In this guide, we will walk you through the steps to detect the causes of missing or incorrectly displayed competencies in a review. Leapsome's Competency Framework allows high customization and personalization; therefore finding the right setting that causes a competency to show or not is crucial in quickly adjusting your set-up so that employees can be assessed on the competencies as desired.
To find out why competency is displayed in a review assessment for a user or not, we recommend checking the following steps in the displayed order:
- Double-check the review questionnaire from the reviewer's perspective,
- Check the respective Review Cycle settings,
- Confirm the competency is set up correctly and matches the users, team and level.
- Also note that whenever you make changes to the related settings, these will only reflect in the competencies showing in an ongoing cycle if you click 'Update competency assignments based on current teams & roles' in the cycle dashboard > click on the gear icon to open the settings > 'Questions' at the bottom page once.
- If the reviewer has already submitted their assessment, these changes will not update in the form unless they click 'edit' or an Admin re-opens the assessment.
This resource helps you to troubleshoot missing competencies in a feedback assessment. To learn how to include competencies when setting up a review cycle or template, please refer to this resource instead.
(A) Check Individual Assessment:
The first thing you'd like to check is the individual assessments from the reviewer's perspective. You can just navigate into the cycle and open the specific assessment to confirm whether reported missing competencies are genuinely absent or displayed with comments/no rating. To confirm how the assessment is displayed to the user themself, you can consider asking the user to allow Admin Impersonation for you to check their view.
A competency might seem missing, but a closer look reveals comments or non-responses. If a competency is showing for a user even though it is no longer relevant for them or was deleted, please note that we do not remove competencies where feedback was already submitted.
(B) Check Cycle Settings:
- In the Review 'Cycle' or 'Template' > 'Questions', you can use the 'Preview' functionality at the bottom of the page to check if based on current competency settings and user data, the competency is previewed or not. If the competencies are displayed in the preview as you'd expect, but they are not visible in the assessment, this indicates that something changed after the cycle launched. In this case, clicking 'Update competency assignments based on current teams & roles' can help. If they are not showing, please continue following the steps outlined below
- In the Cycle/Template, you can check if company and/or team competencies are selected as desired or not. If competencies are not selected in the Template/Cycle, ensure to make adjustments before the cycle goes live.
- Alternatively, you may have selected 'Pick manually', which will pull the competencies to the end of the questionnaire. It makes sense to open the settings of each competency to check if they are assigned to the right user group.
- For each competency or question in the assessment, at least one perspective has to be selected. For perspectives not selected, the competency/question will not appear in the assessment.
- If competencies, teams, or levels have changed after the cycle was kicked off, you need go to the cycle>setting>question tab> and click on 'Update competency assignments based on current teams & roles'. This will pull the updated competency assignment into the ongoing review cycle.
(C) Check settings of specific competencies:
-
Is it a team-specific competency? In the Competency Framework, you can check if a competency is only assigned to a specific team. Make sure that the relevant employees are assigned to the right teams so that the correct competencies will show up in their assessment.
-
Is it a specialist competency? If a competency is marked as a specialist competency it will only be visible for other contributors in the review that are members of the same team.
-
Is the competency only relevant for specific levels? In the competency settings, you can check if the competency is disabled for specific levels. In the example below the competency will not show up for employees at the Senior level. Please note, that these users won't see the default description instead.
-
Are levels with relevant competency descriptions configured to apply to specific teams only? If levels are configured to only apply to specific teams, a user not in that team cannot be assigned this level and hence not shown the specific competency in the review. To check whether a level is team-specific, you can check 'Actions' > 'Manage Levels' or 'Settings' > 'Company Settings' > 'Manage levels'. In the example below, 'Manager' is not team-specific, whereas the 'Senior Management' level only applies to the team 'Leadership'.
- Check recently changed competencies: If a competency description or name was recently changed, please note that changes apply to all previous/ongoing cycles. The impact of updating a competency is described in this article.
-
Did you create a translation of a competency? When clicking into the settings of a competency, you can check if a translation has been created. This might lead to wrong competencies in a review.
(D) Check User Data:
In the 'Company' > 'Employees' page, you can check if a user is currently part of the teams the competency is relevant for, and has the correct level assigned. Compare this to the settings of the competency checked above to ensure they match your expectations.
If a user has no team or level assigned or did not have these assigned when the review cycle was created, this can lead to incorrect/missing competencies in a review cycle. Employees without a level filled will be shown the default description.
You can update a user's team or level at any time and pull the changes into an ongoing review cycle. Just follow the steps explained under (B), 4.
Final steps
Following these instructions, you should be able to troubleshoot and resolve issues related to missing or inaccurately displayed competencies in a review. If problems persist, please feel free to contact our Support team for further assistance.
If you made any changes as a consequence of checking the above steps, please remember that changes of competencies in the assessment of an ongoing review cycle will only reflect after clicking 'Update competency assignments based on current teams & roles' and if the feedback has not been finalized or signed: If the feedback was finalized, please ask the reviewer to 'edit' the assessment; If the feedback was signed, please re-open the assessment via the cycle dashboard to refresh the competencies included in the review form.