This article covers in detail how to use 360 feedback.

Table of contents

1. Quick overview of 360 feedback cycle stages 
2. Permissions
3. People involved
4. Instruction for feedback administrators 
5. Instructions for participants 
6. Instructions for reviewers 
7. Instructions for approvers
8. Notifications 

Quick overview of 360 feedback cycle stages 

Before a cycle starts

1. Make sure that the skill profiles assigned to participants are correct.

2. Add permissions for feedback administrators.

3. Create a new feedbacl cycle (feedback adminstrators).

When a cycle starts

4. Write self-reviews and nominate reviewers (participants).

5. Complete feedback forms (reviewers).

6. Monitor the process (feedback admins).

When a cycle ends

7. Hold the final feedback meeting with participants (approvers and participants).

8. Finalize the results (approvers).

Permissions

• To create, manage, and monitor feedback, the user needs the “360 feedback - manage” permission assigned.
• To participate in a feedback cycle, give feedback to others, and approve feedback, users don't need any permissions. 

People involved

Participant — a person who is receives feedback. When a feedback administrator creates a cycle, they decide who the participants should be. Participants are responsible for things like writing a self-review and nominating reviewers.

Reviewer — a person who is responsible for writing feedback about participants. Reviewers do not have to be participants themselves (but they often are). They can be nominated by the participants or selected by feedback administrators. 

Approver — a person responsible for finalizing the feedback results for a participant. By default, the approver is the participant’s direct manager. The approver for a specific participant can be changed by the feedback administrator. Approvers are by default nominated to write feedback about the participant. 

Feedback administrator –– people who are able to create and edit feedback cycles and monitor their progress. To manage feedback cycles in HCM Deck that person needs to have the system role permission: “360 feedback - manage” assigned. 

One person can play different roles during one cycle, for example a manager can be a participant, a reviewer, and an approver. 

Instruction for feedback administrators 

Create a feedback cycle

1. Go to Feedback > Manage > 360 feedback. 

2. Click Create a cycle.

3. Enter the cycle name and optionally provide a description. The description will be visible to everyone involved in the cycle.

4. Click on Add participants and select people and/or groups from the list. If you add groups, remember that forms will only be created for people who are in it at the time of creating the cycle, NOT on the start date. To update the participants once the cycle has been created, you simply need to go to cycle details and add the group again.

5. Click Add to confirm your choice. 

6. Enter the form introduction (there is a default message you can use as well). Participants will see it when they open the self-review form, and reviewers will see it when they open the feedback form for a participant. 

7. Add open-ended questions (optionally). Provide a version of the same question for participants and reviewers separately. This is needed, so the questions have correct grammatical form. Compare: What’s your biggest strength? (version for the participants) vs. What’s the participant’s biggest strength (version for the reviewers). Skill questions are generated automatically based on the skills assigned to the participant's profile. Click Next to move to the last step.

8. Set the cycle start date and end date.

   • Start date - participants can write self-reviews and nominate reviewers, reviewers can write feedback once nominated

   • End date - participants and reviewers can no longer complete feedback forms; participants and approvers can see all answers, approvers can approve the final results.

9. Set a notification reminder. Select how many days before the cycle ends the participants and reviewers should be reminded that they have forms to complete.

10. Click on Create cycle to submit. 

Edit a cycle 

Add participants

1. Go to Feedback > Manage > 360 feedback. 
2. Click on the cycle you want to edit. 
3. Click Add participants. 
4. Select people or groups from the list.
5. Click on Add to confirm. 

Change approver 

1. 1. Go to Feedback > Manage > 360 feedback. 
   2. Click on the cycle you want to edit. 
2. Find the participant you want to edit the approver for on the list and click on the three dots at the right-hand of the screen. 
3. Select Change approver
4. Select the person from the list.
5. Click on Add. 

Change reviewers

1. Go to Feedback > Manage > 360 feedback. 
2. Click on the cycle you want to edit. 
3. Find the participant you want to edit the reviewers for and click on them.
4. Click on the three dots next to the person you want to remove and select Remove reviewer.
5. To add reviewers, click on Add reviewers, select people from the list and click Add.

Monitor progress & view reports

View feedback status for a participant

You can check the status of the feedback for specific participants. To do it, follow these steps:

1. Go to Feedback > Manage > 360 feedback. 
2. Click on the cycle you want to view.
3. To check progress for a specific participant, check the Feedback status column. Possible statuses:
1. Not started - cycle hasn’t started yet
2. In progress - cycle has started and hasn’t ended yet
3. Approved - feedback has been approved

View form statuses for a participant

You can also see if reviewers have already provided feedback for a specific participant. To do it, follow these steps:

1. Go to Feedback > Manage > 360 feedback. 
2. Click on the cycle you want to view.
3. Find the participant you want to see the progress for and click on them.
4. You’ll see a list of all reviewers with their form status.
1. Completed - form submitted
2. Not completed - form hasn’t been submitted
3. Not started - cycle hasn’t started yet. 

View results for a specific participant

1. Go to Feedback > Manage > 360 feedback. 
2. Click on the cycle you want to view.
3. Find the participant you want to see the progress for and click on them.
4. Click on View answers. 
5. To see specific answers from all feedback writers, select the question/skill from the table by clicking on it. 
6. To see the feedback summary containing the final levels selected by the approver, click on View feedback summary. 

View updated skills levels

Once feedback is approved for a participant, their skills are updated on the platform. Administrators can see the updated levels as well as check if there is still a skill gap in the Employee skills>Profiles view. 

Instructions for participants 

Nominate reviewers

1. Go to Feedback > Complete 360 feedback.
2. Find the cycle on the Your feedback list and click on it. 
3. Click on Add reviewers. 
4. Select people from the list.
5. Click Add.

Write self-review 

1. Go to Feedback > Complete 360 feedback.
2. Find the cycle on the Your feedback list and click on it. 
3. Click on Write review. 
4. You’ll see a message from the feedback admins. Click on Complete feedback to begin. 
5. Answer the questions. You can move between them using buttons or the list on the left-hand side. 
6. Click on Submit when you’ve answered all the questions.

View answers

When the cycle ends, you are able to see how your reviewers answered the skill and open-ended questions. To do it:

1. Go to Feedback > Complete 360 feedback.
2. Find the cycle on the Your feedback list and click on it. 
3. Click on View answers 
4. Click on the items on the list to see how reviewers answered the questions. 

These can help you prepare for a final feedback meeting with the approver. 

View final results 

Once the approver submits the final skill levels, you will be able to see them in the feedback summary section. To access it, follow these steps:

1. Go to Feedback > Complete 360 feedback.
2. Find the cycle on the Your feedback list and click on it. 
3. Click on View answers 
4. Click on View final results. 

Instructions for reviewers 

Write feedback

1. Go to Feedback > Complete 360 feedback.
2. Find the cycle on the Your feedback for others list and click on it. 
3. Find the person you want to give feedback to on the list and click on Write feedback.
4. You’ll see a message from the feedback admins. Click on Complete feedback to begin. 
5. Answer the questions. You can move between them using buttons or the list on the left-hand side. 
6. Click on Submit when you’ve answered all the questions.

Instructions for approvers

Approve feedback

1. Go to Feedback > Complete 360 feedback.
2. Find the cycle on the Feedback for your team
3. Click on Approve feedback.
4. Select a skill from the list by clicking on it. 
5. Enter the final result for each skill/behavior and click on Approve to confirm.
6. Once you enter the final results for each skill, click on View summary and submit.
7. If everything is correct, click on Save and submit. 

When you submit the feedback summary, the skill levels assigned to the participant will be updated (unless there was no change in skill levels). Once the results are finalized, the participant will also be able to see them in their feedback summary.

Notifications 

For participants

For reviewers

For approvers