Managing participants in a goal cycle

This article explains who ends up in a goal cycle and why: how to add or remove a department, position, branch or other group, how reviewers are chosen, why someone is missing from a cycle, and how to refresh the participant list after people join, move or leave.

Where:

• Choosing participants: Performance › Team performance › Goals › a cycle's … › Edit › Cycle Assignment and Reviewer
• Refreshing the list: the same … menu › Refresh assignments

You need: the Admin right (or Create Goal Cycles when setting up a new cycle)

How KAMI decides who is in a cycle

You never pick employees one by one. You pick groups, and KAMI works out the people:

1. Every active employee who belongs to one of the selected groups is a candidate.
2. Each candidate must have a reviewer. With Use Direct Manager, that's their manager in KAMI. With Assign Reviewer, it's the person you named.
3. Anyone without a reviewer is left out. Most commonly, it's someone with no manager set in their profile.
4. Everyone left becomes a participant, starts at Pending on employee, and gets every cycle goal.

The reviewer is fixed onto each participant at that moment, and only changes when the list is refreshed.

How to choose the groups

1. Open the cycle with … › Edit (or start a new one with Add cycle).
2. Under Cycle Assignment, choose a Profile Type: Employment Type, Department, Position, Branch, Profile Groups, Subsidiary or Cost Center.
3. In the box beside it, search for and pick a group. It appears as a chip; click the × on the chip to clear it.
4. Click Add Selection to add another group of the same type, and the × at the end of a row to remove that row.
5. Click Save.

Rules the save enforces:

• One type per cycle. Changing Profile Type clears the groups you picked.
• Only one profile group. Add Selection is hidden for Profile Groups.
• No duplicates. You can't pick the same group twice.
• At least one group. Without one, the cycle has nobody in it and won't save.

How to choose the reviewer

1. Under Reviewer, leave Use Direct Manager on to have each employee reviewed by their own manager.
2. Or turn it off and use Assign Reviewer to search for one person. That person reviews every participant.
3. Click Save.

Only active employees with the Reviewer right appear in Assign Reviewer. To give someone that right, see The Performance Team page and reviewer roles.

How to refresh assignments

KAMI updates the list by itself when:

• You save the cycle.
• An employee is added, or their department, position, branch, subsidiary, employment type or profile groups change.
• An employee's manager changes, in a Use Direct Manager cycle.
• An employee is deactivated or reactivated.
• A department, position, branch, subsidiary or profile group used by the cycle is deleted.

Apart from saving, automatic updates only happen while the cycle is Open. For anything else, such as a cost centre change, refresh by hand:

1. Go to Performance › Team performance › Goals.
2. Click … on the cycle's card and choose Refresh assignments.
3. A confirmation message appears, and the card's counts update shortly afterwards.

What Happens Next

• New participants are notified within about an hour if the cycle is open, and get every cycle goal.
• People who no longer match are hidden, not deleted. Their goals, progress and ratings are kept, and come back if they match again, for example when you undo a settings change.
• Reviewers follow the current setup. After a refresh, a direct-manager cycle uses each employee's manager at that time, and work already in progress moves to the new reviewer.

Tips

• Use departments or positions where you can. They follow people automatically when HR moves them.
• Fix missing managers first. In a Use Direct Manager cycle, an employee with no manager simply isn't in the cycle, and nothing warns you.
• Make sure every direct manager has the Reviewer right. Without it they can still open reviews from their email links, but they won't see Team performance to track their team.
• One named reviewer for a large group is a bottleneck. Use it for small specialist groups, and Use Direct Manager for everyone else.
• Check the numbers on the card after saving. The Goals Completed figure shows "0/N", where N is your participant count.

⚠️ Leave Minimum worked days at 0. With any other number, KAMI currently adds only employees whose hire date is exactly that many days before the cycle is saved or refreshed. Almost everyone is left out. This is a known issue.

⚠️ With Cost Center as the profile type, keep Use Direct Manager on. A cost-centre cycle with a named reviewer currently ends up with no participants. This is a known issue.

Troubleshooting / FAQ

Q: Why isn't an employee in my goal cycle? Check that they're active, belong to one of the selected groups, and have a manager set (in a Use Direct Manager cycle). Then use Refresh assignments.

Q: Someone left the company but still shows in the cycle. Deactivating them removes them from open cycles automatically. If the cycle was closed at the time, open it and refresh.

Q: An employee moved department. Do they keep their goals? They drop out of the old department's cycle, with their data kept, and join any open cycle that covers the new one.

Q: Save says "All assignments must be of same type." You have groups of two different types. Keep one type per cycle.

Q: Save says "Only profiles with the manager permission can be selected as reviewer." The person picked in Assign Reviewer doesn't have the Reviewer right. Give it to them, or choose someone else.

Q: Can I add one extra person who isn't in any of the groups? No. Put them in a profile group and use that, or create a separate cycle for them.

Related articles

• Creating a goal cycle
• Reviewing and tracking team goals
• The Performance Team page and reviewer roles
• Performance user rights