This article explains how to monitor review completion rates and adjust review settings flexibly.
📊 Track progress, 🛠 edit settings, ✏️ update names & periods, 🔁 Exchange main reviewers, 🧩 understand permissions, 🔄 handle leadership changes, ✅ ensure completion.
🔍 Review Completion Rate
📈 Track Progress
When to use it
When you want to see how many participants have filled out or completed a review.
Why it’s useful
It provides a clear overview of the status of your feedback cycles – both at a glance and in detail.
How to use it:
Click Reviews in the menu bar.
Select the Insights tab.
Use filters to define which reviews you want to see.
A table shows:
Who has filled it in
Who has marked it as completed
🗂 Review Display and Search Options
The improved overview makes it easier to find what you’re looking for.
Each review tile now shows:
Review name
Employee name
Review period
Reviewer name
👉 You no longer have to include the year in the title. It is displayed automatically.
New search options:
Review period
Reviewer name
Icons on the tile also show:
Number of questions
Number of submitted reviews
Status
Assigned team
Your role
The timeline under each tile remains visible as before.
✏️ Editing Existing Reviews
When to use it
When you need to reassign, extend deadlines, archive, or delete a review.
Why it’s useful
It gives you flexibility when timelines shift, teams reorganize, or a review is no longer needed.
How to use it:
Click Reviews in the menu bar.
Navigate to the desired review.
Click the options icon (… ), where you’ll find:
Edit – adjust settings
Archive – remove from the active list
Delete – permanently remove (cannot be undone)
Under Edit, you can adjust:
Additional reviewers
Assigned team
Filling period
Completion date
The settings icon (gear) provides additional information such as:
Who created the review
The template used
Assigned review group (if any)
✏️ Editing Review Names and Periods (Individual & Group Reviews)
What’s this about?
Review names and periods can now be corrected or updated even after creation.
What’s new
Individual reviews can be edited directly in All Reviews.
Group reviews are managed centrally in the Group Manager so all related reviews stay consistent.
Who can edit?
Admins: all reviews – individual and grouped
Other users: only reviews or groups they created themselves
Important notes
Notifications to participants are optional.
Automated review groups remain centrally managed and cannot be edited individually in All Reviews.
📦 Archiving & Restoring Reviews
When to archive? When a review is complete or no longer needs to be actively worked on, but the data should be retained.
Access to archived reviews
Not all roles have visibility after archiving:
Role | Access to archive |
Review participants | Yes |
Admin | Yes |
Team lead of the assigned team | Yes |
HR Admin | No |
Review Admin | No |
Team leads of parent teams | No |
Participants can see their own submitted answers – even if only one side completed the review. Team leads have access if the review is assigned to their team. Team leads of parent teams (department/division leads) do not have access to archived reviews.
⚠️ Important: In the archived state, only submitted results are visible – drafts are not accessible.
Drafts and archiving
Drafts (unsubmitted answers) are not accessible while a review is archived. Once a review is restored (status → active), any existing drafts are fully available again – provided the completion period is still open.
If the completion period has already expired when the review is restored, it must be extended first before drafts can be edited again.
Who can restore an archived review?
By default, only admins can restore archived reviews. However, the admin area can be configured to allow team leads or reviewers themselves to do this as well.
The permission applies regardless of who originally archived the review.
Team leads can only archive and restore if this has been explicitly enabled in the admin area.
🔁 Exchange main reviewers
When to use it
During role changes, absences, or when someone needs to be replaced.
How it works:
In My To Dos or All Reviews, click the options icon.
Select Replace reviewer.
Choose a new reviewer, save, and all participants are notified.
⚠️ Important: A replacement is only possible while the review is still in To be filled in status.(Meaning: one of the two parties has not yet submitted their form.)
Special cases
Main reviewer has already filled in answers
→ They are notified and receive a PDF export; their answers are no longer used in the system.
New main reviewer was previously an additional reviewer
→ They also receive a PDF and must complete the review from scratch.
Notifications:
Both the old and the new main reviewer are notified.
Permissions
By default only admins can replace reviewers.
Access can be enabled for reviewers or team leads, including leads of higher-level teams.
Team leads can only replace reviewers within their own area of responsibility.
Bulk replacements
In the Group Manager, multiple reviewers can be replaced at once (within the user’s permissions).
🧩 Permissions for Editing Reviews
Not all roles can perform the same actions.
The following table shows who is allowed to do what:
Role | Replace main reviewer | Edit settings | Rename / edit review period | Archive | Delete |
Admin | Yes, as long the Review is in the Status: To be filled in | Admins can edit all settings: additional reviewers, team assignment, filling period, completion date | Yes | Yes (any status) | Yes, as long as no inputs exist (drafts count as inputs) |
Team leads of higher-level teams (e.g., department/area leads) | Yes, if enabled by admins | Only two settings: additional reviewers, team assignment | No | No | No |
Team leads | Yes, if enabled by admins | Only two settings: additional reviewers, team assignment | No | No | No |
Reviewers | Yes, if enabled by admins | Only two settings: additional reviewers, team assignment | No | No | No |
This ensures clear, transparent responsibilities across all review roles.
🔄 What Happens When There Is a Leadership Change?
If a leadership change (e.g., new manager/FüK) happens during an ongoing review cycle, the system behaves as follows:
The previous leader keeps access to all reviews they were assigned to — regardless of their status.
If a review still needs to be completed, the previous leader can still complete it.
The new leader also receives access, since leaders always have insight into reviews assigned to their team or subteams.
The new leader does not receive tasks, because the evaluation continues between the previous leader and the employee.
If the review has not yet been filled out, the main reviewer can be replaced, allowing the new leader to take over the role.
⚠️ Important: Reviewer replacement is only possible while the review is still in To be filled in status.
For more information, see the section: 🔁 Replacing Reviewers
This ensures seamless transitions and continuity in the review process.
✅ Summary
With these features, you stay fully in control of your review processes:
Monitor completion rates
Adjust settings flexibly
Edit names and time periods
Replace reviewers when needed
Understand permission levels
Correctly manage leadership changes
Execute all actions centrally via the options menu
This helps ensure that your feedback cycles run smoothly and all reviews are completed as expected.