Workyla HRM
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Performance

A simple monthly rating system that scores every employee against a shared set of criteria and shows managers, HR, and employees exactly how each month went.

Overview

Performance turns each employee's month into a short, structured review: a manager or HR person scores a handful of company-defined factors from 0 to 5, adds an optional comment, and the system works out an overall average, a percentage, and a plain-English rating label (from “Unacceptable” up to “Outstanding”).

Employees can always see their own history and how they compare month to month, while HR and managers get an organization-wide view they can filter, sort, search, and export. The criteria used for scoring are configured centrally, so every review across the company is judged against the same yardstick.

Who uses it

  • HR Admins: Configure the list of performance factors (add, rename, reorder, retire them), and can submit or edit any employee's monthly evaluation. Issue, edit and oversee every PIP, warning, show-cause notice and appreciation, and configure warning expiry and categories.
  • Managers: Submit and edit monthly evaluations for the employees who report to them (a switchable permission, on by default), and issue PIPs, warnings, show-cause notices and appreciations to their own team.
  • Employees: View their own performance history and monthly ratings only — they cannot see anyone else's scores unless they also hold a manager or HR permission. Acknowledge PIPs and warnings issued to them (with their own comments) and reply in writing to show-cause notices.

What you can do here

Monthly evaluations

  • Pick an employee, year and month, then score every active performance factor on a 0–5 scale (Unacceptable, Poor, Needs Improvement, Satisfactory, Good, Outstanding), with an optional written comment.
  • Re-open and edit an evaluation that was already submitted for that employee and month.
  • The system automatically works out the overall average score, converts it to a percentage, and assigns an overall rating label.

Organization overview (HR / managers)

  • See every employee's score for a chosen month in one table, with each person's department, average score out of 5, percentage, and overall rating label.
  • Filter by year, month and department, search by name or email, and sort by score or by name.
  • Open an employee's full evaluation history in a pop-up, showing every month they've been reviewed with a factor-by-factor breakdown.
  • Export the currently filtered list to CSV or PDF for record-keeping or sharing outside the system.

My performance & top performers

  • A dedicated page shows an employee's own review history month by month, including the overall score, percentage, rating, any manager comment, and the score given for each individual factor.
  • A dashboard card highlights the current month's results at a glance and links through to the full history.
  • A dashboard card celebrates the top-scoring employees for the current month, ranked with a medal-style presentation, shown organization-wide.

Performance actions — PIPs, warnings, show-cause notices, appreciations

  • A second tab, Performance › Actions, lists everything issued, filterable by type and status (open, waiting on the employee, closed, expired warnings). Managers see their reporting line; HR sees everyone; employees see what was issued to them.
  • Performance improvement plan (PIP): 30, 60, 90 days or custom dates, measurable goals with success criteria and due dates, the support the company will give, consequences, and a weekly / fortnightly / monthly check-in cadence. Check-ins record a summary and each goal's progress (not started, on track, at risk, met, not met); notes can be private to managers and HR. A PIP is extended, closed as successful or unsuccessful (optionally alerting HR to consider an exit), or cancelled.
  • Warnings: verbal, written and final written. Each level stays active for the number of months set in Settings (default 3, 6 and 12) and then shows as Expired but stays on record. When issuing, the employee's active warnings are shown and the next level is suggested.
  • Show-cause notices: the employee must reply in writing by a due date (default 3 days). After the reply — or when the deadline passes with none — the issuer records a decision: close, issue a warning, start a PIP, or refer to HR for termination.
  • Appreciations: a short note with a category (Outstanding work, Teamwork, …). Recent ones appear on the employee's dashboard.
  • PIPs, warnings and show-cause notices generate a PDF letter from the organisation's letter templates; it also appears under My Employment. Supporting documents can be attached.
  • HR can edit an issued action and optionally generate a revised letter; every change is kept in the action's history.
  • On the monthly overview, employees who scored at or below the configured threshold for consecutive months are flagged “PIP suggested”, and each row's menu offers Start PIP, Appreciate and Warn. The evaluation form shows the month's appreciations and warnings for context.

Performance factors (configuration)

  • A dedicated settings screen lets HR maintain the catalogue of criteria used in every evaluation (for example “Customer focus,” “Teamwork,” “Quality of work”).
  • Each factor has a name, a display order, and an active/inactive flag.
  • Deactivating a factor removes it from future evaluations but keeps it visible on past reviews that already used it, so history is never rewritten.

Step-by-step: Submitting a monthly evaluation

  1. 1From the Performance overview, find the employee you want to review (use the department filter or search box if needed).
  2. 2Open the row's action menu and choose Evaluate (or go directly to a new evaluation for that person and month).
  3. 3For each performance factor listed, choose a score from 0 (Unacceptable) to 5 (Outstanding). Each factor shows the plain-English meaning of the score you've picked.
  4. 4Optionally add a short comment explaining the rating.
  5. 5Save the evaluation. The employee will then be able to see this month's results, and it will count toward the organization's Top Performers list once published.

Step-by-step: Put an employee on a performance improvement plan (PIP)

For managers and HR

  1. 1Go to Performance › Actions and click New performance action (or, on the monthly overview, choose Start PIP from the employee's row — it is suggested there after consecutive low scores).
  2. 2Choose the employee and the type Performance improvement plan, give it a title and explain the reason.
  3. 3Set the plan period (30, 60 or 90 days, or your own dates) and add measurable goals, each with its success criteria and due date.
  4. 4Describe the support the company will provide and the consequences if the plan is not met, and pick the check-in cadence (weekly, fortnightly or monthly). Attach supporting documents if you have them.
  5. 5Issue it. The employee, their manager and HR are notified, and a PIP letter is generated for the employee to acknowledge.
  6. 6At each check-in, open the PIP and click Record check-in: write a summary and set each goal's progress. Tick the note as private if the employee should not see it.
  7. 7At the end, click Close PIP and record the outcome — successful or unsuccessful (you can alert HR to consider an exit) — with a closing summary. Need more time? Use Extend and set a new end date instead.

Step-by-step: Issue a warning

For managers and HR

  1. 1Click New performance action (or Warn from the employee's row on the overview), choose the employee and the type Warning.
  2. 2Pick the warning level — verbal, written or final written — and a category, and enter the incident date and what happened.
  3. 3Issue it. The expiry date is set automatically from the organization's settings for that level; the warning letter is generated and the employee is asked to acknowledge it.
  4. 4Expired warnings stay in the employee's history, shown under Expired warnings.

Step-by-step: Send a show-cause notice and record the decision

For managers and HR

  1. 1Click New performance action, choose the employee and the type Show-cause notice, and describe the incident and the concern.
  2. 2Check the "Written reply due by" date (3 days by default) and issue it. The employee receives the notice and is reminded before the deadline.
  3. 3When the employee replies — or the deadline passes with no reply — open the notice and click Decide show-cause notice.
  4. 4Choose the decision: close it, issue a warning, start a PIP, or refer the employee to HR for exit / termination, write your reasoning and click Record decision. A warning or PIP opened this way is linked to the notice.

Step-by-step: Appreciate a colleague's work

For managers and HR

  1. 1Click New performance action (or Appreciate on the overview row), choose the employee and the type Appreciation.
  2. 2Pick a category such as Outstanding work or Teamwork and write the appreciation note.
  3. 3Issue it. The employee and their manager are notified, and it appears on the employee's dashboard under Recognition & actions.

Step-by-step: Respond to an action issued to you

For employees

  1. 1Open the notification, or go to Performance › Actions › Issued to me (the dashboard's Recognition & actions card also lists what is waiting for you).
  2. 2Read the action and download its letter if there is one.
  3. 3For a PIP or warning, click Acknowledge and add your comments if you wish — acknowledging confirms you received it, not that you agree.
  4. 4For a show-cause notice, write your reply and click Submit reply before the due date. Your manager and HR are notified.

How it connects to other modules

  • Employee Lifecycle: probation policies can exclude an employee from being included in performance/appraisal cycles until they are confirmed.
  • Dashboard: “My performance this month” and “Top performers” widgets surface Performance data to employees, managers, and HR without needing to visit the full module. A “Recognition & actions” card shows recent appreciations and anything waiting for the employee's acknowledgement or reply.
  • Employee Lifecycle: PIP, warning and show-cause letter templates are edited with the other letter templates; when an employee's exit is approved, their running PIPs and open show-cause notices are cancelled automatically. An unsuccessful PIP or a show-cause referred for termination alerts HR to start an exit under Offboarding.
  • Notifications: the employee, their manager and HR are notified when an action is issued; reminders go out for PIP check-ins, PIPs ending, and show-cause reply deadlines (Performance actions category in notification preferences).

Good to know

  • Every score must be between 0 and 5; the system blocks saving otherwise.
  • The overall rating bands are fixed system-wide: 0–1.0 Unacceptable, up to 2.0 Poor, up to 3.0 Needs Improvement, up to 4.0 Satisfactory, up to 4.7 Good, and above that Outstanding.
  • Only active employees appear in the evaluation overview; someone who has left the organization will not show up to be scored.
  • There is no approval step for performance actions: a manager or HR person with the permission issues directly. Nobody can issue an action to themselves or to the Super Admin, and an employee can have only one running PIP at a time.
  • Acknowledging a PIP or warning confirms receipt, not agreement — the employee's comments are kept with the record.
  • By default, both HR Admins and Managers can submit evaluations, but only HR Admins can change the list of factors being scored — these permissions can be adjusted per organization.