Review automations ensure that feedback conversations like onboarding reviews, probation reviews, or exit interviews always take place at the right time – without any manual setup. This article explains in detail which features are available, how to set them up, and why they’re useful.
🎯 Why use review automations?
Save time for admins and managers
Once defined, the system automatically creates the reviews, reducing manual work.
Consistency & fairness
All employees follow the same structured process, creating transparency and fairness.
Flexibility & targeting
Rules can be applied to specific groups – such as trainees, certain locations, or only employees in probation.
Planning reliability
The overview shows all scheduled reviews, which helps HR and managers plan resources.
🔧 Accessing the Automation Manager
You’ll find the Automation Manager in the Reviews tab bar.
Here you can:
See all existing automations with their status (active/inactive)
Create new automations
Edit or manage existing ones
👉 Tip: Automations are visible across the organization but can be restricted to specific audiences.
📋 Setting up an automation
The setup process is step by step.
1. Name, Template & Audience
Assign a clear name (e.g. “Onboarding – Berlin Office”).
Select a review template (e.g. onboarding guide, feedback form).
Define the target audience:
Teams (e.g. Sales, Production)
Attributes like tenure, age, gender
Company-specific profile fields (e.g. location, department, contract type)
2. Validity period
Define how long the automation is active.
Recommended: one year to keep processes up to date.
Within this period, the automation reacts to defined triggers.
👉 Example: A probation rule might run for six months, while onboarding is set for one year.
3. Triggers
Currently, three types of events can trigger a review automatically:
Start date (Onboarding)
End of probation period
Exit date (Offboarding)
👉 Tip: You can run multiple automations in parallel. A new employee can receive both an onboarding review and a probation review after six months automatically.
4. Review timeline
Define how far before or after the event the review is opened and closed.
Example Onboarding Automation:
+2 weeks after entry: Start of submission period
+3 weeks after entry: End of submission period
+4 weeks after entry: Closing phase ends
This means:
Participants have one week to submit their guide.
Then another week to conduct the conversation and formally close the review.
👉 Tip: Build in enough buffer time for scheduling flexibility.
5. Notifications
You can configure automatic reminders for participants (e.g. via In-App, Email, Beekeeper).
Ensure managers are notified in time to arrange meetings.
📊 Managing automations
Overview
The list shows all rules with their current status (active/inactive).
Upcoming reviews
Use the options menu to display scheduled reviews.
Note: It may take up to 1 hour after creation for all reviews to appear here.
Editing existing automations
Changes only affect reviews that have not yet started.
Ongoing reviews remain unchanged.
Deactivating
You can stop an automation at any time by adjusting its validity period.
⚠️ Important: Enter data on time
Automations do not apply retrospectively — they check the data at the time the trigger fires. This means: all relevant information must be fully entered in the system before or at the latest on the defined trigger date (e.g. start date, end of probation period, or exit date).
Example — start date:
An automation is set to trigger a probation review 3 weeks after the start date. The employee starts on 1 September — the review should start on 22 September. If the start date is only entered on 2 September, the automation no longer applies and the review will not be created automatically.
Example — attributes:
The same automation only applies to a specific professional group. The start date was correctly entered before 1 September — but the relevant attribute (e.g. professional group) is only entered on 2 September. In this case too, the automation will no longer apply.
Recommendation:
All information — start date, exit date, attributes, and profile fields — should ideally be entered directly when creating the employee profile. If an entry is missed and the automation does not trigger, we recommend creating the review manually.
ℹ️ Additional notes
Data dependency: Automations only work if the required data (entry/exit dates, etc.) is stored in the system.
Overlaps possible: Multiple rules may trigger simultaneously (e.g. probation + offboarding).
Exit date sensitivity: If entered too early, the system might inform an employee of their departure automatically via the creation of an offboarding review.