HR Evaluations — User Guide

Module: HR Profile
Audience: HR administrators, managers, evaluators, employees
Version: 1.0.0
Last updated: 2026-07-22

Overview

Evaluations helps you run structured performance reviews: pick an evaluation type, score criteria for an employee over a defined period, and move the record through review and approval. Evaluations also appear on each employee's HR record under the Evaluations tab.

Typical workflow:

HR creates draft → Evaluator scores criteria → Submit → Review → Approve
                                      ↓ (optional)
                                   Reject → Reopen → correct → resubmit

Prerequisites

Before creating evaluations, configure types and criteria under HR Profile → Settings → Evaluation criteria.

† View own users can open the Evaluations menu only when Allow employees to view their own evaluations is enabled in Settings → Evaluation criteria. With View own, you see evaluations where you are the subject, evaluator, or creator.

Step-by-step: Configure evaluation types (admin)

1. Go to HR Profile → Settings.
2. Open the Evaluation criteria group.
3. Create or edit an evaluation type (subgroup):
   • Name and description
   • Criteria groups — sections with optional weights
   • Criteria — individual rating items (numeric scale or labeled options with scores)
4. Optionally enable Allow employees to view their own evaluations so staff with View own can see their history.
5. Save.

Expected result: Active types appear in the New evaluation dropdown.

Step-by-step: View the evaluation list

1. Go to HR Profile → Evaluations.
2. Apply filters: date range, subject, type, period (monthly/quarterly/annual/custom), status, department, position.
3. Click an evaluation number for the side preview, or View for the full page.
4. Use Export CSV (global View only) to download a spreadsheet.

Step-by-step: Create an evaluation

1. Click New evaluation (Create).
2. In the modal:
   • Evaluation type — subgroup from settings
   • Period type and start/end dates
   • Subject — employee being evaluated
   • Evaluator — person who will score criteria (often their manager)
   • Reviewer — optional second-line reviewer
   • Overall remarks — optional summary
3. Select the evaluation type to load criteria. Enter a rating (and optional comment) for each criterion.
4. Attach supporting files if needed.
5. Click Save.

Expected result: A draft evaluation with a reference number (e.g. EVL-000015-2026). The evaluator is notified.

Note: The system blocks duplicate evaluations for the same employee, type, and overlapping date range.

Step-by-step: Submit, review, and approve

Open the evaluation preview or full view. Use the status actions (buttons vary by your role and current status):

Expected result: Status badge updates; audit log records each change.

Step-by-step: Edit or delete a draft

• Edit: Only available while status is Draft. Open → Edit → change fields or scores → save.
• Delete: Row options or preview → Delete → confirm. Only Draft evaluations can be deleted.

Step-by-step: Discussion, notes, and attachments

Step-by-step: Export evaluation PDF

1. Open the evaluation (preview or full view).
2. Click Export PDF.

Expected result: PDF download with criteria, scores, and header details.

Step-by-step: View evaluations on an employee profile

1. Go to HR Profile → HR Records.
2. Open the employee.
3. Select the Evaluations tab.

Expected result: A filtered list of that employee's evaluations plus a summary when available.

Status reference

Common issues

Related features

• Settings → Evaluation criteria — types, groups, criteria, employee self-view toggle
• HR records — Evaluations tab on staff profiles
• Job descriptions — position filter on evaluation list
• Organizational chart — department filter on evaluation list