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 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 little arrow pointing to the right means that the assessment has been 'Finalized' by the author and you can share it on the author's behalf.
- 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)
- you also have the option to move the participant from playing one role within a cycle to another. For example, you initially chose that an employee will be a peer, however - decided that this person should instead be an additional manager. You can simply click 'Make additional manager' under the current peer.
If you ever need to look up the original participant inclusion set up, you can do so by navigating to Reviews > Cycles > click on the wanted cycle and the cycle's tab 'Participants (original selection)'. Please note: No changes within this tab can be made - if you want to include more participants to a cycle, refer to the article's section 'Adding participants'.
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.
We're making a change to our system. Now, the upward reporting lines will also be updated automatically. For example, if a manager gets a new team member during the ongoing review cycle, that new team member will automatically be part of the review process and asked to evaluate their new manager.
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. You will decide this in the review cycle's tab 'Timeline'.
To prevent the signing of assessments and keep calibration possible, please also leave the "The manager and the reviewee need to sign the review after sharing it to permanently lock them." box unchecked in the 'Timeline' tab of the review settings. This box can be checked off after calibration is complete to allow signatures, if desired.
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 '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. Newly added participants will receive the task to complete the assessment immediately but will be sent an email notification one day after they are added to the cycle, with the 'Daily new tasks' summary.
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, but the direct reports will not automatically receive an assessment to write for their manager (who is being added as a new participant). To add them, please follow the steps outlined in the first section of this article ('Editing, adding, or removing participants').