fThe evaluation features in flowit help you manage feedback cycles effectively — across teams or individually. This article explains the configuration, the management of evaluation pairs, and what to keep in mind when dissolving or cleaning up evaluations.
🔐 This article is intended for Customer Admins and HR Admins.
⚙️ General evaluation settings
As an admin, you define the basic rules for all evaluation cycles under Admin area → Settings → "Evaluations" tab.
These settings determine:
How often evaluations take place 🗓
When reminders are sent 🔔
How many cards can be selected per employee 🃏
🗓 Evaluation period
Defines the rhythm in which competency cards are evaluated. Ideal for a consistent cadence — for example every 8 weeks (renews automatically). Ensures regularity and predictability.
💡 At team level, you can adjust the period individually for each team using the gear icon.
🔔 Reminders for open evaluations
Sends automatic reminders for evaluations that have not yet been completed. Always recommended — increases completion rates and prevents gaps in feedback.
➕ Additional evaluations
Enables additional evaluations at self-defined intervals — for example every third period. Useful when more specific or in-depth feedback is needed.
🃏 Card settings
Defines the maximum number of cards that can be selected. Depending on the desired focus — typically 2–4 cards. Controls the breadth and depth of development.
🗣️ Anonymous pulse questions
Displays anonymous questions about team mood within evaluations. Encourages honest feedback and makes patterns visible.
🛠 This feature can only be activated by a flowit administrator. Please contact your flowit representative.
🚫 Manually deactivating & cleaning up evaluation pairs
You can find and manage evaluation pairs in two ways:
Directly on the evaluation pair page via the admin area
In the evaluation pair list of a team via the respective team in the admin area
When you manually deactivate an evaluation pair, a message appears with the option to skip or delete all associated active evaluations in one go. This option appears exclusively with this action.
If old evaluations need to be cleaned up, the following order must be strictly followed:
Step 1 — Dissolve the evaluation pair First dissolve the evaluation pair — either directly on the evaluation pair page in the admin area or in the evaluation pair list of the team. This will show the option to delete or skip all associated active evaluations.
Step 2 — Remove the employee from the team Only then remove the employee from the team list.
⚠️ Important: If the employee is removed directly from the team list without first dissolving the evaluation pair, the evaluation pair is merely archived — the evaluations (past and active) remain in place and the delete option will no longer appear.
👤 What happens when an employee or manager leaves the team?
If a person leaves the team — manually, via CSV, or through an integration — the following happens automatically:
The evaluation pair is deleted
Active cards for this evaluation pair are archived
Existing, active evaluations remain active
Still active but expired evaluations may still be present or may have already been deleted, depending on the administrative clean-up process. This depends on how the admin dissolved the evaluation pair — when manually deactivating directly on the evaluation pair page, there is an option to delete existing evaluations. When removing an employee directly from the team list, this option does not appear.
🃏 Cards & evaluation creation
An evaluation is automatically created when:
On the start day of the period an active card exists for the evaluation pair, or
During the ongoing period a card is selected — even on the last day of the period
Important to know:
Cards are always linked to the evaluation pair
If the pair is dissolved, the card is archived
A card cannot be transferred to a new pair — it must be selected again for the new pair
If a new evaluation pair is formed within an open period, selecting a card immediately creates a new evaluation for the current period — regardless of how late in the period this happens