Making changes in an active review cycle

Editing participants (e.g. the participant's manager or peers)

Change of managers reporting lines

Managers sharing results

Removing signatures and making assessments editable

Adding participants

Changing questions / scoring

Updating individual goals 

Changing the visibility

Making changes to an active automation rule

Editing participants

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 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 next to the name 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 direct reports giving 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 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

Managers sharing results 

When the manager assessment has been turned on, you will also determine whether managers will be able to share the results at any time once they have completed the review. Disable this if you are running calibrations and if you wish to control when managers can share their assessments. This can be re-enabled after calibration.

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. 

Adding participants

To add a participant to an ongoing cycle, navigate to the cycle dashboard ('Reviews' tab > 'Cycles,' click on the relevant cycle name). Click the 'Actions' > 'Add participant' button at the top on the right. 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 goals 

If you do have goals included in your review cycle, these will be updated automatically as eligible goals are checked continuously until the review is completed. This is when the cycle is closed, or either reviewee or manager has completed their assessment.

If you notice that an eligible goal is not showing in an assessment, you either reopen the cycle, or ask both the affected Reviewee and their manager to 'Edit' the assessment again, in case it has already been completed. Only after both Manager and Reviewee made their assessments editable again, all new, eligible goals will appear in the assessment.

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. 

Making changes to an active automation rule

When changes are made to one-off automation, the new rule is re-evaluated as soon as the change is saved on Leapsome. The users that were previously included in the rule will not be included again by the automation. 

Similarly, when changes are made to recurring automation, the new rule is re-evaluated as soon as the change is saved on Leapsome. Anyone that matches the conditions in a given time window will be included (Note: participants will be added based on the new rule even if they were included shortly before based on a different rule set).