manager sends a nudge
A nudge is a reminder a manager, Executive, or Collaborator sends by hand from the review cycle, with their own message, to specific people: complete a self-review, a manager review, a peer or upward review, share results, or acknowledge shared reviews. It is sent by email right away. The person sending it never receives it themselves. See How do I track review completion and send reminders?
When you submit or receive results
Submitting and sharing in a review cycle each send one confirmation.
When you submit a review, you receive a confirmation: Self Review Submitted, Manager Review Submitted, Peer Review Submitted, or Upward Review Submitted. The reviewee's manager sees self, peer, and upward submissions in their daily digest, not as a separate email.
When your manager shares your reviews with you, you receive Manager Review Shared, with a link to your review summary.
When a review or a cycle locks
Locking in a review cycle sends emails to the people it affects.
Review Locked goes to a self, peer, or upward reviewer whose own review locked on its deadline, once, at the next business hour. Managers learn about locked reviews through their daily digest instead.
Review Lock Extended goes to each reviewer who was given more time, with the new lock date, except the person who granted it.
Lock Review Cycle Reminder goes to the cycle's creator, editors, and launcher about a week after the cycle's overall due date, if the cycle isn't locked yet.
Review Cycle Locked goes to the same people when a cycle locks itself on its automated lock date. Locking a cycle by hand sends nothing.
When a Temporary Direct Manager changes
Assigning, replacing, or removing a Temporary Direct Manager in a review cycle notifies the new temporary manager, the former one, and the regular manager, depending on the change. Several reviewees assigned within 30 minutes arrive as one email per manager.
The manager daily digest
Managers with direct reports in an active review cycle receive one Manager Daily Digest per cycle, at 9 AM in their time zone on business days, only on days when something happened. It gathers: reviews submitted by their reports and their reports' peers and upward reviewers; overdue reviews; reviewees added to or removed from the cycle, and whether a new reviewee still needs peer or upward reviewers; reviews that locked on their own date; and, in cycles that require it, reviewees who acknowledged their shared reviews. Temporary Direct Managers receive it for their assigned reviewees too.
When a recurring cycle drafts its next run
A recurring review cycle drafts its next run one month before it starts, and sends Next Review Cycle Generated to the source cycle's creator, editors, and launcher, with the draft's title and a link to edit it.
Related
How do I track review completion and send reminders?
How do I lock a review cycle or give a reviewer more time?
How do I create a review cycle?