Performance Improvement Forms, like Performance Review Forms, allow managers to keep a record of improvement conversations with your team. Unlike Performance Review Forms, these forms are not visible to your employees, and are for managers eyes only!
To create a Performance Improvement Form, browse 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 drop-down (Performance Improvement in this case).
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 (current or future) 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 improvement 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.
The below screenshot shows the fields available when creating a performance improvement form.
Many of these are optional. You'll want to enter a form name, select the form type, select which job roles are to fill in the form and whether the form is active (visible and available for use) or not.
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 "Assigned Employee" 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 completed, you will be able to add this field into your form:
You can then continue to add fields.
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. A name will be generated automatically based on the field display label you enter. This value must be unique and can only contain letters, numbers and underscore. Spaces are not permitted. For example, 'employee_name' is a valid name but 'employee name' is not. This field must also start with a letter. If your Database field name begins with a number (because there is a number at the start of your label) simply edit it to add a letter at the start. 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 the text you can display as a tooltip icon on the form to help people understand how to fill in the field. Once the form is live, the narrative that you have entered as a tooltip will appear when you hover over any small question marks next to fields:
Mandatory field - if you choose yes the form will not be able to be submitted unless there is a value in the field.
Field order - this defines the order of the fields within the form. So, for example, a field with order 1 will appear above a field with order 2.
Field type - there are 48 options which you can choose for the field type, divided into 9 categories. These are:
Date Field - A date picker field
Text area - multiple lines - A multi-line text box (like Field description)
Text box - single line - A standard single-line text box (like Field display label)
File upload - This allows the user to upload a file.
Electronic signature - This allows the user to sign a document by typing their name or drawing a signature.
Custom Value Fields
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 drop-down - A drop-down list populated with custom values (like Field type)
Multi-select dropdown - As above, but allows multiple values to be selected instead of a single value.
1 to 5 - A drop-down list pre-populated with numbers 1 to 5
1 to 10 - A drop-down list pre-populated with numbers 1 to 10
Score 1 to 10 - A drop-down list populated with numbers 1 to 10, used specifically for scoring purposes
Score 1 to 5 - A drop-down list populated with numbers 1 to 5 used specifically for scoring purposes.
Happiness Scale - Displays a series of 5 icons which the user can use to indicate their happiness.
Yes and No - A drop-down list pre-populated with Yes and No
Assigned Employee - This field must be included in every performance review form and stores the employee the form is assigned to.
Other employees list - A dynamic drop-down list of all of your current, active employees
Managers list - A dynamic drop-down list of all of your current, active managers
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
Employee type list - A list populated from the employee status page within the HR menu
Headcount classifications list - A list populated from the Headcount classifications page within the HR menu.
Departments list - A list populated from the Departments page within the HR menu
Divisions list - A list populated from the Divisions page within the HR menu
Companies list - A list populated from the Companies page within the HR menu
Sites list - A list populated from the Sites page within the HR menu
Regions list - A list populated from the Regions 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
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
HTML - Allows you to enter formatted text or HTML code to format your form.
Accordion - Allows you to enter formatted text in a section which can be expanded or collapsed to show or hide the text.
Image - Allows you to upload an image to be displayed on the form.
Page - start - Separate your form into pages (defines the start of the page)
Page - end - Separate your form into pages (defines the end of the page)
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)
Clone - start - Defines the start of a clone section. A clone section allows a set of fields to be repeated in the form.
Clone - end - Defines the end of a clone section.
9 box grid - Performance (Standard) - A drop-down list populated with Low, Moderate and High which is used to populate the performance element of the 9 box grid
9 box grid - Potential (Standard) - A drop-down list populated with Low, Moderate and High which is used to populate the potential element of the 9 box grid
9 box grid - Performance (Custom) - A drop-down list which allows the user to choose from a list of values. The input is used to populate the performance element of the 9 box grid.
9 box grid - Potential (Custom) - A drop-down list which allows the user to choose from a list of values. The input is used to populate the potential element of the 9 box grid.
To view further information surrounding the 9 box grid, click here
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.
Workflow Step Completed - A yes or no field which marks whether or not an employee has completed the workflow.
In the case of "Text", select dropdowns, 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. To enter Gold, Silver and Bronze you should enter Gold, Silver, Bronze.
For HTML you can type the text you want to be 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. This will cause the cursor to change to a cross-hair 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.
How to use your Performance Improvement Form
Once you have built your performance improvement form and made it active, your managers will see it in a new menu on the left-hand side of Natural HR name Performance Improvement Forms.
Here you will see a table view of any Performance Improvement Forms available to your manager (based on their site and whether the form is active).
In the action’s column, next to the Performance Improvement Form, you'll see up to 3 icons:
Click the '+' icon to complete a new performance improvement form against an employee.
Click the magnifying glass icon to view any performance improvement forms already created.
Click the cloud icon to download the form data for any completed forms as a CSV file.