This guide takes you through the entire review process as a team lead — from filling in a review and keeping an overview through to closing and documenting. Reviews are typically created centrally by administrators — however, you also have the option to create reviews independently for your own team when needed.
ℹ️ This article is only relevant if reviews are in use in your organisation.
✏️ Step 1: Filling in a review
When a review is ready for you, you will find it under My Reviews as an open to-do. Click on the review to open and fill it in.
How to proceed:
Answer the questions in the questionnaire carefully and completely
You can save your answers as a draft at any time and continue later — as long as you have not yet submitted finally
When you are done, submit the form finally
💡 You can fill in the form in your native language — flowit translates automatically if you have set your native language in your profile.
💡 How do I fill in a review?
A review is most valuable when it is filled in honestly, concretely, and constructively. Here are the key principles:
Take enough time Don't fill in the review between two meetings. Consciously set aside 20–30 minutes — undisturbed and in a calm setting. The quality of your answers depends directly on the care you invest.
Be specific rather than general Vague statements like "does their job well" don't help you or the employee. Concrete observations are more meaningful: "Independently coordinated the onboarding of new employees in Q3 and worked in a very structured way."
Separate observation from interpretation Describe what you have observed — not what you think about it. "Rarely speaks up in meetings" is an observation. "Is disengaged" is an interpretation. The observation is more helpful in a review.
Think about the entire period — not just the last few weeks It is human nature to remember recent events more clearly. Try to consider the entire assessment period. The notes feature in the profile can help you keep track of observations throughout the year.
Be constructive and solution-oriented Critical feedback is valuable — but only when it is constructively framed. Not "communicates poorly", but "could communicate more clearly in team meetings about which decisions were made." This gives the employee a concrete direction.
Use the review for self-reflection too A review is not just an assessment of the employee — it is also an opportunity for you as a team lead to reflect: Have I created the conditions in which this person could reach their potential? Where could I have provided more support?
💡 The better the review is filled in, the more constructive and productive the personal conversation afterwards will be.
What happens after submitting? Once you have submitted your part, the review disappears from your to-dos under My Reviews. From this point on, you will find it under All Reviews. Only once the other party has also submitted does the review reappear under My Reviews — this time as a to-do for closing and documenting.
📋 Step 2: Keeping an overview of reviews
Navigate to Reviews in the left menu bar. You have two views available:
My Reviews Here you will find all reviews in which you are actively involved and still have something to do — for example a form that still needs to be completed, or a review that still needs to be closed. This is your starting point for open to-dos.
All Reviews Here you can see the complete overview of all ongoing and completed reviews for your team — even if there is nothing left open on your side. Using the available filters, you can quickly see:
Who has already completed the questionnaire — and who hasn't yet?
Which reviews are open, ongoing, or completed?
Filter reviews by employee, status, or timeframe
💡 The filter view under All Reviews in the Insights tab helps you follow up in time without having to ask each employee individually.
👁️ Step 3: Viewing results
Once both parties have completed and submitted their questionnaire, the results become visible and the review reappears under My Reviews as a to-do. You can find the full results under All Reviews — click on the relevant review to see the responses, the comparison of self-perception and external perception, and all conclusions.
💡 Once the results are available, it is recommended to arrange a personal conversation with the employee promptly.
Completed reviews Completed reviews can be found under All Reviews with the status "Completed". You have access to all past reviews for your team at any time — including the documented conclusions and agreements.
💬 Step 4: Conducting the personal conversation
Once all participants have completed the questionnaire, the personal conversation takes place. The conversation should take place in person where possible and be scheduled individually with the employee.
In the conversation you discuss together:
The questionnaire results — similarities and differences in perception
Strengths and areas for development
Next steps and agreements
📝 Step 5: Documenting conclusions
After the personal conversation, you record the results directly in the review under Conclusions. Click "Add content" to do so. You can document the following:
Meeting notes — important points, insights, or additions from the conversation
Development goals — a long-term goal relating to improving a skill or acquiring knowledge. The agreed development goal is also visible in the employee's profile once confirmed
Development cards (if configured in your organisation) — competency cards selected during the conversation that start an evaluation
Both you and the employee can record conclusions. Both parties must subsequently confirm the entries.
💡 Examples of meeting notes: the employee would like to change their workload in the medium term, take on a new role, or has expressed a wish for further training.
✅ Step 6: Closing a review
Once all conclusions and agreements have been recorded and confirmed by both parties, the review can be marked as completed.
⚠️ Once closed, no further changes can be made. If a note still needs to be added afterwards, two options are available:
Addendum function — for subsequent meeting notes
Comment function — for additions to individual questions