Performance automations: probation feedback requests
Use a Performance automation to ask each new joiner's manager for feedback a set number of days before that person's probation ends, without anyone having to remember. For example: ask managers to fill in a "Probation review" feedback form 10 days before every Rank & File employee passes probation. KAMI works out each employee's own probation end date and sends the request once, to their manager, by email and push notification.
Where: Performance › Settings › Automations
You need: the Admin right with Write access
Before You Start
- Each employee needs a hire date and a probation period on their KAMI profile, and an active manager. Employees without a probation period are skipped. See Employment details on an employee profile.
- Create the feedback template first, under Performance › Settings › Feedback Topics. It decides the questions the manager answers and how confidential the feedback is. See Giving and receiving feedback.
How to set up a probation feedback request
- Open Performance, select Settings, then Automations.
- Select Add Automation.
- Enter an Automation name, for example "Probation review — Rank & File".
- Under Applies to, choose Employment type or Position, then pick one from the list.
- Enter Request feedback (days before probation ends). It starts at 10.
- Choose the Feedback template the manager should fill in.
- Leave Active ticked to start it now, or untick it to save it paused.
- Select Add Automation.
How to pause, change or delete an automation
- Pause or restart: use the switch on the automation's row. The chip shows Active or Paused.
- Change: select the pencil (Edit), change the fields, then select Save Changes.
- Delete: select the bin (Delete) and confirm. This cannot be undone. Feedback already requested stays.
What Happens Next
- KAMI checks every active automation once a day, at 02:30 UTC.
- Probation ends on the employee's hire date plus the probation period on their profile, the same date the rest of KAMI uses.
- An employee is picked up once their probation end date is between today and the number of days you set from today. With 10 days, someone whose probation ends on 20 March is picked up on 10 March.
- Someone whose probation ends sooner than your lead time, for example in 3 days when you set 10, is picked up at the next daily check. Probations that have already ended are never picked up.
- People who have not started yet are skipped until their hire date.
- The manager gets a feedback request about the employee, by email and as an in-app notification, and it appears in their Feedback list to complete. The request shows as coming from the admin who created the automation.
- The feedback uses the template's topics and its confidentiality level.
- Each automation fires once per employee, ever. The row's Fired for count shows how many; hover over it for their names.
What the page shows
| Item | What it means |
|---|---|
| Row title | The Automation name, with an Active or Paused chip. |
| Summary line | What it does, for example: If employment type is Probationary, request "Probation review" feedback from their manager 10 days before their probation ends. |
| Probation feedback request | The trigger. It is the only one for now. |
| Fired for N employees | Everyone this automation has already requested feedback for. |
With no automations, the page shows No automations yet. If the list cannot load, it shows Failed to load automations. with Retry.
Fields
| Field | What it does |
|---|---|
| Automation name | Your label. Shown only on this page. |
| Applies to | Employment type or Position. An automation matches one, never everyone. |
| Request feedback (days before probation ends) | The lead time. 1 or more. |
| Feedback template | The form the manager fills in. Templates are managed under Feedback Topics. |
| Active | Unticked saves the automation paused. |
Tips
- Give managers enough time. 10 to 14 days lets a manager give feedback before the probation decision is due.
- Use one automation per group with a different form. For example one for Rank & File and one for Supervisors, each with its own template.
- Check probation periods on profiles. An employee with no probation period never gets a request, and nothing warns you.
- Changing the rule does not re-send. Someone already in Fired for is never asked about again by that automation.
- Deleting a feedback template or position also deletes the automations that use it. Check this page after tidying templates.
- Create automations under an account that will stay. The request names its creator as the requester.
Troubleshooting / FAQ
Q: A manager didn't get a request. Check the employee matches the employment type or position, has a hire date and probation period, has an active manager, and that their probation end date falls within the lead time. Also check the automation is Active and the employee isn't already in Fired for.
Q: Can I send it again for someone? Not with the same automation. Ask the manager for feedback by hand from the Feedback page.
Q: Can I target a department or a group? No. Automations apply to an employment type or a position.
Q: The page says "Failed to load automations." You can open the section with the Reviewer right, but automations need the Admin right. Ask an admin.
Q: Does turning off "Feedback requested from me" in Team Notifications stop these emails? No. Automation requests are always sent by email and push.