Editing participants (e.g. the participant's manager or peers)
You kicked off a cycle and realized you want to change an existing participant by changing their peers, managers, or removing someone. Doing so is easy in Leapsome!
As the cycle owner, first navigate to the dashboard of your cycle ('Reviews' tab > 'Cycles,' click on the relevant cycle name). Search for the participant for whom you wish to change the manager, peers (etc.). Click the pencil next to their name and change the settings for that participant. You can:
- add or remove peers
- add or remove direct reports
- change the manager
- remove the participant altogether
- change the role of a contributor (e.g., make the manager a peer or vice versa)
Please note: All contributors need to be unique for each participant (e.g., a person cannot be a manager and peer at the same time).
Changes here will not affect your settings in 'Users & Teams'.
If you would like to see how the roles of reviewers can be changed in an ongoing cycle watch the video below. This video also demonstrates how to add an additional manager to the review.
It is not possible to remove contributors who have already started their assessment, however there are some changes that can be made using small icons that appear next to each name. The possible icons you may encounter while editing participants are:
- a lock icon next to the name which means that the participant has already finalized the assessment (you cannot remove the contributor, but you can unlock the assessment, so that the participant can edit it after it is finalized)
- a bin icon in next to name which means that the participant has not started the assessment (you can remove the contributor and choose someone else)
- if you see no icon in front of the name, it means the participant has started the assessment but has not finalized it yet (you cannot remove the contributor)
Change of managers reporting lines
You kicked off a cycle and realized the manager reporting lines might change during the course of the review cycle. If you want to get the manager updated automatically if reporting lines change during the cycle, please navigate to the dashboard of your cycle ('Reviews' tab > 'Cycles,' click on the relevant cycle name > go to 'Scope').
Under 'Manager settings' you can select the box 'Automatically update manager if reporting line changes during the cycle' even though the cycle has started already. With this setting active, managers will be updated immediately within the cycle, when they are updated in the 'Users & Teams' section.
The upward reporting lines will not be updated automatically. To avoid that direct reports give feedback to their former manager and not the new manager, please navigate to the cycle dashboard and click on 'Edit' next to the manager’s name and update the direct reports for the assessment.
Please note: Although this setting is active, the manager information will not be updated if:
- The previous manager has not started to write the assessment yet
- The new manager is already added as the current user’s peer reviewer, direct report reviewer or additional manager reviewer
- The cycle was created more than 90 days ago
Removing signatures and making assessments editable
During development talks, the reviewee and the manager both need to sign the results. As soon as one of them has signed the result, neither can make any changes.
Sometimes signing happens accidentally. To make the results of an assessment editable again, navigate to the cycle dashboard ('Reviews' tab > 'Cycles,' click on the relevant cycle name). Search for the name of the reviewee. Click the pencil icon next to their need to see the list of their reviewers, including their manager. Click the lock icon next to the name of the person who would like to edit their response.
The assessment will reappear as an open action item for the participant, the manager, and/or peers in the reviews module.
To add a participant to an ongoing cycle, navigate to the cycle dashboard ('Reviews' tab > 'Cycles,' click on the relevant cycle name). Click the 'Add participant' button at the top of the list. A popup will ask you to input the name of the new participant. If need be, you can edit their peers, managers, and direct reports using the descriptions above in this article.
Please note: while the participant's manager is automatically added, you will need to manually add the participant as a direct report in other people's reviews. This means if 'upward feedback' is enabled for the cycle, and the new participant's manager is being reviewed in the cycle, the new participant will not automatically receive an assessment to write for their manager. To add them, please follow the steps outlined in the first section of this article ('Editing, adding, or removing participants').
Changing questions / scoring
You cannot add or remove questions or edit the default scale in an ongoing cycle. However, you can still adjust who should answer specific questions by (un)checking the different target groups for each section / question. To do so, go to the questions section of the ongoing review cycle ('Reviews' tab > 'Cycles,' click on the relevant cycle name > 'Questions' on the left-hand side). Once there, you can edit who answers each question by ticking on or off the checkbox next to each perspective ('Reviewee,' 'Manager,' 'Peer,' 'Direct report'). To find these options for custom questions, please click the settings wheel icon next to the question.
If you include company-wide or team-specific skills via Leapsome's skills matrix, you can still update the skill assignments based on current teams and roles, if any roles or skill assignments have changed. If you click this button, the change will become active immediately in the current cycle (otherwise, the change will only be reflected in the next cycle).
You can also change whether a score or comment is optional or required in an ongoing cycle.
Updating individual goals
If you do have individual goals included in your review cycle and want to make sure to have all current goals incorporated in the individual questionnaires, simply go into the active review cycle > 'questions' > 'refresh eligible goals now'.
Changing the visibility
You can also change who can see what in an ongoing review. To do so, navigate to the cycle dashboard ('Reviews' tab > 'Cycles,' click on the relevant cycle name > click 'Visibility' on the left-hand side) and update the visibility accordingly. Important: Please do not change visibility without communicating the change to participants directly.