Sample Email Templates for Admins

Sending the Right Message

PiiQ makes keeping track of ongoing performance and learning activities easy with a number of automated email notifications. Additionally, there are several areas of PiiQ with access to manual and customizable email messages, such as during goal setting and Review Cycle Content Library updates. Even with all of these built-in options for controlling how your users are notified about key process steps for utilizing PiiQ, it's not uncommon to use targeted internal messaging to ensure everyone remains up to date and informed about the importance of PiiQ to your organization. We've put together a few template emails that we welcome you to use to keep your teams engaged and active in PiiQ!

We won't be able to cover every possible need for an email notice, but we hope you find these templates useful for designing your own personalized announcements for your teams. Mix and match whatever information you need!

Sample templates for Performance:

Sample templates for Learning:

Announcement of PiiQ to your Organization (Performance)

Suggested usage of template: Admin(s) should email ALL EMPLOYEES who will have a PiiQ user subscription. Timing- send email the day you sign the contract with Cornerstone, or as soon as you’re ready!  

Subject: Introducing PiiQ to [Company Name]! 

[Company Name] is excited to announce that we will use PiiQ as our new Performance Management tool.  We’ve chosen to leverage PiiQ as part of our commitment to ensuring [Company Name]’s employees develop their skills and reach their full potential. 

The process of configuring our PiiQ portal is underway 

Following this, we’ll formally launch PiiQ, which will allow us to: 

  • Manage your goals  
  • Gather 360 feedback from your peers 
  • Complete online performance reviews 
  • Support ongoing 1:1 conversations between manager and direct reports (highlight Check-ins and easily reference during performance reviews) 
  • Make data-driven decisions, and much more!   

Please stay tuned and look out for additional emails about PiiQ. 

If you have any questions, please reach out at any time. 

{Admin name} 

{Admin phone number} 

{Admin email} 

 

Welcome Email and Getting Started (Performance)

Suggested usage of template: Admin(s) should email all teams  and simultaneously be prepared to upload all users into the People section of PiiQ. It also includes ways to get signed in and directions for becoming familiar with PiiQ. Use whichever elements are applicable to your process so your teams can get up and running quickly. Timing- send this email after you’ve configured your portal (start by defining your PiiQ Performance Framework) and when you are comfortable allowing teams to begin using PiiQ. 

Subject: Getting Started with PiiQ Performance 

Hi, 

We’ve nearly completed setting up PiiQ and will soon launch our new Performance Management tool. We want to make this process as easy as possible, so here are some directions and tips for getting started with PiiQ.

Login Directions:
(If the Welcome Email is Enabled): You will receive a PiiQ system-generated Welcome email with the login details shortly. The email will ask you to verify your email and set your password. Once your password is set, go to login page here and use your email address and password to log in.  Note: the link is valid for 7 days. 

(If the Welcome Email is NOT Enabled): You will need to set up your password to log in to PiiQ. Go to the login page here and click the Forgot Password link. Put in your company email address then click the Send Reset Link button. You'll receive an email with a button to set up your password. Once your password is set, go to login page here and use your email address and password to log in. For step-by-step screenshots of this process, read this article on How do I set my password?

Dashboard Tour:
Once you are logged in, the first thing you will see is your dashboard.  This will serve as a launchpad for your performance activities.  The navigation bar on the left of your screen can be used to move between different areas of PiiQ. Click on one of the sections to expand it or move to the relevant system area.
  • PiiQ Dashboard - Return to the Dashboard
  • Me - My Profile, My Goals, My Check-ins, 360 Feedback
  • My Team - For People Managers
  • PiiQ Help - Open PiiQ Help Center in a new Tab

To see in-depth guides on the Dashboard and every step of the Performance process, check out these Getting Started articles from the PiiQ Help Center:

Getting Started for Managers

Getting Started for Employees

If you have any questions, please reach out at any time. 

{Admin name} 

{Admin phone number} 

{Admin email} 

 

Introduction to Goal Setting 

Suggested usage of template: Admin(s) should email ALL EMPLOYEES who will have a PiiQ user subscription. This email is useful for demystifying the purpose and intent of goal setting by concisely identifying recommended strategies for defining a performance period's objectives. Use this template to help create your own personal announcement to kick off the review process with properly set goals. This template assumes you've activated Enable Employee Goal Setting. If you haven't, this can be repurposed to go to managers only. Timing- send this email shortly before Goal Setting is scheduled to begin (~7 days).

Subject: It's Almost Time to Set Goals! 

We hope you're as excited as we are to start making the most of PiiQ to drive success both individually and organizationally. As part of this effort, we'll be opening Goal Setting in PiiQ on [DATE]. You'll receive an email to announce it's time to set goals. Use the link in the email to log in and get started. Here are some quick pointers to be a superstar goal setter.

Get logged in!

If you've forgotten your password since initial sign-up, grab another by going to the login page here and clicking the Forgot Password link. Put in your company email address then click the Send Reset Link button. You'll receive an email with a button to set up your password. Once your password is set, go to login page here and use your email address and password to log in. For step-by-step screenshots of this process, read this article on How do I set my password?

Head to Goal Setting

When you're logged in, click Me > My Goals (employees setting their own goals) or My Team > My Team's Goals (managers setting their employee's goals). On the Goal Setting screen, click the View/Edit button for your goal categories to see the space you can use to input your goals for this performance review period. We've put in sample goals that you should edit to fit your objectives. If you need to add more goals, click Create new goal

Set SMART goals

Use the SMART framework when creating your goals. SMART stands for Specific, Measurable, Attainable, Relevant, and Timebound. Focusing on goals that will have a measurable impact on your success helps you stay tuned in to what matters most in your day-to-day work. Make sure to clearly outline WHAT you plan to accomplish and HOW. Remember: if the outcome can't be measured, it probably isn't a good goal. An example:

Bad: Increase global sales. This isn't specific! You can't measure an outcome if the desired outcome hasn't been specified.

Better: Increase global sales by 5% per quarter. This is getting there. You know exactly what you want to achieve, and on what time table. But how will you do it?

BestIncrease global sales by 5% per quarter through accelerated lead generation (+20% incoming leads per month) and lead response times (<= 30 minutes from contact)Now we know what you will do, by when, and through which methods. This will give you the most actionable data from which to make important decisions.

Confirm your goals

Once you've finished having goals entered in, be sure to reach out to your manager so they can click Confirm and finalize your goals. You won't be able to rate them on your review later this year unless they've been confirmed, so don't skip this important step! Tip: You can email your manager from PiiQ by clicking the notification email icon in the upper right corner of the Goal Setting screen.

For exhaustive guides on the full Goal Setting features in PiiQ, check out these articles (they even have videos)!

{If sending only to managers, this link can be removed} Goal Setting for Employees

Goal Setting For Managers

If you have any questions, please reach out at any time. 

{Admin name} 

{Admin phone number} 

{Admin email} 

 

How to Use 360 Feedback

Suggested usage of template: Admin(s) should email ALL USERSTiming- send the email after the Review Cycle has started and goals have been set. 360 Feedback can be employed as an ongoing process throughout the review to obtain feedback. Start the process early and encourage its use by managers!  

Subject: It's Time to Start Collecting Peer Feedback in PiiQ!

Hi,

Now that our review is fully underway, we want to introduce an amazing tool for collecting feedback on employees for upcoming manager reviews. It's practically impossible for managers to know everything that happens with their team members. From ad hoc projects to large cross-department initiatives, there are many situations where you'll want to find out more regarding the holistic performance of your teams. 360 Feedback to the rescue! With it, managers can send feedback requests about their team members to anyone else in the company, making it a cinch to get a full view of how each of us are working to create success. 

Here's how it works:

  1. Managers will select My Team > My Team's 360 Feedback
  2. Select the employee you want to request feedback on, then fill in the questions you want answered (we have some default ones that you can use, but feel free to edit and add more if needed), as well as the respondents who will be answering the questions.
  3. Selected respondents will receive an email to their company address notifying them that they have a pending feedback request. Use the link in the notification to log into PiiQ and head to Me > 360 Feedback Requests
  4. Fill in your answers and submit to send your feedback to the manager. Note: Submitting feedback is final and cannot be undone. The feedback will autosave as you write it, so you don't have to do it all at once. Just remember to only submit when you're finished!
  5. Once the feedback is submitted, managers can review it under My Team > My Team's Reviews under a new 360 Feedback tab OR under My Team > My Team's 360 Feedback. All done!

Full step-by-step directions are listed (with screenshots) in these Help Center articles: 

Feedback that is submitted will not be anonymous, but the feedback is only visible to the manager, not the employee for whom it was requested. Managers will be the ones to send the requests, but anyone can receive one, so keep an eye on your email!

Here are some sample questions you might want to use:

  • What were this employee's greatest contributions to an ongoing project this year?
  • What development opportunities do you see for this employee?
  • How does this employee embody our company culture?

Be creative, and get the information you need to support accurate and meaningful reviews.

If you have any questions, please reach out at any time. 

{Admin name} 

{Admin phone number} 

{Admin email} 

   

Keep the Conversation Going with Check-ins 

Suggested usage of template: Admin(s) should email ALL MANAGERSTiming- send the email after the Review Cycle has started and goals have been set to remind managers they can schedule Check-ins!  

Subject: Keep the Conversation Going with Check-ins

Hi,

Our Review Cycle has started, so it’s time to touch base with your employees! PiiQ has a feature called Check-ins that will keep you connected with your team and up to date on tasks. If you have some feedback you would like to give them or would like an update on goal progress, you should utilize Check-ins.

These can be scheduled at any time, but as a best practice, we suggest every 2-4 weeks to Check-in with your employees. These meetings can lead to increased engagement, employee empowerment, and course correction. They also open lines of communication and keep things from falling through the cracks.  You can use this time to touch base about anything, but here are some suggestions –

  • Goal updates
  • Constructive feedback
  • Identify challenges or obstacles
  • Recent Netflix binges

To Schedule a Check-in:

  • Navigate to My Team, then click on My Team Check-ins
  • Select Schedule Check-in
  • Fill in the details in the conversation thread and click Create
  • Make sure to send your employee a Notification Email so they are aware a Check-in has been scheduled

Don’t forget to check on your Check-ins for any notes or topics your employees may have added as well!

For more details and ideas on this process, please read this article on Scheduling Check-ins or the Conversation Guide for Managers.  

If you have any questions, please reach out at any time. 

{Admin name} 

{Admin phone number} 

{Admin email} 

 

Introduction to Self and Manager Review 

Suggested usage of template: Admin(s) should email ALL EMPLOYEES. Timing- send the email after the Review Cycle has started. While they might not be ready to make comments or set individual goals yet, this email will be a great reminder to take a look at the portal to get comfortable with the review process and how to navigate PiiQ! 

Subject: Get Started with the PiiQ Review Process! 

Hi,

Now that your Review Cycles have started, it is a good time to get familiar with the Self Review or Manager Review process! To make navigating your reviews as seamless as we can, we have outlined some tips and how-to steps for you below.

For Self-Reviews:

Self-reviews are a wonderful way to strive for success in your position. They also can be quite motivational in the future and you can focus on the strengths and weaknesses that you want to address going forward! 

  • Navigate to Me > My Self Review on the left side navigation bar
  • You will be brought immediately to your Self Review
  • To Rate, click the Goal or Competency on which you would like to rate yourself
  • Once you are done rating yourself, hit Submit for your review to be sent to your Manager for their feedback

 

For Manager Reviews:

Now is the time to provide feedback for your employees! Make sure to give constructive ideas for them to work on in the future, as this is a large part of their development for your Company!

  • Navigate to My Team > My Teams Reviews on the left side navigation bar
  • If you have one direct report, you will be brought to their review immediately
  • If you have MORE than one direct report, the People Selector will appear for you to choose which employee you are ready to provide feedback on
  • Once you are on the correct review, you are able to rate each Goal or Competency using the Rating Slider
  • After you provide your feedback and/or ratings, you can Submit the review

TIP: You are able to Unsubmit if you need to make adjustments (Just be sure to re-submit after you make your changes!)

TIP: Check the Review Selector in the top-right area of your screen and make sure the right Review Cycle is displayed. This ensures that you are editing the correct Review Cycle 

TIP: If you are having trouble adjusting the Rating Slider, ensure that you have expanded the Goal or Competency (with the arrow in the top right of the box)

Make sure to read the articles - Completing My Self Review and Completing You Manager Review to dive deeper into the process!

If you have any questions, please reach out at any time. 

{Admin name} 

{Admin phone number} 

{Admin email} 

 

Announcement of PiiQ to your Organization (Learning)

Suggested usage of template: Admin(s) should email ALL EMPLOYEES who will have a PiiQ user subscription. Timing- send email the day you sign the contract with Cornerstone, or as soon as you’re ready!  

Subject: Introducing PiiQ to [Company Name]! 

[Company Name] is excited to announce that we will use PiiQ as our new [insert Learning and/or Performance] Management tool. We’ve chosen to leverage PiiQ as part of our commitment to ensuring [Company Name] employees develop new skills and reach their peak potential!

We are currently in the process of setting up the new software. We’ll formally launch PiiQ soon.

Within PiiQ, you will be able to take relevant training for personal and professional development. Courses range from business skills and leadership to foreign languages and wellness. Click here to browse CyberU catalog – password to access is Cornerstone.

We want you to love your career! By investing in PiiQ, we are investing in what really matters: our employees.

Please stay tuned and look out for additional emails about PiiQ. 

If you have any questions, please reach out at any time. 

  

{Admin name} 

{Admin phone number} 

{Admin email} 

  

Welcome Email and Getting Started (Learning)

Suggested usage of template: Admin(s) should email all teams and simultaneously be prepared to upload all users into the People section of PiiQ. It also includes ways to get signed in and directions for becoming familiar with PiiQ. Use whichever elements are applicable to your process so your teams can get up and running quickly. Timing- send this email when you are comfortable allowing teams to begin using PiiQ. 

Subject: Getting Started with PiiQ Learning 

Hi, 

We’ve nearly completed setting up PiiQ and will soon launch our new Learning and Development tool. We want to make this process as easy as possible, so here are some directions and tips for getting started with PiiQ.

Login Directions:
(If the Welcome Email is Enabled): You will receive a PiiQ system-generated Welcome email with the login details shortly. The email will ask you to verify your email and set your password. Once your password is set, go to login page here and use your email address and password to log in.  Note: the link is valid for 7 days. 

(If the Welcome Email is NOT Enabled): You will need to set up your password to log in to PiiQ. Go to the login page here and click the Forgot Password link. Put in your company email address then click the Send Reset Link button. You'll receive an email with a button to set up your password. Once your password is set, go to login page here and use your email address and password to log in. For step-by-step screenshots of this process, read this article on How do I set my password?

Dashboard Tour:
Once you are logged in, the first thing you will see is your dashboard.  This will serve as a launchpad for your performance activities.  The navigation bar on the left of your screen can be used to move between different areas of PiiQ. Click on one of the sections to expand it or move to the relevant system area.
  • PiiQ Dashboard - Return to the Dashboard
  • Me - My Profile, My Learning (your personal transcript of activity)
  • My Team - For managers to monitor the training activity of their teams
  • Learning - View the Learning Library to browse and register for courses
  • PiiQ Help - Open PiiQ Help Center in a new Tab

To see in-depth guides on the Dashboard and every step of the Learning process, check out these Getting Started articles from the PiiQ Help Center:

Manager Overview

Employee Overview

If you have any questions, please reach out at any time. 

{Admin name} 

{Admin phone number} 

{Admin email} 

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