Assigning Roles & How They Work

All employees have their own unique characteristics; that is why you hired them and what makes them stand out. However, that does not mean all employees need unique goals and competencies reflected in their performance review.

We want to keep things simple for you, as an admin, so we've created Roles to allow for grouping of your Goals & Competencies. Roles directly impact what is on your performance review, so why do more work than necessary?

How Roles Work

We keep mentioning Roles are a way to group things, but let's get more into how exactly you do that. There are two main places this ties back to - Goals & Competencies and People settings. 

  1. Goals & Competencies: When you add a goal or competency, you assign a role (or multiple) to it. This means any user with this role has this goal or competency.
  2. People: As you add users to the PiiQ system, you assign them roles. You should choose the role based on the idea that you want this employee to have all of the goals and competencies assigned to it.

When a review cycle is created, an employee's review is locked in at that time based on whatever role they are assigned. This means whatever Goals & Competencies are assigned to that Role becomes assigned to any employee grouped into that Role. 

Common Examples of Role Types

  1. Organization-Wide:
    • If you have widespread Goals & Competencies that apply to your entire organization, we recommend one Organization-Wide Role. (Hint- we recommend checking out Best Practices for creating Goal Templates)
  2. Job Title:
    • If you have unique Goals & Competencies for each job title in your organization, we recommend one Role per job title. 
  3. Authority Levels:
    • If your Goals & Competencies change dependent on authority level within the organization, we recommend one Role per level. For example, Individual Contributor vs. People Manager vs. Executive Leadership Team. 

Role Management

We recommend following this flow when creating or managing Roles:

  1. Create/Update the Roles
  2. Assign the Roles to appropriate Goals & Competencies
  3. Assign Roles to your People

Create/Update Roles

To access Roles, use the left Navigation and go to Settings > Performance Settings > Roles. You can track all existing Roles here, as well as the people count, goals, and competencies assigned to it. This is also where you can add, edit, or delete a role. 

To add a new Role:
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  1. Click 'Create Role +' 
  2. Title your Role
  3. Select the checkmark to save, 'X' to cancel
  4. After all role updates are made, click the page Save button

To edit an existing Role:

  1. Use the Pencil icon next to the Role you want to edit
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  2. Edit the Role Title and select the checkmark
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  3. After all role updates are made, click the page Save button
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To delete an existing Role:

  1. Click the trash can icon next to the Role you want to delete
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  2. A pop-up window will confirm the deletion (Note - you cannot delete a role assigned to people)
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  3. After all role updates are made, click the page Save button
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Note:  you cannot edit or delete Role “Everyone”. Everyone is a Role feature that allows you to assign all of your Roles to a goal or competency.

Assign Roles to Goals & Competencies

Now that you have created all of these groups (i.e. Roles) it is time to choose the Content Library: Goals & Competencies relevant to each specific Role. This is done by using the left Navigation to access Settings > Performance Settings > Goals & Competencies

To assign Roles to Goals & Competencies:mceclip11.png

    1. Click the Pencil Icon to Edit
    2. Find Add Roles, located under the description
    3. Start typing the role name & select it from the drop-down list
    4. Click the Check Mark to Save

Make sure to read our complete article on how to completely Customize Goals & Competencies for more information.

Assign Roles to People

You have your Roles defined, and they have the Goals & Competencies that are required to be on employee's reviews. The final step is choosing who will be included! Don't forget, this is part of the performance framework that needs to be done before you create a review cycle.

To assign Roles to your People:
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  1. Click the person to expand their details
  2. In the section labeled Role, type in their Role
  3. Click the Check Mark to Save
Make sure to read all about our People Management for more information.

 

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