Granting external personnel access to a review cycle

Please Note: If this is an uncommon practice for your organization and will only be undertaken a small number of times, the steps in this article may better suit your needs.

If you would like to include clients or external employees (consultants, freelancers) in a 360° review, you can temporarily invite them to Leapsome. For that, you need to add additional, paid licenses to your account. You can use these licenses to rotate through the external clients, which means you would pay for an additional license upfront for the whole year or month, but you can rotate the licenses through several clients. After the review cycle ends, you should then deactivate these users in order for the slot to be available for the next external employee or client.

Example:

You are planning a project review with 10 external clients. You will create 10 additional accounts for these clients, and you will pay for them upfront. Once the review cycle ends, you will deactivate the 10 external employees, which means you have 10 open slots available for clients to be added in the next review cycle. Once the next review cycle starts, you can invite 10 other external employees (for which you have already paid upfront). Please note, that it is not possible to downgrade your licenses.

To invite external employees, you have two different options:

Option 1: Invite external employees without an email address:

You can invite external users without a (company) email address by creating a username and one-time password. The employee will use their username and one-time password to sign in for the first time and will immediately be prompted to create a new, private password. Please follow the instructions of the kiosk mode to invite external employees without an email address.

Option 2: Invite external employees with an email address:

To create your external employee's accounts, you can simply add them via their email address. Open the 'Employees' section under settings and click on 'Add'. Please enter the email addresses and provide a comma-separated list of the emails of all users (e.g., '[e-mail], [e-mail], ...'). You can customize the invitation message or decide to create users first and send invites later.

If you would like to do a bulk upload via Excel, please follow the instructions you will find here (under option 2).

Assigning custom access rights to Reviews

To give external employees or clients access to reviews only, you can give them custom access rights to the module. To manage this easily, you can create a team called 'clients' and give the whole team custom access rights to the Reviews module only.