Performance Reviews

Performance Reviews is built around one idea: the review exists before anyone fills it in.

Open a review cycle and the app creates a review for every active employee straight away — empty, dated, and assigned to the practice manager who owns it. From that moment "nobody has started this yet" is a column on a board and a row in a list, instead of something you have to discover by emailing each location and waiting.

It is a review and evaluation tracker, and only that. There is no payroll, no benefits administration, no time and attendance, and no applicant tracking.

What you get

• Reviews. One record per employee per cycle: who is being reviewed, which clinic they work at, who is reviewing them, the due date, the competency ratings, a written narrative, and an overall score. The review page shows the assessment, the signature request, the full chase history, notes, and the signed PDF once it exists.
• The board. Every review grouped by stage, so the outstanding ones are a column rather than a question. Overdue reviews are badged on the review itself.
• Clinics. A location list with the practice manager and, where you have one, the supervisor. Each clinic page shows its staff and its reviews for the current cycle, plus the average score and how many reviews have been signed.
• Staff. The people being reviewed. A staff member is a subject, not a user — you do not need a login for everyone you review. Each person's page carries their review history and their goals.
• Cycles. Review rounds with a period, a due date, and a template. Opening one is what creates the reviews; a review belongs to a cycle, which is what lets you compare this year against last.
• Templates. The competency list and the rating scale, per clinic type. A veterinary practice can be scored 1–5 and a medical clinic 1–10; scores are normalised so the two are still comparable on the clinics list.

A cycle itself moves Draft → Open → Closed.

The stages a review moves through

Scheduled → the review exists, nobody has started it. This is the column that answers your question.

Self-assessment → optional. Use it when you collect the employee's own assessment first; the practice manager records it on the review.

Manager draft → being filled in. A review cannot leave this stage until the narrative and an overall score are present, so the next stage is a real claim, not a hopeful one.

Ready for signature → filled in and turned into a PDF, but not yet sent. Worth watching: this is the stage where reviews quietly stall.

Pending signature → sent, waiting on the employee.

Signed → signed and returned.

Filed → reviewed and closed out. This is the end state.

Returned → sent back for rework, which puts it back into Manager draft.

Opening a cycle

Create the cycle with its period, due date and template, then move it to Open on the Cycles page. That one step creates a review for every active employee — dated from the cycle, assigned to their clinic's practice manager, and carrying a copy of that clinic's competency list.

By default every clinic is included. To run a cycle for some clinics only, set the cycle's locations before opening it.

Someone joined mid-cycle? Use Sync roster on an open cycle. It creates reviews for anyone who does not have one yet and leaves every existing review untouched, so it is safe to run whenever the roster changes. Each sync is recorded on the cycle.

"Does not have one yet" means exactly that: if you already started a review for someone by hand, syncing will not create a second one.

Employees marked inactive are skipped.

Chasing, without chasing

Each stage has a waiting period. When a review sits past it, the app sends a reminder to the practice manager who owns it and records the reminder on the review. The chase history is part of the review's permanent record, so "we asked three times" is something you can show rather than something you remember.

Reminders are also available on demand — you can send one yourself from the review at any time.

Signatures without a seat

Request signature on the review creates a signature envelope from the review PDF and sends it to the employee. They sign through a link, in a browser, with no account and no login. When the envelope goes out, the review moves to Pending signature on its own.

If a second signature is needed — a practice manager countersigning, say — add them on the envelope screen before sending.

Signatures need the e-signature add-on on your plan.

Voiding a review

There is no "cancelled" stage, deliberately. If an employee leaves mid-cycle, or a review has to be abandoned, an administrator overrides the review to its final state and must give a reason. The override and the reason are recorded permanently. For a performance review, that is the right posture: a voided review should leave a trail saying who voided it and why.

Installing

Performance Reviews is a free listing. Open the Marketplace, choose Performance Reviews, and install. It seeds four example clinics, twelve staff, two cycles (one open, one closed) and fifteen reviews spread across every stage, so the board is populated from the first visit. Uninstalling removes the examples and leaves anything you created yourself untouched.

Two things worth knowing

A review remembers who owned it. When a review is created it records the practice manager's name and address as they were at that moment, and a copy of the competency list from the template in force. If a manager changes mid-cycle, reassign the open reviews — reminders for existing ones keep going to the person who was there when the cycle was opened. Editing a template never rewrites a review that already exists, which is deliberate: a signed review has to keep showing what was actually assessed.

Everyone can have their own login. FastYoke does not charge per seat, so there is no saving in sharing one account per office. Give each practice manager and supervisor their own login: every rating, reminder and sign-off is then attributed to the person who actually did it, which is the whole point of the audit trail.