This feature is available in Professional version and above only
By default, Natural HR has a pre built performance review template which meets the needs of most businesses. However, some businesses either want to use an existing review format or create their own performance review form from scratch; this is possible using Custom forms.
To be able to use Custom forms you need to build your form using our form builder feature which can be accessed by going to Administration > Company > Form Builder.
Once inside the Form builder, you need to add a form and enter some basic information about the form such as, the name and description. You also should choose the form type from the dropdown (Performance review in this case). Additionally you can have different forms for different job roles so you could have one form for your executive staff and a different form for other staff - to choose the roles which this form applies to then tick the role(s) in the list. If you tick All job roles or leave this section blank then the form will be used for all job roles.
You should ensure you only have one active form of each type (Performance review in this instance) for each job role - you can set old forms inactive but if you have multiple forms active for the same job roles you may encounter scenarios where users see forms other than the intended one.
Once you have added the form you now need to build the structure of the form including adding and defining the fields.
Once you have submitted in the initial form information, the system will take you through to the Form Builder tool where you can proceed to build the form fields.
The first field you will need to add is an "Employee List" field, as depicted by the amber banner at the top of the page: the system will require this field in order to assign this form to an employee.
By copying the settings in the screenshot below and selecting "Add" once the fields are complete, you will be able to add this field into your form.
On this screen, for each field you want to appear in your form, you need to add a number of pieces of information:
Field display label - this is the text you wish to show on the screen on your form
Database field name - this is the name for the field in the database. This value must be unique and can only contain letters, numbers and underscore and may only start with a letter - spaces are not permitted. For example, employee_name is a valid name but employee name is not. If you enter an invalid value it will show an error when you add the field. Once the field is added this value cannot be changed.
Field description - this is text you can display as a tool tip icon on the form to help people understand how to fill in the field (the question mark in the green square)
Mandatory - if you choose yes the form will not be able to be submitted unless there is a value in the field
Field type - there are 29 options which you can choose for the field type. These are:
- Date Field - A date picker field
- Text area - A multi-line text box (like Field description)
- Text box - A standard single line text box (like Field display label)
- Checkboxes - A multiple choice question which can be used to select more than one answer.
- Radio boxes - A list of custom choices where only one can be chosen
- Select dropdown - A dropdown list populated with custom values (like Field type)
- Heading - Text which can be used as a heading for your forms
- Horizontal Spacer - A horizontal dividing line which can be used to separate different sections of a form
- Text - Any text which you wish to appear on the form like headings or additional instructions
- 9 box grid Performance - A dropdown list populated with Low, Moderate and High which is used to populate the performance element of the 9 box grid
- 9 box grid Potential - A dropdown list populated with Low, Moderate and High which is used to populate the potential element of the 9 box grid
- Section Start - Separate your form into sections (defines the start of the section)
- Section End - Separate your form into sections (defines the end of the section)
- 1 to 5 - A dropdown list pre-populated with numbers 1 to 5
- 1 to 10 - A dropdown list pre-populated with numbers 1 to 10
- Score 1 to 10 - A dropdown list populated with numbers 1 to 10, used specifically for scoring purposes
- Score 1 to 5 - A dropdown list populated with numbers 1 to 5 used specifically for scoring purposes.
- Yes and No - A dropdown list pre-populated with Yes and No
- Employee list - A dynamic dropdown list of all of your current, active employees
- Manager list - A dynamic dropdown list of all of your current, active mangers
- Job roles list - A list populated from the Job roles page within the HR menu
- Job status list - A list populated from the Job status page within the HR menu
- Departments list - A list populated from the Departments page within the HR menu
- Sites list - A list populated from the Sites page within the HR menu
- Cost centres list - A list populated from the Cost centres page within the HR menu
- Business units list - A list populated from the Business units page within the HR menu
- Job grades list - A list populated from the Job grades page within the HR menu
- Completed - A yes or no field which marks whether or not the form has been completed overall. Selecting yes in this field will lock down the form and mark it as complete indefinitely.
- Employee Completed - A yes or no field which marks whether or not an employee has completed this specific form.
In the case of "Text", Select dropdown and Radio boxes and Checkboxes you are able to choose which information you want to display - this is useful if, for example, you wish to score your employees from 1 to 4 and not 1 to 5 or if you want to use other metrics like Gold, Silver and Bronze for example.
Once you choose any of these fields an additional box will appear labelled values which will allow you to enter your custom values - for Select dropdown and Radio boxes you should enter the values exactly as you wish them to appear with commas between them. For example to enter 1 to 4 you should enter 1,2,3,4 and to enter Gold, Silver and Bronze you should enter Gold,Silver,Bronze.
For HTML you can type the text you want displayed directly into the values box.
Once you have added the fields you want to the form you can also move them around and change the order by dragging and dropping them within the form. To move a field hover over the label in the form and left click which will cause the cursor to change to a cross-hairs which will then allow the field to be moved in the form - when moving the field a green box will appear at each location where you can drop the field. You do not need to click anything to confirm the new location - as soon as you drop it the location is updated
At any point you can edit a field already on the form by clicking the edit icon next to the field or delete it by clicking the delete icon. If you edit the field the left section of the screen will be populated with the information originally entered but please note the Database field name will be greyed out and cannot be changed,
Now your form is created you need to tell Natural HR that you want to use the new forms rather than the current default form.
To do this you need to go to Administration > Company > Company Settings and under 'Performance Management' choose 'Custom form' rather than 'Standard form'.
When you change this setting and then click on Performance > Reviews, you will now be using the newly created form.
In the below instance there are four forms - as they are clearly labelled this should not cause an issue but be careful of having multiple forms for the same job roles as this can be confusing.
To use a form, there are a couple of options open to you. Using the plus icon, you can complete an entry of the form from the side of a HR user, administrator or manager. To view completed responses, click the View icon next to the form you wish to use. Finally, you can download the form data into a CSV. file by selecting the download icon. If you only have one Performance form then this screen will not appear as it is not necessary to choose the form in that instance.
Below is the actual form just created as the manager etc will see it - note the tooltip, which gives additional instructions to the manager and also the employee dropdown which is dynamically populated with current employees.
Also the dropdown contains the custom values entered earlier - in this instance Gold, Silver and Bronze.
Once the form is completed and submitted the Review screen will then show the data from the form in tabular format as usual. Alternatively, you can use the magnifying glass icon to view the responses in the larger view fields.
Note for "other" form types
If you are building forms which are not for use as performance forms where you would like the employee to enter data into the form, there is no explicit need to include the employee field. As the employee has to login to enter the data via Self Service, we know who is entering the data into the form and capture this into the form itself. When you download the form data, the first fields in the download show the name of the employee who entered the data.
If you are getting the manager to enter form data concerning an employee then you should still include the field as, otherwise, it will be assumed that the data is about the manager.
For example, if you have a form asking an employee to enter their motor insurance details this would not need an employee field as the employee will enter this data themselves.
If you have a form asking the manager to enter the employee details prior to them joining then you should include the employee field so you will know which employee this refers to.