Reflektive FAQs

In-person conversations between people managers and their direct reports are invaluable arenas for sharing feedback, discussing career development, and promoting alignment. Managers are likely interested in providing their direct reports with feedback about their performance or offering career guidance, but oftentimes, these conversations are plagued with inconsistency, lack of preparation, and a lack of ownership. By leveraging our 1:1s tool, both employees and their managers can now have better conversations with the use of structured discussion topics that are built right into the solution.

Our 1:1s tool facilitates impactful, productive conversations by:

Increasing visibility into the topics that are top of mind for both parties

Providing structure to recurring conversations

Allowing employees and managers to prepare ahead of schedule

Providing conversation starters designed to engage employees in ways that benefit everyone from first-time managers to experienced veterans.

Additionally, our 1:1 solution integrates with tools that your employees are already using, allowing them to add discussion topics from their inboxes, Slack, Microsoft Teams, or their mobile devices.

Layout

When you first log into Reflektive, you should be directed to your homepage (denoted by the Home tab on the top bar.) Back To Top

On the right-hand rail, you'll see the1:1 Conversationssection. Currently, your manager and direct reports will populate this section.

When you click into any of these individuals, it will take you to an individual 1:1 conversation page with that person.

Action Items (Beta)

Within 1:1 Conversations, in addition to adding topics, you can create open action items that you or your report can check off as complete. You are able to drive alignment and accountability so you can get things done faster. If your company has this feature enabled, you'll see anOpen Action Items subheading, below where you can add a topic/use a conversation starter.

Users can:

Assign an action item to themselves or the other person in their 1:1

Write out the action item

Mark it as complete

Delete

Those are the main features of 1:1 Conversations. To learn how to set up a 1:1 Conversation, view the next article.

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Contents

1. Overview

2. Working with your Direct Report's Goals

3. Using Goals Best Practices

Overview

The Goals platform for managers is easily accessible by clicking on the "Goals" tab at the top of the menu. Most of the features are already covered in the Goal Management for Individual Contributors article, so please read up on that. Below, you'll learn about functionality exclusive to people managers.

Learn how goals work on a general/overview level

click to enlarge

Your dashboard as a manager. You have all the functionality of an individual contributor with some more functionality to help manage your direct report's (or cross-functional team members goals).

click to enlarge

Selecting your direct report will pull up their goals. You'll be able to edit, align/realign, clone, comment on, and delete their goals.

click to enlarge

If you are part of a team, you'll be able to create team goals. Teams section can be set up as an administrator. If you are an administrator, learn how to do this here.

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Working With Your Direct Report's Goals

Once you are comfortable switching between you, your manager's, your direct reports, and teams goals, we'll focus on what you can do with your Direct Report's goals.

View/Edit their Goal

When you hover over a goal, you'll see 3 buttons appear. The first button allows you to view/edit their goal.

You can also edit any parameters of your direct report's goal. You can also add or remove Key Results. Making any changes will trigger an email to your direct report so they are aware of any modifications to their goal.

You can also change their status of their goal. Here is the Goal Status workflow:

View/Add/Edit Alignment of their Goal

This allows you as a manager to view how your direct report's goal aligns to another goal (whether to one of your own goals, a team goal, or a company goal). In this case, the manager's direct report Ryan doesn't have anything aligned with his goal. You canclickEdit Alignment to modify this.

On this window, you can select who the owner is and which public and active goal of theirs you'd like to align to. You have an option toSwitch this if they somehow get reversed.

Once you save and view the goal alignment again, you'll see the new alignment in place. Finally, you can click on theExpand button to see a more detailed visualization of how that goal is aligned.

Cascade (Managers/Admins only) your Goal to your direct reports/employees

This features allows you to clone a goal and assign it to someone else (individuals, teams, departments, locations, and positions). You can deepen alignment by having the cloned goals align to the original one. It should be noted that cascading a goal does NOT also copy over any supporting OKRs - individual OKRs very often vary from person to person, and it is often irrelevant from one person to another. Thus it is not recommended to cascade if your goals are heavily supported with OKRs. Additionally, cascading Team Goals is NOT currently supported.

Comment on their Goal

Add comments or notes on the goal. Depending on who has access to viewing the goal, other employees would be able to leave a comment on the goal as well. Most commonly, this could be a place where a manager and direct report discuss a goal if an in-person opportunity isn't available.

Delete their Goal

Deletes the goal and corresponding key results. You have to click on the confirmation window to finalize deleting a review.

If you want to learn more about individual workflows, please refer to these articles on Goal Management for Individual Contributors.

Back To Top

Using Goals for Managers Best Practices

Speak with your manager first before you start adding your goals to the system. If you have alignment, it will be easier to achieve goals that will both benefit yourself as well as overall company goals.

It’s always a good idea to have a few different goals to track towards. The more detailed you are with them, the better you'll be with the overall goal, both in direction and focus.OKRs (Objective Key Results) are usually measurable items that employees can check off and complete as they support and build towards an overall goal - having these while using the different OKR measurements you see will help quantify your progress.

Keep your goals up to date/tidy! Archive or delete completed/irrelevant goals. If one of your goals has changed, make the appropriate updates in the system.

Set realistic goal due dates/time frames. To immediately feel the benefits of a goal tracking system, it's better to start small and have a few goals you can achieve in a relatively short time period (a project or task you can complete within a few days/weeks) before building up to more complex goals. By getting into the habit, you'll have a lot to say about your achievements when and if you have a performance review!

Back To Top

Learn how to manage goals as an individual contributor

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Contents

1. Overview

2. Interacting with Goals/Key Results (KRs)

3. Using Goals Best Practices

Overview

The Goals platform is easily accessible by clicking on the "Goals" tab at the top of the menu. For the general layout and use of the Goals platform, please check out this article.

Learn how goals work on a general/overview level

Goal Progress Statistics

View statistics on how many active goals you have, what your overall \% progress/completion is, how many goals you have recently completed, and how many goals are due soon.

Add New Goal

Add a brand new goal! You can choose the title, date ranges for when the goal starts and ends, the status of the goal, who gets to see it (visibility - either everyone, or just your manager), and category. In addition to the overarching goal, you can addkey results that support it. Think of these (you can have as many as you want) as steps or pieces you need to complete in order for the goal to reach completion.

Key Result Types:

When clicking on Add Key Result, selecting a Key Results Type allow you to have better control over how you track your progress by breaking them down into steps or making things more quantifiable.

Completion Based - A simple check for completion

Measure by # - A raw number to fulfill, good for numerical targets, like amount of new employees needing to be hired, for example.

Measure by $ - A dollar amount to hit, good for sales goals, for example.

Measure by \% - A percentage completion, good for measuring progress made on an initiative, for example.

A goal is denoted by the bulls-eye icon, while a KR is denoted by an arrow icon.

Filter Goals: Sort and narrow down goals of your choosing. You can do so by Status and Time Frame.

With Status, you have a few options:

Draft: Enables user to create a goal, and keep it private (not visible to anyone else) until the user is ready to make it ACTIVE. Not all mandatory fields are required to be filled out (until the user tries to make it ACTIVE)

Active: Goals that the user is currently working on, but is not yet complete, is considered to be in the active state.

On Hold: Users can move goals to this status when the goal is relevant, but they are not working on it currently.

Complete: Users can move goals to this status if they feel the goal is complete. Moving a goal to complete does not require the \% progress to be at 100\% b/c there are situations where the work is done, but progress is less than 100\%.

Incomplete: Users can move goals to this status if they are no longer working on the goal and the work was not deemed complete.

Archived:Users can move goals to ARCHIVE when the goal is no longer relevant, and they are not working on it any more.

Here is the Goal Statuses workflow (changing between states)

WithTime Frame, you can filter goals to any time window you see fit. Depending on how your company utilizes goals, typical ranges are quarterly, semi-annual, or annual. SelectingCustom Date Range brings up a calendar selector where you pick your start and end dates.

View Other Goals

Search the goals of people you normally work with, teams you're part of, or align yourself with overall company goals. It's also good practice to add people that you work cross-functionally with, so you have a better idea of how you can work together more effectively. Click on the+ button to add whatever entity (team, location if you have several offices, department, role, etc) you'd like.

Interacting with the Goal

When you hover your cursor over a goal, three buttons appear. You can view/edit a goal, view/edit goal alignment, and view additional options.

View/Edit a Goal

You can modify any details in this page, and even add additional key results. You can also delete a goal or KR from here.

View/Edit Alignment

You can view alignment of goals by clicking on the alignment icon. If there is no alignment, the icon is gray, and if there is alignment, the icon turns green.

To take things further, you can edit alignment. You can add an owner, select another existing goal to align to, switch alignment behavior, or remove alignment altogether.

Additional Options

Clicking on the overflow menu (...) when hovering over a goal will reveal a few options. Read on in the next section what you can do with each of these choices.

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Interacting with Goals/Key Results (KRs)

When hovering over a goal, you can click on the overflow menu (...) to reveal more ways to interact with the goal.

Comment on a goal.

Add comments, pictures, or notes on the goal. Depending on who has access to viewing the goal, other employees would be able to leave a comment on the goal as well. Oftentimes, this is a good place for a manager and direct report to have quick updates on progress/changes to do the goal. Reflektive will an email to yourself or your manager whenever someone posts a comment.

Delete a goal.

If you created a goal in error, or if it's no longer relevant, you can simply delete it. To prevent the accidentally deletion of a goal, a confirmation prompt appears asking if you are sure you want to delete the goal.

Back To Top

Using Goals Best Practices for Individual Contributors

Speak with your manager first before you start adding your goals to the system. If you have alignment, it will be easier to achieve goals that will both benefit yourself as well as overall company goals.

It’s always a good idea to have a few different goals to track towards. The more detailed you are with them, the better you'll be with the overall goal, both in direction and focus.OKRs (Objective Key Results) are usually measurable items that employees can check off and complete as they support and build towards an overall goal - having these while using the different OKR measurements you see will help quantify your progress.

Keep your goals up to date/tidy! Archive or delete completed/irrelevant goals. If one of your goals has changed, make the appropriate updates in the system.

Set realistic goal due dates/time frames. To immediately feel the benefits of a goal tracking system, it's better to start small and have a few goals you can achieve in a relatively short time period (a project or task you can complete within a few days/weeks) before building up to more complex goals. By getting into the habit, you'll have a lot to say about your achievements when and if you have a performance review!

Back To Top

Learn how to manage goals a manager

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Contents

1. What is Goal Management?

2. General Layout

3. Interacting with a Goal

4. Goal Setting Responsibilities

What is Goal Management?

Goal Management is a key feature in Reflekive platform - it encourages you to know your team and to achieve goals together. By staying on top of goals and progress with increased visibility and with tools to easily manage performance, companies find that their actions as a whole become a lot more in sync.

Back To Top

General Layout

Learn how to manage goals as a manager

Goal Progress Statistics

View statistics on how many active goals you have, what your overall \% progress/completion is, how many goals you have recently completed, and how many goals are due soon.

Filter Goals

Filter goals by status (Draft/Active/On Hold/Complete/Incomplete/Archived) and/or by Time frame (Current Quarter/Previous Quarter/Last 6 Months/Last 12 Months/All Time (Default)/Custom Date Range).

A note about Goal Statuses - here is the workflow for them:

Add New Goal

Add a brand new goal! You can choose the title, date ranges for when the goal starts and ends, the status of the goal, who gets to see it (visibility), and category. In addition to the overarching goal, you can addkey results that support it. Think of these (you can have as many as you want) as steps or pieces you need to complete in order for the goal to reach completion.

View Other Goals

Search the goals of people you normally work with, teams you're part of, or align yourself with overall company goals.

You can also add individuals (using the + button) and teams you have interest in to view their goals as well.

Expand/Shrink Goal

Expand or hide goal details.

Show More Options for this Goal

Clicking on the overflow menu (...) when hovering over a goal will reveal a few options. Read on in the next section what you can do with each of these choices.

Back To Top

Interacting with a Goal

When hovering over a goal, you can click on the overflow menu (...) to reveal more ways to interact with the goal.

View

View the details of the goal, along with completion rates.

Edit

Allows you to edit parameters of the goal. You can also add or remove Key Results.

Alignment

Allows you to view how this goal aligns to another goal (whether it's to another employee's goal, team goal, or company goal).

You can click onEdit Alignment to change the alignment.

Finally, you can click on theExpand button to see a more detailed visualization of how that goal is aligned.

Cascade (Managers/Admins only)

This features allows you to clone a goal and assign it to someone else (individuals, teams, departments, locations, and positions). You can deepen alignment by having the cloned goals align to the original one.It should be noted that cascading a goal does NOT also copy over any supporting OKRs - individual OKRs very often vary from person to person, and it is often irrelevant from one person to another. Thus it is not recommended to cascade if your goals are heavily supported with OKRs.Additionally, cascading Team Goals is NOT currently supported.

Comments

Add comments or notes on the goal. Depending on who has access to viewing the goal, other employees would be able to leave a comment on the goal as well. Most commonly, this could be a place where a manager and direct report discuss a goal if an in-person opportunity isn't available.

Delete

Deletes the goal and corresponding key results. You have to click on the confirmation window to finalize deleting a review.

If you want to learn more about individual workflows, please refer to these articles on Goal Management for Individual Contributors and also Goal Management for Managers.

Back To Top

Goal Setting Responsibilities

The ability to have productive ongoing communication between managers and employees is contingent on setting clear expectations. Additionally, setting goals plays a big role in employees feeling a true sense of satisfaction, as it’s a platform for understanding what success looks like. Please use this guide to help you as a manager and/or employee to understand your role in setting goals.

Employee’s role in setting goals

Review the company’s goals, and department goals if available

Gather input from internal partners to understand needs over the next goal period

If you were in my role, what would your 3 focus areas be?

What keeps you up at night?

How can I best help you fulfill your priorities?

Ask your manager for their top 3 priorities for the goal period

Ask your manager what their expectations are of you in the next goal period

Read through your last review to identify areas you need to develop

What strengths do you want to develop more?

What experiences are important for you to grow professionally?

Draft initial set of goals to review with your manager (ideally 3-5 goals)

Manager’s role in setting goals

Talk to your own manager (the employee’s manager’s manager) to understand

their top 3 priorities for the goal period

Walk your team through the company goals if available

Ask your employees for their input on their expectations of the team

Create a draft of your goals and/or team goals and share with your employees

Ask your employees to create a draft of their goals

Review your employee’s goals and provide your input

Back To Top

Learn how to manage goals as an individual contributor

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Overview

How to Write Effective Feedback

How to Give Thanks in Reflektive

Viewing Recognition for Myself and Others

FAQ

How to Write Effective Feedback

Accordingto research, 66\% of us want more recognition at work. However, giving meaningful recognition takes practice.

We could easily say “Thanks for doing a great job,” but that doesn’t help your colleague understand what they should be doing more of or what specifically they did well. Aim to give recognition that is specific, with context and showcases impact and hopefully a cultural value.

Example: Instead of “thanks for doing a great job” we can say,“Thanks for doing a great job launching our new partner program. Your attention to detail in creating training collateral and your persistent follow-up with our top 5 partners has really helped our partners get excited about our product and pitch it well.”

Tips for giving thanks in Reflektive:

Be specific

Give context

Share how it affected your work/well being

Showcase a cultural value with value hashtags

1 - 3 sentences

Practice!

Remember to exercise your "recognition muscle" and practice the art of giving thanks often (in person or in Reflektive).

When Should I Give Thanks:

When you see something, say something! Recommendation: Exercise your recognition muscle once a week.

When you notice a colleague going above and beyond their role

When someone helped you with one of your initiatives

When your manager helped you with a concern

When someone is actively contributing to upholding your culture

When an internally facing team member (finance, HR, accounting, etc) does something that benefits the entire company

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How to Give Thanks in Reflektive

Easily give thanks in the web app!

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How to Give Thanks in the Web App:

Log into Reflektive ( http://reflektive.com/app )

Go to the Home Tabor the Recognition Wall (if enabled)

Click on the Feedback button, then the below window appears:

Click in the Add recipient(s) search bar and type in who you want to give recognition to

Write your message

Tip: tag your thanks with a core value that was demonstrated

Choose to "Share with Everyone" to post on the Recognition Wall or "Share with Recipient(s)" to post privately to the recipients

Click Share Feedback

How to Give Thanks in the Plugin:

Open up your email

Go to the email plugin (right side of your email)

Pull up the email of your colleague OR click on the magnifying glass and type in the names of one or more colleagues

Click on Thanks

Tip: tag your thanks with a core value that was demonstrated

Choose to "Share with Everyone" to post on the Recognition Wall or "Share with Recipient(s)" to post privately to the recipient

Click Send

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Viewing Recognition for Myself and Others

On the Home Page, below the are where you can leave recognition, you'll see an activity wall showing public recognition. There is a filter to the right that allows you to narrow down what you want to see:

Company - all public recognition will be displayed

My Location - all public recognition in your location (eg: San Francisco, Northern Territory, Europe, etc) will be displayed

My Department - all public recognition within your department/business unit (eg: Engineering, Sales, etc)will be displayed

My Team - all public recognition for yourself,direct reports (if applicable), your manager (if applicable), and anyone else who reports to your manager (if applicable)

Other places: Recognition for Me:

Email when you're thanked

When you get recognized, Reflektive will send you an email. Click on the view link to view your recognition

Other places: View Recognition for Others:

Weekly recognition email

Reflektive will generate a weekly recognition email that highlights the thanks that were given in the week that are most relevant for you based on your team and department

Email when your direct report is thanked publicly

If one of your direct reports got thanked publicly, you'll get an email directing you to view the thanks post

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FAQ

Can I Edit Thanks That I've Written?

Yes, you can edit thanks that you've written by click on "Edit" in the web app. Make sure to save your edits. This will not generate another email to the person getting thanked!

Can I Delete Thanks That I've Written?

Yes, you can delete the thanks that you've written by click on the trashcan icon in the web app. Note: This does not rescind the thanks email that was sent when you posted.

Why Can't I See My Recognition in the Email?

There are a couple reasons why Reflektive doesn't display thanks in the email:

The author of the post might have edited the post content so what you see in the email may not be the final version

The author of the post might have deleted the post

We encourage you to visit the wall and see what other recognition is happening in other departments!

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The BambooHR integration within Reflektive allows us to keep your employee data fully up-to-date with your records in BambooHR. Information such as employee name, title, manager, and active status, and more can be effortlessly kept in sync once you integrate BambooHR with Reflektive.

Step 1: Generate a BambooHR API Key

In BambooHR, the group permissions of the user associated with the API Key will determine which employee information Reflektive will be able to access.

In order to sync with Reflektive, the BambooHR user must have read access to the following employee information:

id

employeeNumber

firstName or preferredName

lastName

bestEmail or workEmail or homeEmail

supervisorEid

status

hireDate

We will also attempt to sync the following information to Reflektive if it is available:

photoUrl

jobTitle

department

location

gender

Access to this information is usually available through a BambooHR account with Admin permissions. To generate an API key, log in with a BambooHR Admin account, click the avatar (or placeholder) in the upper right hand corner of any page to get to the underlying menu. Click on the "API Keys" option in that menu. Back To Top

Within the API Key screen, you will see a button in the top right called “Add a New Key”. Click that button to generate a new API Key.

Step 2 - Company Name and URL

Within BambooHR, click on the Settings button in the top right area. Once the settings page, loads, you should be able to find the CompanyName and URL under “Account info” in the third panel from the right.

Step 3 - Send Company URL and API Key

Once you’ve retrieved your company name, url, and API key, forward these to your Customer Success Manager.And that's it! We will attempt to sync fields daily from that point forward.

What data can BambooHR customers see in Reflektive?

User_login (Employee sign-on email address)

User_name

Preferred_name (overrides display and reported name in Reflektive)

Manager_login (e-mail of Direct Manager)

Secondary_manager_logins (email of assigned Secondary Manager)

User_title

User_department

Gender (If provided, for diversity reporting)

Location (optional, Employee information)

Hire_date

External_uuid (unique identifier from HRIS, aka EmployeeID)

Avatar_file_name (Employee profile photo)

*Note* - Custom Fields are currently NOT supported.

Back To Top

What Does the Data Look Like in People Intelligence?

Below are some examples of what an HR Admin's visual dashboard could look like with some data pulled directly from BambooHR:

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Contents

Active Directory Federation Services (ADFS)

Azure Active Directory

Bitium

Google (OAuth)

Google (SAML apps)

Okta

OneLogin

Other SAML 2.0 Providers

General Requirements

Reflektive can support most Single Sign-On providers if they follow the SAML 2.0 standard. Below you’ll find step-by-step instructions for how to configure Reflektive in some of the more common SSO Providers. Generally speaking, Reflektive requires the pieces of information listed below in order to complete an SSO configuration

X.509 Certificate

SAML URL

Once created, please send the two pieces of information to your Customer Onboarding Manager or Reflektive Technical Point of Contact.

(Note: typically the X.509 certificate and SSO URL are part of the overall XML medata file of your SSO configuration. The XML file can also be sent in lieu of just the X.509 certificate as part of the SSO set-up).

Active Directory Federation Services (AD FS)

Below are therecommended steps for configuring an AD FS integration with Reflektive, to support SAML 2.0 SSO for your users. These steps may vary slightly for each customer, but all the necessary actions are listed here.

Step 1: Download the Reflektive Metadata.xml onto your system.

Step 2: On your AD FS server, open the AD FS Management Console. ClickAdd Relaying Party Trust... in the Actions pane and clickStart on the wizard introduction page.

Back To Top

Step 3: SelectImport data about relying party from a fileand clickBrowse. Look forReflektive metadata.xmland clickNext.

Step 4:Enter theDisplay name: Reflektive. Then clickNext.

Step 5: SelectI do not want to configure multi-factor authentication settings for this relying party trust at this time.ClickNext.

Step 6: SelectPermit all users to access this relying party. ClickNext.

Step 7: ClickNext on the following screen.

Step 8:Check theOpen the Edit Claim Rulesdialog for this relaying party trust when the wizard closes, thenclickClose.

Step 9:Within the Claim Rules dialog, click theIssuance Transform Rules tab and then clickAdd a Rule.

Step 10:Select Send LDAP Attributes as Claims. ClickNext.

Step 11:This window has several steps.

Type the Claim rule name: LDAP Email.

SelectActive Directory as the Attribute Store.

UnderMapping of LDAP attributes to outgoing claim types: chooseEmail Addresses as the LDAP Attribute, andEmail Addresses as the Outgoing Claim Type.

ClickFinish.

Step 12: Add anotherRule.

Step 13:UnderClaim Rule Template,SelectTransform an Incoming Claimand clickNext.

Step 14:This window has several steps.

Type the Claim rule name: Name ID Transform

Incoming claim type: Email Address

Outgoing claim type: Name ID

Outgoing name ID format: Email

ClickFinish. Then, clickApply andOK.

Step 15:Send yourAD FShostname andmetadata.xml.

Step 16: Finally, please ensure that no security certificates are included in the trust for the initial implementation. TheEncryptiontab of the trust should be left blank for now.

To download the AD FS metadata, access the following link (while on your Windows server):

https://<your_ADFS_hostname>/federationmetadata/2007-06/federationmetadata.xml

Email both pieces of info to your Customer Success Manager, and we'll turn on your AD FS connection on our end.

Back To Top

Azure Active Directory

Original source found here, published by Microsoft.

Integrating Reflektive with Azure Active Directory (AD) provides you with the following benefits:

You can control in Azure AD who has access to Reflektive.

You can enable your users to automatically get signed-on to Reflektive (Single Sign-On) with their Azure AD accounts.

You can manage your accounts in one central location - the Azure portal.

Below are therecommended steps for configuring an Azure Active Directory with Reflektive, to support SAML 2.0 SSO for your users. These steps may vary slightly for each customer, but all the necessary actions are listed here.

If you want to know more details about SaaS app integration with Azure AD, see what is application access and single sign-on with Azure Active Directory.

IMPORTANT:Please send us the SAML URL and x.509 certificate

Prerequisites

To configure Azure AD integration with Reflektive, you need the following items:

An Azure AD subscription

A Reflektive single-sign on enabled subscription

To test the steps in this tutorial, you should follow these recommendations:

Do not use your production environment, unless it is necessary.

If you don't have an Azure AD trial environment, you can get a one-month trial.

Scenario description

In this tutorial, you test Azure AD Single Sign-On in a test environment. The scenario outlined in this tutorial consists of two main building blocks:

Adding Reflektive from the gallery

Configuring and testing Azure AD single sign-on

Adding Reflektive from the gallery

To configure the integration of Reflektive into Azure AD, you need to add Reflektive from the gallery to your list of managed SaaS apps.

To add Reflektive from the gallery, perform the following steps:

In the Azure portal, on the left navigation panel, clickAzure Active Directoryicon.

Navigate toEnterprise applications. Then go toAll applications.

To add new application, clickNew applicationbutton on the top of dialog.

In the search box, typeReflektive, selectReflektivefrom result panel then clickAddbutton to add the application.

Configure and test Azure AD single sign-on

In this section, you configure and test Azure AD single sign-on with Reflektive based on a test user called "Britta Simon".

For single sign-on to work, Azure AD needs to know what the counterpart user in Reflektive is to a user in Azure AD. In other words, a link relationship between an Azure AD user and the related user in Reflektive needs to be established.

In Reflektive, assign the value of theuser namein Azure AD as the value of theUsernameto establish the link relationship.

To configure and test Azure AD single sign-on with Reflektive, you need to complete the following building blocks:

Configure Azure AD Single Sign-On - to enable your users to use this feature.

Create an Azure AD test user - to test Azure AD single sign-on with Britta Simon.

Create a Reflektive test user - to have a counterpart of Britta Simon in Reflektive that is linked to the Azure AD representation of user.

Assign the Azure AD test user - to enable Britta Simon to use Azure AD single sign-on.

Test single sign-on - to verify whether the configuration works.

Configure Azure AD Single Sign-On

In this section, you enable Azure AD single sign-on in the Azure portal and configure single sign-on in your Reflektive application.

To configure Azure AD Single Sign-On with Reflektive, perform the following steps:

In the Azure portal, on theReflektiveapplication integration page, clickSingle sign-on.

On theSingle sign-ondialog, selectModeasSAML-based Sign-onto enable single sign-on.

On theReflektive Domain and URLssection, perform the following steps if you wish to configure the application in IDP initiated mode:

In theIdentifiertextbox, use one of the below URL as per confirmation from the Reflektive support team:

reflektive.com

https://www.reflektive.com/saml/metadata

CheckShow advanced URL settingsand perform the following step if you wish to configure the application inSPinitiated mode:

In theSign-on URLtextbox, type a URL:https://www.reflektive.com/app

Note: For SP mode you need to get the email id registered with Reflektive support team. When you enter your ID in theEmailtextbox then the single sign-on option will be enabled.

On theSAML Signing Certificatesection, clickMetadata XMLand then save the metadata file on your computer.

ClickSavebutton.

To configure single sign-on onReflektiveside, you need to send the downloadedMetadata XMLto Reflektive support team. They set this setting to have the SAML SSO connection set properly on both sides.

Tip: You can now read a concise version of these instructions inside the Azure portal, while you are setting up the app! After adding this app from theActive Directory > Enterprise Applicationssection, simply click theSingle Sign-Ontab and access the embedded documentation through theConfigurationsection at the bottom. You can read more about the embedded documentation feature here: Azure AD embedded documentation

Create an Azure AD test user

The objective of this section is to create a test user in the Azure portal called Britta Simon.

To create a test user in Azure AD, perform the following steps:

In the Azure portal, in the left pane, click theAzure Active Directorybutton.

To display the list of users, go toUsers and groups, and then clickAll users.

To open theUserdialog box, clickAddat the top of theAll Usersdialog box.

In theUserdialog box, perform the following steps:

a. In theNamebox, typeBrittaSimon.

b. In theUser namebox, type the email address of user Britta Simon.

c. Select theShow Passwordcheck box, and then write down the value that's displayed in thePasswordbox.

d. ClickCreate.

Create a Reflektive test user

In this section, you create a user called Britta Simon in Reflektive. Work with Reflektive support team to add the users in the Reflektive platform. Users must be created and activated before you use single sign-on.

Assign the Azure AD test user

In this section, you enable Britta Simon to use Azure single sign-on by granting access to Reflektive.

To assign Britta Simon to Reflektive, perform the following steps:

In the Azure portal, open the applications view, and then navigate to the directory view and go toEnterprise applicationsthen clickAll applications.

In the applications list, selectReflektive.

In the menu on the left, clickUsers and groups.

ClickAddbutton. Then selectUsers and groupsonAdd Assignmentdialog.

OnUsers and groupsdialog, selectBritta Simonin the Users list.

ClickSelectbutton onUsers and groupsdialog.

ClickAssignbutton onAdd Assignmentdialog.

Test single sign-on!

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Bitium

Reflektive integrates with Single Sign-on (SSO) provider Bitiumto provide a SAML authentication option. If your company uses Bitium, follow these instructions to set up the integration:

Step 1: As an administrator, log in to your Bitiumdashboard and select Manage Apps.

Step 2: Search for "Reflektive" and select the Reflektive app:

Step 3: Within the Reflektive app, click the Single Sign-On tab.

Step 4: Choose SAML Authenticationfrom the ensuing drop-down menu:

Step 5: Copy the LoginURL and X.509 Certificate displayed, to be sent to Reflektive. Then click Save Changes.

Step 6:Send the URL and Certificate to [email protected], and Reflektive will complete the connection and notify you when ready.

Step 7:Finally, ensure that all relevant users have access to Reflektive through Bitium.

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Google (OAuth)

Reflektive provides Google Login as a Single Sign-On (SSO) option in order to make the onboarding process as seamless as possible for companies using Google Apps.

In order for your Google account to work with Reflektive, we’ll need the primary email address associated with your Googleaccount. This is usually the email address that you use to log into Gmail.

It’s common for Gmail users to have multiple aliases associated with a single account. For example, within his Gmail account, John Smith at WidgetCompany receives emails sent to

[email protected]

[email protected] or

[email protected] (primary email address)

Your company’s Google administrator can retrieve the primary email addressesfor all employees by following these steps:

Step 1: Within the Google Admin account click on the grid icon and then click on the Admin Link

Step 2: Within the Admin Console, Click on Users

Step 3: Within the Users screen, click on the rightmost icon on the green toolbar and then Click on the Download usersoption.

Step 4: Select the Download All Users Option. Save the .csv file when prompted.

Step 5: The generated .csv will contain the primary email addresses (EmailAddress column) for all users your company. Please make sure that the employee email addresses that you send in your Real Time Feedback or Review Setup forms match the EmailAddress column in this file. This will ensure a smooth and painless integration for your team.

Once Reflektive has been customized for your company, you can log into https://www.reflektive.com/app using the Log in with Google option:

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Google (SAML via G Suite)

Google G Suite for businesses now supports SAML 2.0 Single-Sign On (SSO). To implement this, please visit these links to see how it can be done.

G Suite - 3rd Party Application Support

Setting up your own custom SAML application

IMPORTANT:Please send us the SAML URL and x.509 certificate.

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Okta

Reflektive integrates with Single Sign-on (SSO) providerOktato provide a SAML authentication option. If your company uses Okta, follow these instructions to set up the integration. As an administrator:

Step 1: Log in to your Okta dashboard.

Step 2: Select the Applications tab in the top navigation bar.

Step 3: Within Applications, choose the option to Add Application.

Step 4: In the Add Application screen, search for Reflektive and click Add.

Step 5: Add all relevant users to the Reflektive app, and set their login credentials as you would with any other Okta app.

Step 6: Once the Reflektive app has been added, navigate to the Sign On tab. Within this tab, there is a "Settings" box that contains a "View Setup Instructions" button.Click this button.

Step 7: Within the setup instructions, please copy/paste and send the following to your Customer Success Manager:

The Login URL/SignOn URL

x509 Certificate

Step 8: That's it! We'll notify as soon as the setup is completed on the Reflektive side, and the Okta integration will be complete.

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OneLogin

Reflektive integrates with Single Sign-on (SSO) providerOneLoginto provide a SAML authentication option. If your company uses OneLogin, follow these instructions to set up the integration:

Step 1:As an administrator, log in to your OneLogindashboard.

Step 2: Select the NEW APP option in the top right corner of the page:

Step 3: Search forReflektive, and click the search result to add the Reflektive application:

Step 4: On the settings screen, click "Save" in the top right of the page:

Step 5: On the ensuing profile for Reflektive, choose the SSO tab. Here, copy the SAML 2.0 Endpoint (HTTP), to be sent to Reflektive. Then, click View Detailsin the X.509 Certificate section to retrieve the SHA fingerprint (SHA1/256/512 etc all work):

Step 6: Copy the SHA fingerprint to send to Reflektive:

Step 7: Send both of the following to your Customer Success Manager

SAML 2.0 Endpoint (HTTP)

x509 certificate

Step 8: Finally, ensure that all relevant users have access to Reflektive through OneLogin, via the "Users" tab.

That's it! We'll notify as soon as the setup is completed on the Reflektive side, and the OneLoginintegration will be complete.

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Other SAML 2.0 Providers

Reflektive has a generic SAML 2.0 implementation that supports Single Sign-On through many other integrated providers. While the integration steps may vary slightly in each case, we offer these general guidelines:

1. Reflektive provides our metadata XML files for QA and Production, which contain all relevant information for integration (attached below). This includes:

Reflektive's Service URL:https://www.reflektive.com/saml/consume

Reflektive's Identifier:reflektive.com

2. The customersets up the connection in their SSO provider, and in turn provides Reflektive with their relevant metadata XML files (sent to [email protected] ). Specifically, Reflektive requests:

Sign-on/SAML URL

x.509 Certificate or Formatted Fingerprint

SSO providers currently integrated with Reflektive in this way include:

PingFederate

Centrify

Azure

Download the Reflektive metadata xml here

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Manager Changes During a Review Cycle(Updated August 2019)

Who does this affect?

Review cycle creators will have access to this new feature, but question linking does impact the review cycle itself and the view that managers have.

Why the update?

Previously, there were a lot of questions in regards to what happens when someone changes managers during an active review cycle. What kind of visibility to former managers have? Can new managers retract old manager reviews and start fresh? Etc.

The logic has been worked to simplify things.

When a manager change occurs during an active cycle, the manager review for a direct report will ALWAYS be retained. It doesn't matter if the review was started as a draft or not.

Additionally, there is a new cycle setting that review administrators can set that allows managers to decline reviews.This allows managers who know their direct reports are changing to not review them. This allows for smoother manager transitions with little disruption or manual intervention needed for check-in/review cycles.

This gives agency between new and transitioning managers to self-select when it is appropriate to provide feedback or to decline. For example, an employee who has a new manager 1 week into an active review cycle would likely benefit more from their former manager. Therefore, the new manager could choose to decline the review and with the new logic, the former manager would be the primary reviewer.

Reflektive is an employee recognition and development platform that exists primarily as a cloud-based service with primary access on the web, and additional features offered through a Gmail/Outlook email extension. On the security side, Reflektive conforms to the SOC 2 Type-1 standard, and is also Privacy Shield certified.

System Overview

The Reflektive email integrations are available for Windows and Mac. For optimal performance, we recommend the following system requirements:

WINDOWS REQUIREMENTS

MAC REQUIREMENTS

Software Version

Outlook 2010, 2013, 2016, OWA and up

Outlook 2011, 2015, OWA and up

Apple Mail 7+

Operating System

Windows XP Service Pack 2+

Windows Vista

Windows 7

Windows 8

Windows 10

Mac OS X 10.6 or later

Processor

Intel Pentium 4 or Later

Intel

Free disk space

10 MB

10 MB

RAM

128 MB

128 MB

Software

.NET Framework v4.0.3 or higher

---------

In addition to the hardware and system requirements to run the core Reflektive platform smoothly,

Supported Browsers

Reflektive can be used in any of the following web browsers:

Google Chrome 28+

Apple Safari 6+

Mozilla Firefox 4+

Microsoft Internet Explorer 11+

Microsoft Edge

Browser Email Integration

Reflektive is available as an extension for popular browsers on all major operating systems. Typically Reflektive requires that only the browser's minimum requirements be met. Supported browsers are:

Google Chrome 28+

Apple Safari 6+

Mozilla Firefox 4+

Mobile Device Compatibility

Reflektive is available in browsers on mobile devices. Supported device operating systems are:

iOS 7.1 and later

Android Lollipop and later

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Whitelistingis the practice of identifying entities that are provided a particular privilege, service, mobility, access or recognition. Entities on the list will be accepted, approved and/or recognized. Whitelisting is the reverse ofblacklisting, the practice of identifying entities that are denied access and or privileges.

[email protected]

To ensure that the Reflektive platform and its system generated emails are accessible to your users, we recommend you ask your IT team to whitelist the following:

Core Reflektive Cloud Suite & Web Pages:

Host: www.reflektive.com

Port: 443

Protocol: HTTPS (TLS 1.2)

Mail Server IP addresses ( we use Mailchimp for delivery ):

205.201.128.0/20

198.2.128.0/18

148.105.0.0/16

Reflektive System Generated Email Addresses:

[email protected]

[email protected]

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Contents

1. General Security Overview

2. SOC 2 Type-1 Compliance

3. SOC 2 Type-2 Compliance

3. Privacy Shield Compliance

4. GDPR Compliance

Reflektive takes data security seriously. In order for your company to build trust with your employees and get the most out of the Reflektive platform, employee privacy and data must be secure and tamper-proof.

General Security Overview

Reflektive customers interact with Reflektive in the following ways:

Connecting to Reflektive Web Servers

Visiting the Reflektive Website

Using the Reflektive Extension (Chrome, Safari, Firefox)

Using the Reflektive Outlook (Windows/Mac) Plugin

For detailed information on how Reflektive handles data and security through these channels, please look through the following .pdf documents.

Corporate Information Security Policy

Reflektive Architecture

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SOC 2 Type-1 Compliance

Creating a culture of engagement and satisfaction requires an unparalleled level of transparency and trust. Every day, employees rely on their employer to keep their personal information safe, and companies in turn rely on software providers to protect employee data. As human resources systems move to the cloud in order to facilitate HR processes, companies like Reflektive carry the burden of storing that information in the most secure way.

Customers have always relied on us to keep the data of their people their most important asset safe. With an increase in demand from enterprise clients and their distributed workforces, Reflektive achievedSOC 2 Type 1 compliance, a way to provide third-party approval of the way we manage information stored in the cloud.

Governed by the American Institute of CPAs (AICPA), the stringent SOC 2 security examination and compliance standards allow companies to rely on our scalable solution with confidence to support real-time feedback, agile goal alignment, employee engagement and performance management.

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SOC 2 Type-2 Compliance

The SOC 2 Type-2 reports concern policies and procedures over a specified time period; for this more rigorous designation, systems must be evaluated for a minimum of six months.

SOC 2 Type II reports are the most comprehensive certification within the Systems and Organization Controls protocol. Businesses seeking a vendor such as an I.T. services provider will find SOC 2 Type II is the most useful certification when considering a possible service provider’s credentials.

For Reflektive's SOC 2 Type-2 report, please click here.

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Privacy Shield

What is Privacy Shield?

Privacy Shield is a joint certification from the US Department of Commerce, European Commission, and Swiss Administration that affirms that Reflektive adheres to privacy practices that comply with EU data protection laws and Swiss data protection laws. This gives EU and Swiss companies confidence that they can allow Reflektive to store their data in US-based datacenters, and helps Reflektive avoid the cost and overhead of hosting data in the EU.

To learn more about Privacy Shield, review the links below.

Privacy Shield Homepage

Privacy Shield Program Overview

Frequently Asked Questions on Privacy Shield:

Is Reflektive Privacy Shield Certified?

Yes, Reflektive is certified as of August 18th, 2017. Certification lasts one year, at which point we will certainly act to re-certify.

How did Reflektive become Privacy Shield Certified?

Privacy Shield compliance is granted via application to the US Department of Commerce. Reflektive provided evidence of data protection practices and committed publicly to follow those practices, and was then certified.

How can I prove that Reflektive is Privacy Shield Certified?

Reflektive’s official listing as a Privacy Shield compliant company can be found here.

Where does Privacy Shield apply?

Reflektive is certified for both the EU and Switzerland. The EU certification includes all nations in the EU at present. This should replace any need for Model Clauses going forward.

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GDPR Compliance

The General Data Protection Regulation (GDPR) is a new framework of data protection laws for the European Union. Organizations collecting personal data of EU residents must adequately ensure protection of that data under these laws. Essentially, any company that does business in the EU and captures any kind of personal data about any EU resident will have to be in compliance.

To learn more about GDPR, feel free to open the link below.

GDPR Homepage

How are Reflektive Customers Impacted?

Any Reflektive Customer that has EU employees or does business with EU residents and enters any personal data about those persons into Reflektive becomes a “Data Exporter” under GDPR. Reflektive is in turn a “Data Processor” under the GDPR. As a Data Exporter using Reflektive, Customers must:

Obtain EU resident consent to record and use personal data

Set data retention periods

Respond to resident requests for access to or deletion of personal data

Ensure “Data Processor” vendor compliance with personal data protection

How will Reflektive Provide Support?

Reflektive is fully committed to protecting the personal data of its clients. Currently, Reflektive complies with the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks, and Reflektive is underway and ahead of schedule on its GDPR Compliance program.

Reflektive will:

Process Personal Data only in compliance with the GDPR

Process Personal Data only as a Processor acting on behalf of such Client

NOT process any Personal Data for Reflektive’s own purposes or of any third party

Provide customers with a SOC 2 Type II data security environment

Provide customers’ EU resident employees or customers with a “right to be forgotten” process

Assist customers in responding to data access requests from individuals

Use “Privacy by Design” principles for its data protection programs, processes and projects

Prepare and offer Clients a Data Processing Agreement setting forth Reflektive’s GDPR compliance

In sum, Reflektive Customers can rest assured that Reflektive will comply with the GDPR as a Processor processing Personal Data of EU residents.

View the Reflektive GDPR Readiness Statement (PDF download)

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Contents

1. Data Integrity - Formatting Your Data for Reflektive

2. How to Connect to Our SFTP Server

Data Integrity - Formatting Your Data for Reflektive

It is crucial that your organization sends Reflektive specially formatted employee information from the very start. If your team abides by our standards, than the transmission of information, which includes updates to employee status and relationship, becomes apainless process, and it reduces the task and upkeep of information management to a nearly automated process.

We'llgo over a few basic things that we look for:

We require thatyour Human Resources Information System (HRIS)be able to export data reports in Excel's .csv format (UTF-8 encoded), which would contain basic information about your employees. A few HRIS systems that many of our customers use that fall under this category:

ADP

Paylocity

Ceridian

UltiPro

Many more!

Required Fields

Employee Unique User Identification (UUID)

Employee's email address

First and last name in a single cell

Employee's manager's email address

Optional Fields

Department

Location

Hire Date (please put this in mm/dd/yyyy format)

Gender

Other Additional Fields (see below point)

If you want to import the additional non-required demographic fieldssuch as department, location, start date, or whatever else, that’s fine. If you want to import even more information, you can create additional headers, but know that this information will NOT be displayed in Reflektive. However, in data exports from Reflektive, you will see that this information is retained. Keep in mind though, that our cap is at 14 total demographic fields (we provide and recommend staying at 10), to try to prioritize which ones are the most important to your organization to capture.

If your company meets our initial requirements, we thentry to set up a recurring sync so that our systems are able to stay up to date and that all your employee information is good to go. Your organization HASto send us the full file each time (meaning, it contains ALL ACTIVE EMPLOYEES). New employees are added, and terminated users are omittedfrom your data sheet. Additionally, relational changes (eg: employees arepromoted or have changed teams, and thus have new managers) must be accounted for in the manager's column.

Before you send us this data, we have templates (we attached a template " accounts.csv " which has the required headers - remember, everything MUST match with what you see in the template)that you can reference to ensure that Reflektive is ingesting clean data. Even small errors can prevent our system from accepting your data, so an eye for detail is very important when you format your data for us. A template with dummy information filled out as well as annotations so you understand what all the headers mean can be viewed here :

Below is a screenshot of the template with dummy data for you to view. Remember, all headers (everything in Row 1) must match.

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Some Caveats

For certain employees, like a CEO, please leave themanager_login field blank, since they aren't reporting to anyone.

If an employee has a new manager, place make sure that it is updated in themanager_login field.

If you have nothing to put in theOptionalfields, it's okay to leave it blank.

Foravatar_file_name, you MUST own a publicly accessible folder with direct URLs to your employee images. The pictures must be a square (eg: 64x64px, 256x256px, 1024x1024px etc), and in a .jpg or .png file format.

If your HRIS system produces a unique ID number for your employees, please put it in theexternal_uuid field. The system will use this as a primary identifier in addition to the employee email address.

Remember, all clients using any HRIS sync (SFTP, BambooHR, or Workday) employees must have an external UUID, otherwise the system will not be able to accurately determine which employees should be terminated.

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How to Connect to our SFTP Server

Beyond Reflektive's HRIS integrations with Workday and BambooHR, getting large data-sets containing your employee data to Reflektive can seem like a daunting task. Thankfully, Reflektive has a standardized process in place,involving uploading your data in bulk to our SFTP server, for customers who use other HRIS systems that we do not directly integrate with.

If your organization qualifies and is able to take advantage of this service,a technical representative from Reflektive will create a secure folder on our server for your organization to access. The representative will then work with you to complete configuration and then grant your team access.

You will need to prepare afewthings:

Download a FTP client. Filezilla and Cyberduck are popular choices, and are both available on OSX and Windows.

If you have a preferred password you would like to use, pass that long to the technical representative. If not, Reflektive will randomly generate one for you and pass it through.

Be able to export your employee information in a UTF-8 formatted excel .csv file. Please refer to our guide on data integrity on how to get this formatting right.

Once those things are prepared and the SFTP server is configured from our side, please follow these instructions:

Use your FTP client and open a connection to Reflektive (refer to below screenshot for an example).

Protocol: SFTP (SSH File Transfer Protocol)

Address: account-sync.reflektive.com

Port: 22

Username:This is provided to you by our technical representative

Password:This is either provided to you by our technical representative, or set by your team

Once connected (feel free to save the credentials so you don't have to type it in each time), go to theaccounts folder.

Upload your file,accounts.csv in this folder.

That's it! You're done.

Other Notes

The frequency of this data upload and subsequent import into Reflektive is something that your team needs to discuss with your Customer Success Advocate. Typically, most companies upload and sync their data on a weekly or bi-weekly basis. However, Reflektive is able to also able to perform this task on an ad-hoc basis, if there are special circumstances that require you to have updated data in Reflektive.

In order to further automate this on your end, your IT team will have to build a task that automatically pulls the correct report from your HRIS systemand thentransmit the file to our SFTP server. Otherwise, your organization is responsible for having someone perform this task manually at whatever cadence we have agreed upon.

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The Workday integration allows customers to easily synchronize employee data between Workday and Reflektive using Workday’s “Custom Reports” tool. Through this tool, Workday customers can create a custom report containing Reflektive’s requested employee data, and can then share that data with Reflektive via an HTTPS endpoint. Once the endpoint is established, Reflektive will automatically synchronize data on a daily or weekly basis.

Quick Start Guide

Create a Workday report with the below requested data for all active employees only

Give Reflektive secure access to the report via an HTTPS endpoint

Reflektive will pull data daily to synchronize

Data Format

Reflektive prefers the following delivery format:

HTTPS endpoint, with username and password protection, delivered via your preferred

secure transfer method

CSV formatted data

Include only active employees

Data Requested

We request the following fields for each employee, following these naming conventions:

uuid - A unique user ID per employee

user_login - The employee’s primary email address, i.e. [email protected]

user_name - The employee’s full name, in [First Last] format, i.e. Jane Smith

user_title - The business title of the employee, i.e Software Engineer

manager_login - The primary email address of the employee’s manager. This email

address must correspond to another existing user_login, but cannot be the user’s own user_login. If an employee manages themselves, leave this field blank.

user_department - The department of the employee, i.e. Engineering (Optional)

location - The location of the employee, i.e. San Francisco (Optional)

hire_date - The date the employee was hired, i.e. 8/20/2015 (Optional)

avatar_file_name - A URL to a profile photo for each user (Optional)

OR

photo_base64_data - A second option for photo delivery include full base64 data for each photo (Optional)

Tips for Your Workday Administrator

Workday instances can have a wide variety of configurations, but these general tips may be

useful to your administrator in case it is unclear how to create the above report:

You must be a “Report Writer” in the system to create this report.

Start by searching for and selecting “Create Custom Report” from the Workday

homepage.

When prompted for a Report Type, choose “Advanced”.

In the “Columns” tab of the custom report, search for and add each of Reflektive’s

requested fields.

Once the fields are added, navigate to the Advanced Settings tab and set “Enable as a

Web Service” to Yes.

You will now be able to rename the columns to match Reflektive’s requested column

headers, by returning to the “Columns” tab and entering values into Column Heading

Override for each field.

Update security permissions to allow Reflektive to access each of the requested fields.

Create login credentials and a password for Reflektive.

Lastly, provided the HTTPS endpoint for the CSV format of the report to Reflektive.

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The Namely integration allows customers to easily synchronize employee data between Namely and Reflektive using Namely’s APl. Through this tool, Namely customers can create a custom report containing Reflektive’s requested employee data, and can then share that data with Reflektive via the API connector. Once the connection is established, Reflektive will automatically synchronize data on a daily or weekly basis.

Quick Start Guide

Log into Namely, then go to the settings menu and then clickAPI

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Click on thePersonal Access Tokens tab, then click onNew Access Tokens. Next, type inReflektive in the name box and then selectCreate.

Access Token will look something like this. Make sure to take a screenshot or to write this down (it is case sensitive and must be exact). If you miss this step, simply delete the Access Token and create a new one.

Your subdomaincan be found as follows: xyzcompany.namely.com = "xyzcompany"

Reflektive will pull data to synchronize your employee's information. The fields that we can import can be found here. However, the main fields that matter to Reflektive will be these:

Company name

Full name

Email

Employee ID

Manager email

Job title

Office [city]

Start date

Gender

Other Notes

The frequency of this data upload and subsequent import into Reflektive is something that your team needs to discuss with your Reflektive contact. Typically, most companies upload and sync their data on a weekly or bi-weekly basis. However, Reflektive is able to also able to perform this task on an ad-hoc basis, if there are special circumstances that require you to have updated data in Reflektive.

Make sure that your user account in Namely has been granted view access to data (eg you should be able to view the people directory, and more)

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A Reviewee Report is the aggregated view of all the feedback that were given to one individual (aka "the Reviewee").

A Reviewee Report is available to view by the Reviewee once the report has been released, either by an admin/manager or automatically through a cycle configuration. In addition to the Reviewee, the Reviewee's Primary Manager as well as the Cycle Administrator may view the Reviewee's report as well.

Note: The Reviewee Report will always respect the cycle's anonymity settings, so managers and employees will only have visibility into feedback they have permission to view.

A Reviewee Report is comprised of three Report Tabs: Question Breakdown, Overall Summary, and Competencies. What goes in a report is configured under "Advanced Settings" in Step 1 of the Reviews Builder.

You'll also be able to navigate the following subsections:

Question Breakdown (breakdown by each question)

Overall Summary (high-level summary of each section)

Competencies (response distribution of each section)

By default, all three Report tabs will be selected. However, pending your company's defined settings, you may only see some of these subsections.

Question Breakdown

All Feedbacks that were given are grouped by the Question, and within those feedbacks they're grouped based on the Relationship Type (e.g. Direct Report, Manager, Self, Peers).

Overall Summary

It shows an aggregated averages of the Reviewee's set of feedbacks, grouped by the Relationship Type. It also shows the average scores per Competency.

These averages are only from Questions with Rating Scales. Additionally, this tab only shows when all Rating Scale questions within a Cycle's Survey are of the same length; if they are not the same length then we will not present this to the Reviewee.

Competencies

It provides a deeper breakdown of each of the Competencies compared to the Overall Summary. For each Question Competency, it renders the averages per Relationship Type as well shows the score distribution of all the Feedbacks for the Reviewee.

Averages are only calculated for Rating Scale Questions where answers were provided. Distribution charts include ALL Rating Scale Questions regardless of answer.

If you have any questions, please email [email protected]!

The New Goals experience is available to anyone who wants it. We have received a lot of great feedback from our beta customers so far and want to implement them so everyone can enjoy a polished and even better experience than we originally planned on delivering.Thank you for your feedback and your continued support!

Contents

1. Why did we do this?

2. What's New

3. When is this all happening?

Why did we do this?

In order to create a better Goals Experience, we had to go build upon and enhance many of the core elements of the platform. You may have noticed a stream of improvements to our Goals platform over the past few months, but we have two big items we're proud to announce - Team Goals and a vastly improved User Experience!

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To take a quick step back, our philosophy when building these improvements has been steady since we started upgrading our Goals Platform at the beginning of the year. Below are the major themes we used to guide us:

Optimize company-wide alignment by providing more visibility into individual, team and company goals.

Help teams work together towards the same goals, track business progress and address issues early on.

Better integrate goals to other parts of the Reflektive Platform.

Improve the overall User Experience make make it more delightful and intuitive for users.

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So what’s new?

In terms of addressing those first two themes that you saw above, these features are being incorporated into the Goals platform:

You will be able to navigate to your goals page to track active goals and progress. You can easily filter goals by status and time frame.

You can create, edit, align or cascade goals in just a few simple steps. You can also (re)assign and edit goal ownership and add Key Results (which you can also assign individually).

Now, you can bring everyone together with Team Goals. Navigate to a Team’s page to view common goals and align on shared outcomes. Administrators are able to grant individuals the ability to create and maintain teams, which in turn allow team participants to take ownership of shared objectives and key results.

Much like with individual goals, you have the same abilities when it comes to Team Goals:

Create, edit, align or cascade goals in just a few simple steps.

Assign and edit goal ownership and add Key Results.

View individual, team and company goals at a glance.

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When is this all happening?

To give you an idea when we're bringing these features to you, the breakdown is as follows:

June - September:Open Beta program. If you want to try these features now, you can! Contact your Customer Success Manager to get these features enabled for your account.

Q4 (October/November): Once we've had time to solicit some feedback from our Beta customers and further stabilize and improve upon our Goals platform, we'll have a general roll-out where ALL customers will be moved onto the new Goals Experience.

Until this change happens, both the existing Goals experience and the New Goals experience will be accessible. You will have a toggle that allows you to switch between the experiences if you so choose.

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Once you've gotten your bearings with the 1:1 Conversation tool layout, it's time to set one up.

When you are on a 1:1 conversation page with an individual and haven't had any meetings with them, you'll see this screen. Click onCreate Meeting to get stared. Back To Top

A modal window pops up asking you to define the parameters around the 1:1. You can pick the date and cadence.

During the meeting creation work-flow, you'll soon be able to connect this to an existing calendar. Soon, Reflektive will be able to create reminders on either Google Calendar or Outlook.

After you select the date and cadence, you'll see a date appear along withAdd a topic andConversation Starters.

Clicking onAdd a topic pops open a window that lets you set the topic title along with whatever context you'd like. You can also change privacy settings (shared or private). Feel free to format your comment using the shortcuts listed.

While you can set any topic, it's highly encouraged that you begin withConversation Starters.

Employees and managers are both able to leverage a series of pre-populated templates, or create their own topics to guide upcoming conversations. Since all of this is housed in the Reflektive platform, users receive suggestions based on performance activity that can be quickly added as discussion topics.

After you select your template, go through and pick the question(s) that you discuss. That's it! Email notification reminders will be sent out by the system a day prior to the 1:1, as well as the day of. You are able to opt out of these communications within your personal email communication preferences.

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Learn how to get the most out of the tools within Reflektive by signing up for one of our courses below.

Admin Essentials

Become an expert in the most critical functions for Reflektive system administrators. In this 50 minute webinar, you’ll learn how to create and manage reviews, manage your users, create admin permission groups, and leverage reporting with Intelligence.

Register here for our Monday and Friday courses

Realtime Feedback, 1:1 Conversations, and Goals - Individual Contributors

Reflektive is packed with tools to help you grow in your career. In this 45 minute webinar, you’ll learn about feedback fundamentals, tools for more productive 1:1 conversations, and using Reflektive to help you manage your goals.

Register here

Realtime Feedback, 1:1 Conversations, and Goals - Managers

Reflektive is designed to help managers build accountability and growth within their teams. Learn more about having more effective conversations with your direct reports, goal management, and developing your teams in this 60 minute webinar.

Register here

Performance Reviews and Check-ins - Individual Contributors

Many organizations use different types of reviews in any given year. In this 30 minute webinar, you’ll learn how to complete both performance reviews, and check-ins.

Register here

Performance Reviews and Check-ins - Managers

Reflektive supports lightweight check-ins and more traditional performance reviews. In this 30 minute webinar, you’ll learn about both so that you’re prepared for your organization’s chosen performance conversation.

Register here

360 Reviews - Individual Contributors

Reflektive’s 360 reviews include peer feedback as part of the evaluation process, providing a view of your performance through multiple lenses. In this 30 minute webinar, you’ll learn how to submit your peer reviewer list, and write reviews for yourself and your peers.

Register here

360 Reviews - Managers

Reflektive’s 360 reviews offer the most comprehensive picture of employee performance. In this 30 minute webinar, you’ll learn how to write reviews, approve peer lists for your direct reports, and release review results to your team.

Register here

Engagement Surveys for Admins

Keeping a pulse on your employee engagement is critical in retaining your top performers. In this 45 minute webinar, you’ll learn how to administer engagement surveys to your employees and how to interpret results.

Register here

[Available to enable for your account now. Everyone will get this feature on 9/18/19)

New Homepages & 1:1 Conversations

Who does this affect?

Any customer who would like to enable the new experience for their employees, please contact your Customer Success Manager for more details.

Why the update?

Currently, when users log into Reflektive, there isn't an aggregate view that informs the user on things they can be doing, or what they should be paying attention to. Unless there is explicit training provided, the lack of purpose upon entering the system can really have an impact on if employees end up using the system effectively. With the New Homepages experience, users will have a more guided experience, ensuring that actions stay on track and that no relationship is neglected. All existing Real-Time Feedback features (like Request Feedback and the Recognition Wall) will continue to exist in this new view.

If this feature is enabled for your company, theHome page would then direct you to the following view: Back To Top

Beyond theNew Homepageexperience, you also can have1:1Conversations (featured in the right panel of the above screenshot)on top of that.1:1 Conversationsare meant to be the main continuous feedback vehicle for managers and employees, which can include but are not limited to project updates and career growth conversations. We wanted to put this at the forefront of a Reflektive user's experience in order to promote those interactions.

By clicking into any of the employees on the right-hand side featured on theNew Homepage experience, you'll be directed to a 1:1 Conversations dashboard, shown below.

From there, managers and employees alike create new conversations or manage any existing conversations. For inspiration, they can click on Conversation Starters for a pre-populated list of high-impact conversations. At the time of the mid-May release, there will be Career and Coaching templates to start.

And finally, userscan set the time and cadence in order to make it a regular occurrence, as shown below.

Finally, we make all of this easy with integrations that meet employees where they work wit the ability to prepare for 1:1s in email, Slack, or mobile.

Again, bothNew Homepages and1:1 Conversations will be available to enable for customers afterMay 15th. If you would like to participate and test this feature out, please contact your Customer Success Manager to learn more. A finalized and more stable version of this will be available for General Audiences in late June.

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Overview

What is Real-Time Feedback?

Logging in to Reflektive

Installing the Real-Time Feedback Email Extension

What is Real-Time Feedback?

Real-Time Feedback is one of the core :

allows you to give recognition to your colleagues for a job well done

helps direct reports and their managers see and edit their joint 1x1 agenda

enables everyone to request feedback and get coaching

shows you what public goals people want to accomplish

lives in the web and right in your inbox (available for Gmail and Outlook)

The core functionality of giving and receiving feedback can be found through our Feedback tool. To learn how to use this tool, read on here. Otherwise, read below on how to get into Reflektive and how to install the Real-Time Feedback Email Extension/plugin.

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Logging in to Reflektive

As a new Reflektive user, the first thing you should be able to do is to log in. You can achieve this by either using a Native Password, Google (OAuth), or a Single Sign-On provider (like Okta, OneLogin, Microsoft AD FS/Azure, and more). We will go over each login flow, along with some troubleshooting tips in this article.

If you are trying to log in (without using Google or a Single Sign-On provider), you will need to set your password in order to enter Reflektive for the first time. If you forgot your password, you will follow the same workflow as described in this article.

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Installing the Real-Time Feedback Email Extension

Easily give and get feedback in your email workflow with the Real-Time Feedback email plugin!

How to Install:

Log into Reflektive ( http://reflektive.com/app )

Visit the download page at ( https://www.reflektive.com/download )

Choose to download for Gmail/Outlook

Follow the install instructions

Relaunch your email client

Once integrated, the extension will appear on the right side of your inbox!

If you're using Outlook for Mac, please launch the Reflektive plugin from your applications folder (this is a one-time thing!)

Once installed, the plugin will do the following:

For any email clicked and opened, the plugin will look at the email addresses of all recipients on the email thread. This is how we populate the employee profile displayed in the plugin. None of the content in the email is read or stored by Reflektive.

Sample download page

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Gmail

Outlook

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Overview

Step 1 - Select the Feedback Type

Step 2 - Select Your Participants

Step 3 - Select and Add Questions

Step 4 - Send Invites

The workflow for requesting feedback begins on your Homepage with the Feedback button. It is an easy to use 4-step process.

Learn about managing feedback

Clicking onRequest Feedbackoption will pop open a window and takes you toStep 1.

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Step 1 - Select the Feedback Type

You are to choose between 3 options:

Own Your Growth and Development (Requesting Feedback for yourself)

Check-In with Your Team/Group Feedback

Get Feedback about Someone Else

We won't be covering Own Your Growth and Development and Get Feedback about Someone Else as those work-flows are self-explanatory. We'll focus on the Group Feedback Feature.

Let's say you picked theCheck-In with Your Team option. You'll be taken to Step 2.

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Step 2 - Select Your Participants

In Step 2, simply click into theAdd Peopleto search for and add your participants. The checkbox determines if you yourself are participating. After picking, click onNext.

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Step 3 - Select and Add Questions

InStep 3, you're to add your questions.

There are three pre-configured questions (as displayed in the screenshot), and you can add as many or as few questions as you'd like. Clicking onAdd Question will create a a small form you can add to.

ClickingNext will take you to the next step.

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Step 4 - Send Invites

Step 4 of the wizard asks that you name and describe the purpose of this group request feedback. Now that everything is teed up, clickSend Invitesto get the ball rolling!

After sending the invites, you're all set! You are taken out of the 4-step wizard and back to your homepage. You'll also see a notification pop up near the bottom of your screen letting you know that the invites have gone out.

You'll also notice that a new item appears underActions. You can click onStart to complete the feedback yourself (if you elected yourself to complete it back inStep 2, which is what we see in the below example.)

When you click into the group feedback action that you just set up, you'll be able to fill out the feedback!

That's it! Read through into the next section to learn how to give constructive feedback.

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More on Feedback:

Learn about Feedback (overview)

Learn about giving effective thanks

Learn about giving constructive feedback

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Managing Feedback

Reflektive offers a place where you can manage all feedback you're involved in (whether it's feedback you've solicited or someone else has brought you into.) Looking towards the top navigation bar, you'll see theFeedbacktab. Learn about giving constructive feedback

Clicking into it, you'll now see the place where all request feedback actions/reports live. The three sub-tabs are:

Initiated Feedback Requests: Shows participants, date launched, and manage (if you are owner)

Received Feedback Reports: Shows date of request, and share/view.

Individuals are able to share their feedback reports with ANY employee they choose.

Completed Requests: Shows completion date, and edit/view

Additionally, clicking on the Feedback button on this page will give you two options - Get Feedback and Give Feedback.

Finally, you canRespond or Manage any of the requests you have in your dashboard. In this example, this employee (Dwight) is responding to a request for a feedback on a group initiative that was started by his manager (Jim).

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More on Feedback:

Learn about Feedback (overview)

Learn about giving effective thanks

Learn about requesting feedback

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The workflow for giving feedback (proactively and most likely in a constructive way) begins on your Homepage with the Feedback button. You then will select theGive Feedback button. Learn about managing feedback

A window pops up with a form you have to fill out:

You have to fill out 4 items before submitting the feedback:

Give Feedback About- You may only select one person to give feedback on.

Title your Feedback (optional)- Doing so will help give you and your feedback recipient context as to what the feedback is in regards to.

Enter your Feedback - Self explanatory, but make sure to be specific, contextual, timely, and if possible, actionable!

Share Feedback With- You have the option of sharing it with the original feedback recipient, their manager, or both.

Below is an example of giving feedback.

After sending off the feedback, the recipients will see a pending action to complete on their homepage. Additionally, they will see the feedback appear in their To Do section of their Feedback page.

That's it! Read through into the next section to learn how to manage feedback.

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More on Feedback:

Learn about Feedback (overview)

Learn about giving effective thanks

Learn about requesting feedback

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Contents

1. Posting to Slack

2. Posting from Slack

3. Additional Notes

Reflektive Real-Time Feedback offers a full two-way integration with the Slack messaging app, to allow for greater visibility and ease of use. Once enabled, users can view and send Reflektive feedback directly within Slack.

Open up a direct chat with the Reflektive bot and type "help". You will see a list of commands available to you.

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Posting to Slack

With the Reflektive Slack integration enabled, any public feedback posted from Reflektive's email inbox integration or the Reflektive web application will also be posted in a Slack channel of your choice. For example, if David Wallace uses the Reflektive web application to thank Michael Scott, it will appear in Slack as follows:

Input: Web App

Output: Slack Channel

Notes on this integration:

Recognition postscan appear in any channel your administrator sets. For some companies (usually <250 employees), the #general channel is a great place for this. For others, a custom channel like #shoutouts or #kudos works well.

Each post in Slack will include an "@" tag for sender and recipient, to notify them both directly of the post.

Anyone viewing the post can click to "Like" and "Comment", which link directly into the Reflektive web app platform.

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Posting from Slack

When using Slack, users can also post messages directly back to the Reflektiveweb app Recognition Wall. This is done using keywords, like "Thanks", "Thank You", and "Great Job". Any time an employee uses a keyword and an "@" tag in a public channel your Reflektive bot has been added to, the employee will be given the option to post that message back to Reflektive.The senderwill be asked to confirm the post to Reflektive, and can choose "Yes" or "No". If "Yes", then the post will be made to Reflektive immediately.

That feedback will then appear on your Reflektiveweb app Recognition Wall, as a public post:

The post will also appear in the Slack channel you chose for feedback, completing the connection for maximum visibility.

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Additional Notes:

Mobile:The Slack Reflektive workflow is also fully integrated with the Slack Mobile application on all platforms. This allows users to easily post feedback to Reflektiveanywhere, at any time.

If an employee declines to post or ignores the confirmation, nothing will be posted to Reflektive.

The Slack Reflektive integration will only function if both sender and recipient are existing users in Reflektive, and using the same email as within Reflektive and within Slack.

The Slack Reflektive integration will only function in public channels.

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Overview

The below will walk you through a typical performance review workflow.

Step 1: Fill Out Reviews

Step 2: Deliver Reports

Step 1: Write Reviews

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After you click on "Review," you'll see a survey form with questions that managers have to answer.

If you and your employee are answering the same questions, you'll be able to view your employee's self-assessment as you write yourmanager assessment in the survey form.

When you click on "Submit," your manager review will be marked completed, however, you still need to share the review report with your employee. Note that the questions in your employee's survey form may be different from the questions in your survey form, so it's recommended that you view their review form before you finish writing yourmanager review.

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Step 2: Deliver Reports

To deliver the completed review report to your direct report after your conversation:

Go to "Deliver Reports"

Click on "View and Deliver"

Read the review a final time

Click "Preview And Release"

Click "Complete & Release"

Detailed workflow:

In "Deliver Reports" you'll be able to:

Identify which direct report finishedtheir assessment

Look over the complete review report from a manager and an employee's point of view

Deliver the review electronically to your employee

Click "View and Deliver"to see the Review Report from the manager's perspective. Use the "Viewing Report as:" toggle to switch between the manager view and the employee's view.

You'll also be able to navigate the following subsections:

Question Breakdown (breakdown by each question)

Overall Summary (high level summary of each section)

Competencies (response distribution of each section)

Pending on your company's underlying settings, you may only see some of these subsections.

Recommendation: view all sections of the review and have a review conversation before releasing the final review report to your direct report!

Congrats, you're done!

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Overview

The below will walk you through a typical 360 review workflow.

Step 1: Select Peers

Step 2: Approve Reviewers

Step 3: Fill Out Reviews

Step 4: Deliver Reports

Step 1:Select Peers (with option to skip)

How to Select Peer Reviewers:

Navigate to the Review Tab and make sure you're on the right cycle

Click on the search bar in "Select Peers"

You'll need to select three or more peers

Click on "Submit for Approval" to send this list of reviewers to your manager for approval

Once submitted, the list of peer reviewers defaults to being hidden

Your manager will be able to modify the list of peer reviewers

If you need to edit the list of peer reviews after you've already submitted it, please ask your manager to modify it!

If you prefer to skip this step, and the review doesn't require that you have a minimum number of peer reviewers, click the "Skip for Now"button, which advances you do the "Approve Reviewers" portion.

Note:You can still approve your team's reviewers even if you don't submit your own. However, the system won't let you start writing reviews if you don't submit your peer reviewers, so pleasemake sure to do this early!

Note: mandatory reviewers include yourself, your manager, and any of your direct reports.

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Step 2: Approve Reviewers

How to Approve Reviewers for Your Team:

Go to "Approve Reviewers"

You'll see all the people reviewing your employee under the Reviewers column

If you agree with the reviewers that your employee has selected, click on "Approve All"

This will send the peer reviewers an email notifying that they've been selected as a peer reviewer for your employee

The UI will change from "Approve All" to "Approved"

How to Modify Reviewers for Your Team:

If your employee needs to edit their list of peer reviews after they've submitted it to you, you can modify the list by adding or editing reviewers

To add a reviewer for your employee, search for the reviewer via the search bar ("Enter a reviewer to add")

To delete a reviewer for your employee, hover over the reviewer and remove

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Step 3: Fill Out Reviews

Go to "Fill Out Reviews"

Click on "Review" to start your self-assessment

Click on "Review" to provide feedback for others

During the review period, you may be asked to provide feedback for your peers.

You'll get an email notification if you've been asked to review a peer and it will show up in the "Peers" area.

Note: You may see a "Decline" button next to a peer request. If you feel like you're not able to be an effective feedback provider for the peer, please decline.

After you click on Review, you'll see a survey form with questions that managers have to answer.

If all of your employee's feedback providers are answering the same questions, you'll be able to view their feedback about your employee as you write yourmanager assessment on the right-hand side underCollected Responses.

Note that your employee, their direct reports, and their peers may also be answering different questions about your employee.That's why we recommend that you view the review report form before you finish writing yourmanager review (in Step 4).

When you click on the downward chevron to expand theCollected Responses, you'll see all of those that have been submitted so far.

When you click on Submit (or Resubmit, if you wanted to modify your responses),your manager review will be marked completed, however, you still need to share the review report with your employee.

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Step 4: Deliver Reports

We recommend that you view your employee's review report form to seewhat other feedback providers said about the employee before you finish writing yourmanager review.

How to View Feedback for Your Team as It Comes In:

Go to "Deliver Reports"

Click on "View and Deliver"

To deliver the completed review report to your employee after your conversation:

Go to "Deliver Reports"

Click on "View and Deliver"

Read the review a final time

Click "Preview And Release"

Click "Complete & Release"

Detailed workflow:

In "Deliver Reports" you'll be able to:

Identify which feedback provider finishedtheir assessment

Look over the complete review report from a manager and an employee's point of view

Deliver the review electronically to your employee

Click View and Deliverto see the Review Report from the manager's perspective. Use the "Viewing Report as:" toggle to switch between the manager view and the employee's view.

You'll also be able to navigate the following subsections:

Question Breakdown (breakdown by each question)

Overall Summary (high-level summary of each section)

Competencies (response distribution of each section)

Pending on your company's underlying settings, you may only see some of these subsections.

Recommendation: view all sections of the review and have a review conversation before releasing the final review report to your employee!

Congrats, you're done!

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Overview

The below will walk you through a typical performance review workflow.

Step 1: Write Reviews

Step 1: Write Reviews

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After you click on "Review Self," you'll see a survey form with self-assessment questions.

Congrats, you're done with writing your review!Remember to click on "Submit"to complete your review!

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Contents

1. Video and Overview

2. Request Feedback from the Web App

3. Feedback Visibility and Use Cases

Video and Overview

Creating a culture of feedback involves both giving and receiving, and we aim to encourage and facilitate both. However, managers are often put into positions where they have no context about someone they have to review.

Request Feedback - Managers gives managers a tool for collecting and aggregating comprehensive feedback from multiple sources on each member of their team, or from outside of the company. Through a uniquely seamless workflow that lets managers collect peer input about the professional development of their direct and secondary reports, Real-Time Requests help managers improve engagement and productivity and provide specialized coaching based on insights from sources beyond their own opinion. Peer input can be shared with the employee, or kept private, at the manager’s discretion.

What does this tool look like in action? Start by logging into Reflektive, then going to the "My Team" tab.

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Request Feedback from the Web App (Manager Only View):

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From there, click on "Request Feedback" link to the right of your report's name on your list of direct reports. Note that you can only Request Feedback from one person at a time.

Clicking on "Request Feedback" pulls up this window, where you can provide more information about your request. We recommend that requests bespecific, specify the time-frame, and seek actionable next steps. Providing these details should push you past the minimum 40-character requirement, makingthe "Send Request" button clickable. Note that you can request feedback from just one person OR multiple people if you'd like - each person will get a separate requestwithout knowingwho the other potential feedback providers are.

If the person you want to solicit feedback isexternal from your company, put in the full email address of your intended recipient and then push "enter".

(External Requests Only) After writing out what you want in the text field and clicking "Submit", you'll be taken to the below page. Whatever you enter in for the "Name" field will populate as the recipient's name in the email request they receive.

You will get a confirmation message after sending the request.

This will trigger an email to the potential feedback providers. This email will come from [email protected].

After clicking on the green "Reply" button, the feedback provider will be directed to Reflektive to fill out the above form. The character limit here is the Real-Time Feedback character limit set for the company.

From that form, if they fill it out, the response will trigger a reply to the person who requested feedback. The feedback will display on the My Team page for the direct report for whom feedback was requested.

It will also display on the Sent Feedback page for the author.

Finally, for any requests that haven't been responded to, Reflektive can send weekly automated reminder emails to help get those requests completed. An example email reminder shown below:

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Feedback Visibility

Feedback is only shared with the manager who requested the feedback

The manager can then “share” the feedback with the employee by opening the feedback to the employee’s visibility. They do this by going to the "My Team" page in order to share it. If you don't see this option, please talk to your Reflektive admin.

Managers or feedback providers (author of the post) can edit or delete the feedback at any time

Feedback, once shared will display on the Review sidebar where feedback displays

Feedback that is shared is NOT anonymous

Managers can decide to unshare at any time, but the email will not be rescinded

Use Cases

Managers want to see how a new employee is doing 90 days into the job. After their first big project, they ask the employee's teammates for feedback on what did/did not go well. From this feedback, they have actionable data to discuss with their employees.

A manager wants to nominate an employee for promotion, but needs supporting evidence. There was no recent review cycle, so the manager has a need to collect unbiased real-time feedback in support of the nomination. This feedback paints an up-to-the-minute picture of the employee’s contributions and helps facilitate the promotion process.

Managers want to see how their reports are doing on cross-functional teams and projects, so they request feedback from the functional heads of those teams. They receive unfiltered feedback on strengths and opportunities for improvement.

Managers have directreports working on ad-hoc teams with several vendors or 3rd party associates. Because the manager doesn't have direct oversight into the project details, they can see how their reports are doing within those groups.

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Contents

1. Video and Overview

2. Request Feedback from the Web App

3. Request Feedback from the Plugin

4. Use Cases

5. FAQ

Video and Overview

Creating a culture of feedback involves both giving and receiving, and we aim to encourage and facilitate both. However, employees oftenfeel overwhelmed or unable to ask for feedback from their managers. What can be done about this?

Our Request Feedback feature empowers employees to evaluate their performance in real time, driving their professional development. Additionally, it:

Provides a seamless opportunity for employees to ask for feedback from managers and peers, which promotes regular, ongoing feedback for professional development.

Allows employees to draw from a source of diverse perspectives, both within and outside of the company.

By promoting ongoing feedback, it becomes less stressful for employees to initiate the conversation and receive valuable insight.

For managers, employee-driven feedback provides an opportunity to empower and mentor employees.

Employees can request feedback from the My Feedback Page or our Email Plugins, and the feedback will be private between the sender and the recipient.

What does this tool look like in action? Start by logging into Reflektive, then going to the "Home" tab. From there, click on "My Feedback" on the left-hand menu.

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Requesting Feedback from the Web App

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Clicking on "Request Feedback" pulls up this window, where you can provide more information about your request. Note that you can request feedback from multiple people if you'd like - each person will get a separate request without knowing who the other potential feedback providers are.

We recommend that requests bespecific, specify the timeframe, and seek actionable next steps. Providing these details should push you past the minimum 40-character requirement, makingthe "Send Request" button clickable.

For requesting feedback internally, start typing in the name of people you want to solicit feedback from. A drop-down list will appear and you can select them.

If the person you want to solicit feedback is external from your company, put in the full email address of your intended recipient and then push "enter".

(External Requests Only) After writing out what you want in the text field and clicking "Submit", you'll be taken to the below page. Whatever you enter in for the "Name" field will populate as the recipient's name in the email request they receive.

Regardless if you pick an internal or external person, the system will trigger an email that comes from [email protected]. The email will link the recipient(s) to a form.

From that form, if they fill it out, the response will trigger a reply to the person who requested feedback. The feedback will display on the person’s My Feedback Page. The character limit here is the Real-Time Feedback minimum character limit set for the company.

This confirmation message appears before submission:

In addition to the feedback displaying on the recipient's "My Feedback" page, it will also display on the Sent Feedback page for the author.

Finally, for any requests that haven't been responded to, Reflektive can send weekly automated reminder emails to help get those requests completed. An example email reminder shown below:

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Requesting Feedback from the Plugin

From the Reflektive Real-Time Feedback plugins (Gmail, Outlook, and MacMail), there are two places that will prompt you to Request Feedback (this works for INTERNAL requests only):

When looking at your own profile

After you send feedback of any type; there will be a prompt that reads: “Want more feedback? Request here.”

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Use Cases

Employees want to see how they’re doing 90 days into the job. After their first big project, they ask their teammates for feedback on what did/did not go well. From this feedback, they have actionable data to discuss with their managers.

A manager wants to nominate an employee for promotion, and has been asked for supporting evidence. There was no recent review cycle, so the manager has a need to collect real-time feedback in support of the nomination. This feedback paints an up-to-the-minute picture of the employee’s contributions and helps facilitate the promotion process.

Employees want to see how they can help other cross-functional teams more, so they request feedback from the functional heads of those teams. They receive unfiltered feedback on strengths and opportunities for improvement.

Employees working with external clients or vendors can ask them for feedback on how the partnership went. For instance, if the Marketing Manager is working with an external agency to develop the website, they can ask the vendor for feedback on their responsiveness and collaboration, allowing for a more diverse perspective on their collaboration skills.

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FAQ

Can I See Requests That I Sent?

You cannot, but your Reflektive Admin can pull a report (Feedback Requests Report) to see which requests have been sent and answered.

Can I Save a Draft of Feedback I Want to Provide?

No, the request feedback feature is meant to be lightweight.

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Overview

How to Give Thanks (Effectively)

How to Give Thanks in Reflektive

With the web app

With the plugin

Other methods

Viewing Recognition for Myself and Others

Frequently Asked Questions

How to Give Thanks (Effectively)

Accordingto research, 66\% of us want more recognition at work. However, giving meaningful recognition takes practice.

We could easily say “Thanks for doing a great job,” but that doesn’t help your colleague understand what they should be doing more of or what specifically they did well. Aim to give recognition that is specific, with context and showcases impact and hopefully a cultural value.

Example: Instead of “thanks for doing a great job” we can say,“Thanks for doing a great job launching our new partner program. Your attention to detail in creating training collateral and your persistent follow-up with our top 5 partners has really helped our partners get excited about our product and pitch it well.”

Tips for giving thanks in Reflektive:

Be specific

Give context

Share how it affected your work/well being

Showcase a cultural value with value hashtags

1 - 3 sentences

Practice!

Remember to exercise your "recognition muscle" and practice the art of giving thanks often (in person or in Reflektive).

When Should I Give Thanks:

When you see something, say something! Recommendation: Exercise your recognition muscle once a week.

When you notice a colleague going above and beyond their role

When someone helped you with one of your initiatives

When your manager helped you with a concern

When someone is actively contributing to upholding your culture

When an internally facing team member (finance, HR, accounting, etc) does something that benefits the entire company

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How to Give Thanks using Reflektive

There are a few different avenues for how you can give thanks. You can do it from the webapp (the default/recommended way), the Reflektive email plugin (also recommended if your employees spend a significant time in their email clients), and from our Slack/Microsoft Teams integrations. We'll cover how to give Thanks through the web app.

How to Give Thanks in the Web App:

Log into Reflektive ( http://reflektive.com/app )

Go to the Home Tab

Learn about managing feedback

Click on theFeedback button.

SelectThanks.

Write your message

Tip: tag your thanks with a core value that was demonstrated, a photo if there is a visually compelling component of your praise

Choose to Share with Everyone to post publicly on the Recognition Wall or Share with Recipient(s) to post privately to the recipients

Click Share Feedback. That's it - you're done!

How to Give Thanks in the Plugin:

Open up your email client (most of our customers either use Google Gmail or some form of Microsoft Outlook.)

Go to the email plugin (right side of your email.)

Pull up the email of your colleague OR click on the magnifying glass and type in the names of one or more colleagues.

Click on *Thanks

Choose to Share with Everyone to post on the Recognition Wall or Share with Recipient(s) to post privately to the recipients.

Click Send. That's it, you're done!

How to Give Thanks with Other Methods

There are two other ways to give thanks - through our Slack and Microsoft Teams integrations. Check those separate articles on how to do so - posting on those channels will also tie those posts to the web app as well!

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Viewing Recognition for Myself and Others

Recognition for Me:

On the Recognition Wall for any public recognition you've received

Under "My Feedback" subtab on the "Home" tab

See all public and private recognition that you've received (scroll below the fold)

You can also see your agenda that you share with your manager

See any hashtag trends

Email when you're thanked

When you get recognized, Reflektive will send you an email. Click on the view link to view your recognition

View Recognition for Others:

On the Recognition Wall for all public recognition

Tip: Filter by My Location, My Department, or My Team

Under "Sent Feedback" sub tab on the "Home" tab

See all the pieces of recognition that you've sent for someone

Weekly recognition email

Reflektive will generate a weekly recognition email that highlights the thanks that were given in the week that are most relevant for you based on your team and department

Email when your direct report is thanked publicly

If one of your direct reports got thanked publicly, you'll get an email directing you to view the thanks post

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Frequently Asked Questions

Can I Edit Thanks That I've Written?

Yes, you can edit thanks that you've written by click on "Edit" in the web app. Make sure to save your edits. This will not generate another email to the person getting thanked!

Can I Delete Thanks That I've Written?

Yes, you can delete the thanks that you've written by click on the trashcan icon in the web app. Note: This does not rescind the thanks email that was sent when you posted.

Why Can't I See My Recognition in the Email?

There are a couple reasons why Reflektive doesn't display thanks in the email:

The author of the post might have edited the post content so what you see in the email may not be the final version

The author of the post might have deleted the post

We encourage you to visit the wall and see what other recognition is happening in other departments!Read through into the next section to learn how to request feedback.

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More on Feedback:

Learn about Feedback (overview)

Learn about requesting feedback

Learn about giving constructive feedback

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Overview

1x1s are meetings between an employee and their manager that recur on a regular basis (every week or every two weeks). The below will help you prepare for a productive 1x1, learn how to use 1x1 agenda in Reflektive, and get tips on the 1x1 conversation.

1. How to Prepare for a 1x1

2. How to Use the 1x1 Agenda in Reflektive

3. 1x1 Tips for Managers

4. FAQ

How to Prepare for a 1x1

1x1s are a time for you and your manager or your direct report to discussany pressing issues, big ideas, and frustrations. We recommend that you set and prioritize the agenda ahead of the meeting to remain focused.

Potential topics to discuss:

A new project is on your radar and it’s an experience that you’d like to have

You wanted to get your manager’s guidance on a project or deliverable

A work conflict arose and you want to speak to your manager/direct report

You want to align with your employee on their goal priorities

You want to get feedback

Tips for preparing for your 1x1:

The agenda is editable for both you and your manager, so it may make sense to agree on a format of agenda notes (ex: dated, most recent on top, initials next to who wrote the agenda item)

Prioritize agenda topics ahead of your meeting to remain focused

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How to Use the 1x1 Agenda in Reflektive

Managers and their employees share a 1x1 agenda that's accessible in the web app and in the email plugin. This agenda is like a "mini google doc," and it's viewable and editable for both employees and their managers.

We encourage you to take notes throughout the week in your 1x1 agenda.

How to Edit Your 1x1 Agenda in the Web App:

Log into Reflektive ( http://reflektive.com/app )

Go to your Profile page.

Look for the "1x1 Agenda" box and click on it to start editing

Enter key discussion topics and add formatting to organize content into lists or emphasize important items.

To save your entry, click on ‘Save’ or click outside of the text box.

Note: This is the agenda you share with your manager!

If you're a people manager and you're looking to find your employee's agenda, please click on your report on the left-hand menu or search for your report's name in the search bar at the top.

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How to Edit Your 1x1 Agenda in the Plugin:

Go to the email plugin (right side of your email)

Pull up your own profile or that of your manager in the email plugin

Click on the 1x1 Agenda and start typing

How to Edit Your 1x1 Agenda with Your Direct Report in the Plugin:

Open up your email

Go to the email plugin (right side of your email)

Pull up your direct report's profile in the email plugin

Click on the 1x1 Agenda and start typing

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1x1 Tips for Managers

1x1 Structure:

Take 2 minutes to see how your direct report is feeling

Have your employee take 10 - 15 minutes and go through any blockers

Spend 10 minutes on issues you need to raise with the employee/new projects to delegate

10 minutes for airing concerns and discussing developmental goals

Sample Conversation Starters:

How are you feeling?

What are you working on?

What are you blocked by?

How can I help?

Observations over the past week?

Dos

Don'ts

Set the agenda in advance

Meet regularly

Share feedback (recognition and coaching)

Talk about "big ideas"

Aligngoals and priorities

Take notes and follow-through with next steps

Be late, cancel, or postpone

Allow distractions: consider bringing just a pad and paper to focus on the conversation at hand

Spend all your time on status updates

Shy away from giving constructive feedback

Not talk about career growth

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FAQ

Who Can Use the 1x1 Agenda?

As a manager: You will have a separate 1x1 agenda for each of your direct reports. When you view the profile of any direct report in the email plugin, or on the “My Team” page in the Reflektive web portal, you’ll have access to your agenda with that employee.

As an individual contributor: You will have an agenda with your manager. When you view your own profile or that of your manager in the email plugin, or when you visit the My Feedback page in the Reflektive web portal, you’ll have access to this agenda.

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Overview

Why Give Constructive Feedback?

How to Give Constructive Feedback

How to Save Notes in Reflektive

FAQ

Why Give Constructive Feedback?

A critical component of people development is coaching your employees on how they can be more impactful and giving your employees a chance to improve.

Oftentimes we as managers don’t do this because of reasons like:

We think we have to be totally prepared

We worry about employees getting defensive

We think it's just a small thing

We want to be liked

If we don’t do this in the moment:

Hard to go back and give that feedback without it being too much to take

You may feel stuck and frustrated

Other team members or other people in the company may wonder "why isn’t the manager dealing with that?"

When Should I Give Constructive Feedback:

Start paying attention to coaching opportunities so that when you see something, you can say something or jot the note down in Reflektive so that you can visit in your next 1x1.

Potential coaching opportunities:

After client calls

When managing a project

When observing a presentation or team meeting

If you find yourself thinking "I wish ________ would do ________ differently."

After their first 30/60/90 days

When you notice a coaching opportunity, we recommend that you useReflektive to jot down private notes about the situation, the behavior you’ve observed, and what behavior you’d like to see going forward. Then, deliver this feedback in person.

Best practice:deliver constructive feedback in person and share your openness to feedback.

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How to Give Constructive Feedback

Tips for writing constructive feedback in Reflektive:

Dos

Don'ts:

Start with an observation

Be specific

Direct it towards the future, give actionable next steps

Infuse your feedback with judgment (opinion)

Assume you have the full picture

We could easily say “your emails are not clear,” but that doesn’t help your colleague understand what they should they do instead. Aim to give constructive feedback that is specific, based on observation, and actionable.

Example:Instead of “your emails are not clear” we can say,“I noticed that your email does not summarize the final numbers. Please include them and your observation to give our colleagues better insight on your work."

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How to Save Notes in Reflektive

Easily save coaching notes for yourself in the web app so that you can talk about it in your next 1x1.

How to Save Notes in the Web App:

Log into Reflektive ( http://reflektive.com/app )

Go to your Profile

Click on the names of your direct report with the left-hand bar, then click on the blueFeedback button

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Click on Coaching Note and write your message

Private notes default to being shared with only yourself (no emails sent)

Choose to "Share with Recipient" to post privately to the feedback recipient

The recipient will get an email and be directed to view the note in Reflektive

Click Submit

How to Save Notes in the Plugin:

Open up your email

Go to the email plugin (right side of your email)

Pull up the email of your colleague OR click on the magnifying glass and type in the names of one or more colleagues

Click on Save a Note and write your message

Private notes default to being shared with only yourself (no emails sent)

Choose to "Share with Recipient" to post privately to the feedback recipient

The recipient will get an email and be directed to view the note in Reflektive

Click Submit

While you can choose to share the note with the employee, we recommend that you deliver the feedback in person during your next 1x1.

How to See Saved Notes in the Web App:

Log into Reflektive ( http://reflektive.com/app )

Go to the Home tab and the My Team tab

Pull up your employee's profile

Scroll below the fold and click on the "All Feedback" drop down to filter to "Notes"

We encourage you to review these private coaching notes ahead of time and deliver the constructive feedback in person during your next 1x1!

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FAQ

If My Manager Changes, Will My New Manager See Private Notes That My Old Manager Saved About Me?

No, your new manager will not be able to see private notes from your old manager about you.

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Overview

Why Save Notes?

How to Save Notes for Myself in Reflektive

FAQ

Why Save Private Notes for Myself?

Reflektive'sSave a Note feature gives you a place where you can consistently capture private thoughts about how you handled a certain situation, your priorities, or other questions that you may have but want to discuss later.

When Should I Save Notes for Myself:

There's an assignmentyou want to sign up for, and you want to capture some details so that you can discuss in your next 1x1

You did something really well, and you wanted to capture the win and learnings so that you can bring it up in your next review or check-in

Something you worked on didn't go well, and you want to save yourself a coaching tip

If you find yourself thinking "I wish ________ would do ________ differently."

If you notice a coaching opportunity for a colleague, we recommend that you useReflektive to jot down your private notes about the situation, the behavior you’ve observed, and what behavior you’d like to see going forward. Then, deliver this feedback in person.

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How to Save Notes for Myself in Reflektive

Easily save private notes for yourself in the web app so that you can talk about it in your next 1x1.

How to Save Notes in the Web App:

Log into Reflektive ( http://reflektive.com/app )

Go to yourProfile and then click on the blue Feedbackbutton

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Click on Save a Note and write your private note

Click "Save"

How to Save Notes in the Plugin:

Open up your email

Go to the email plugin (right side of your email)

Pull up your profile

Click on Save a Note and write your private note

Click Submit

How to See Saved Notes in the Web App:

Log into Reflektive ( http://reflektive.com/app )

Go to the Home tab and the My Feedback tab

Pull up your profile

Scroll below the fold and click on the "All Feedback" drop down to filter to "Notes"

These notes will also appear for you when you're writing your self-assessment in a review or check-in.

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FAQ

Why am I not seeing the option to save a note for myself?

Save a Note (for myself) is a company-wide setting, and your Reflektiveadmin may have elected to not enable it right now. If it's something that would be helpful for your work, please talk to your Reflektiveadmin.

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Reflektive's monthly Real-Time Feedback email for people managers shows people managers how much feedback they're giving to their teams, and reminds managers when their direct reports are approaching a work anniversary.

This monthly email will include:

High-level data on how much feedback you sent this month and last month

Information on when you last posted feedback about a direct report

Upcoming work anniversaries

An example of the Monthly Manager Email:

Additional Information:

The email also has a “Give Thanks” button which leads to the Recognition Wall.

Email is sent to managers on the first Tuesday of the month at 11 am PST. Timing is not customizable at this time.

The information in this email will only be for your direct reports (if you manage other people managers, you’re not going to see how their direct reports are doing)

You are able to unsubscribe to this type of message at the bottom of the email.

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This feature is currently in Beta. If you would like to participate, please contact your Customer Success Manager.

Empowering employees to give public recognition,to ask for feedback, to give constructive feedback, and a way for keeping track of feedback is very important to how these employees engage with each other and the company overall. By inserting these abilities on every employee's homepage, they'll find it easy to get or give the type of feedback they want, when they want it.

Note that there are two general areas where you can interact with feedback.

On your Homepage, clicking on theFeedback button gives you three options: Thanks, Request Feedback, and Give Feedback. Learn about managing feedback

2. On the top navigation bar, clicking the Feedback tab allows you to track and manage solicited and received feedback.

We will explore how to use these tools in depth in other articles linked from here (and can be found at the bottom of this article in a list.)

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Use Cases

There are many uses for the new Feedback tool, but here are the most common ones that our customers could come across.

As a team lead, I want my team to give each other formal feedback, so we can all learn and grow.

As a manager, I want to request feedback on my direct report, so I can help guide their development.

As an individual, I want to request feedback from my peers on my performance, so I can understand how I am doing.

As a feedback initiator, I want to be able to manage my feedback requests, so I can make sure I get feedback timely.

As a feedback recipient, I want to be able to share my feedback with whomever I choose, so I can give visibility to them.

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More on Feedback:

Learn about giving effective thanks

Learn about requesting feedback

Learn about giving constructive feedback

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Like the Gmail/Outlook/Slack plugins, you can now connect with your teammates and leave Real-Time Feedback for them through Microsoft Teams.

Your administrator should have installed the Reflektive app for your group already. For easy access, we recommend that you pin the Reflektive app.

For basic functionality, please view the overview video below.

Contents

Layout

Actions / Insights

1:1 Conversations

Layout

When you first log into Reflektive, you should be directed to your homepage (denoted by the Home tab on the top bar.)This is your starting point! It acts as a hub and aggregate view for all things Reflektive.

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To the right of your profile picture, you'll see aFeedback button. Clicking on it provides you with two options: the ability to give Thanks and to Request Feedback for yourself or for someone else.

Below that is Your Actions / Insights, which is a dynamic feed of activities or tasks that are recommended by the system. You are able to go directly to the activity from the feed. We will cover all action types in the following section.

This is an example of what an individual contributor could see:

This is an example of what a manager could see:

BelowMy Actions, you'll see Public Feedback. By clicking the dropdown on the right, you'll be able to filter the feedback you see on the wall by company, your location, your department, and your team.

To the right of your profile picture and actions, you'll see an area where you can have 1:1 conversations with your team, or with your manager. You can schedule time and select topics you want to engage them on. We'll cover 1:1 conversations in depth in a separate article.

Finally, if your company using Reflektive's Goals platform, you'll see a list of your active goals below. You are able to use the upwards/downwards chevrons to expand or hide goal details.

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Actions / Insights

When employees log into Reflektive, they are able to see what actions they should partake in since they were last in the tool, whether it be submitting a review, giving feedback to someone who did something extraordinary, or setting up fresh goals.

Once you're in the system, you'll see this dynamic and interactive feed that lets you stay on top of your activities:

For employees, you will know what actions you should take when you're logged into the tool.

For managers, you will better understand the health status of your team and where you should focus, or which direct report you should be catching up with and how to have a productive conversation with them.

The full list of employee actions are as follows:

You haven't thanked anyone in a week

You don't have active goals setup

You don't have a topic for your next conversation with (your manager). Add something.

You have actions to complete in (check-in/review cycle)

Feedback has been requested by (employee name)

The full list of manager actions are as follows:

You haven't thanked anyone in a week

You don't have active goals setup

(Your direct report) doesn't have active goals

You don't have a topic for your next conversation with (your manager). Add something.

You don't have a topic for your next conversation with (your direct report). Add something.

You haven't setup your 1:1 with (your direct report)

You have actions to complete in (check-in/review cycle)

Feedback has been requested by (employee name)

By clicking into buttons that you see within each action card (ie:Send Thanks orGo), you will be redirected to the section of Reflektive that allows you to perform said action.

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1:1 Conversations

Productive 1:1 conversations significantly impact retention and engagement of employees across the board. The 1:1 conversations tool displays a list of people (eg: on your team or direct reports for example) that you are having ongoing conversations with, which can be developmental or business driven. For more details, please view this article.

By clicking on any of these conversation cards, you will go to a separate conversations page with that person where you can additional actions.

Again, to learn more about this functionality, please view this article.

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Why the update?

The classic review writing experience has been updated to accommodate a number of usability improvements that our customers have asked. Also, it was time for a face-lift in order to put it on par with all the Reflektive products!

Current Experience

The page largely consists of static elements with copious amounts of scrolling. The side-rail only shows a limited amount of information that isn't specific to the question at hand.

New Experience

The form itself is cleaner and more dynamic eg: questions that you are working on are in focus while the others are grayed out. The submit/save buttons stay with you as you scroll through the other questions. The addition of Collected Responses on the sidebar provides more targeted examples that sync up to the questions.

Below is a complete list of the changes:

Added indicator of who you are writing a review for (peer/self/manager, direct report) and who will have visibility to your responses. These details appear at the top of a review.

Users will notice an improved page layout and hierarchy.

Reviewer can now hide the sidebar

Moving the Collected Feedback from the manager’s writing space to the sidebar

More space for Real-Time Feedback posts

Collapsible components in the sidebar

Users will be able to navigate to a profile page by clicking on a user’s avatar.

Instructional text appears below the question rather than above it.

Hyperlinking within a response form is now available.

Users will know which questions are required and when they’ve made an error.

Dropdown question types have been replaced by Multiple Choice question formats. You are allowed to deselect a multiple choice answer and revert things back to an unanswered state.

Users will be able to focus on 1 question at a time.

We’ve reorganized Real-Time Feedback posts by date rather than hashtag, so there are no duplicate posts.

Users will be able to see the progress on their Objective Key Results (OKRs) without having to navigate to Goals

To expand more on Real-Time Feedback posts in the sidebar: We’ve also added the ability to filter these posts by sender (everyone, peers, managers, yourself), date range, and hashtag.

To expand on that last bullet point: we're adding visibility into Goals progress and ability to Update Goals within Reviews. Progress bars now appear under every Goal Question. Employees can update their goal from their review survey and the changes will reflect on both the review survey and the Goals page.

Clicking on the update icon will pop up a goals modal, which allows you to modify the goal on the fly.

Note: email notifications will behave as they are for goals today (editing will trigger notification for example).

We hope these additions and enhancements make the check-ins and reviews far more intuitive to your customers! Please let us know if you have additional questions.

Contents

1. Issue

2. Google Chrome Browser Settings

3. Mozilla Firefox Browser Settings

4. Internet Explorer/Edge Browser Settings

5. Other Solutions

Issue

For some users, attempting to access Reflektive will result in a page that won't load or finish loading. If this occurs, users typically will see something like this:

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If you are experiencing this issue, please try these troubleshooting steps first:

Refresh the page.

If that doesn't work, clear your browser cache then try to refresh the page.

If neither of those work, you can try modifying your browser settings, as shown below.

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Google Chrome Browser Settings

Follow the below instructions on enabling/whitelisting Reflektive as a safe and trusted website to visit so that none of our content gets blocked by your browser.

1. Click the top-right button for Options. Then, click on Settings.

2. Scroll down until you seeAdvanced. Expand that, then scroll down to Content Settings.

3. Find the below options, and click into each one of them.

4. Make sure to toggleAllowed to Onfor each of those items, and then under theAllow section, clickAdd. Enter in www.reflektive.com, and save.

5. Restart the browser and try again!

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Mozilla Firefox Browser Settings

Follow the below instructions on enabling/whitelisting Reflektive as a safe and trusted website to visit so that none of our content gets blocked by your browser.

1. Click on the top-right button to see the following menu, and then clickOptions.

2. UnderOptions, click onPrivacy & Security on the left-hand menu. Scroll down until you see Block pop-up windows and Warn you when websites try to install add-ons as seen below. Click on exceptions. Add www.reflektive.com.

3. Restart your browser and try to login to Reflektive again.

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Microsoft Internet Explorer/Edge Browser Settings

Follow the below instructions on enabling/whitelisting Reflektive as a safe and trusted website to visit so that none of our content gets blocked by your browser.

1. Click on the top-right gear icon, and then select Internet options.

2. Click on theSecurity tab. Then, click onTrusted sites, thenSites.

3. Add www.reflektive.com as a trusted site.

4. Restart your browser, then try to login to Reflektive again!

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Other Solutions

If the above solutions do not work, the below reasons may be behind why Reflektive isn't loading for you:

Product isn't enabled - You don't have anything enabled on your account (Real-Time Feedback, Goals, Reviews, or Polls). Please contact [email protected] to get added to one.

Security/IT settings - Your system administrator/IT infrastructure needs to be adjusted so that traffic can flow to and from Reflektive. Contact your IT team for assistance.

Browser Settings - There may be some advanced browser settings that may prevent Reflektive from loading. In this case, try to use another browser.

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Webinar Overview

One of Reflektive's greatest strengths is getting people to have more conversations around feedback and growth.Join our Customer Success Manager, Kevin Beach, as hegoes through best practices on how to get the highest amount of users and engagement with our Real-Time Feedback platform.

View the deck below.

Regardless if they're taking place once a year or quarterly, it's important to come prepared to your performance conversations with your manager if they're going to be effective. Preparing for these conversations shouldn't be needlessly time consuming. With Reflektive, a few focused searches in the right places will position you for a productive performance with your manager.

Spend Time with Your Employee Profile

Your employee profile is a centralized location to view all of your performance data, and time spent here in preparation for an upcoming review is time well spent! Lay the groundwork for your review responses by considering:

Your goals and their completion: In addition to showcasing your accomplishments in a given time frame, this is a helpful exercise to identify blockers that led to incomplete goals.

Feedback you've received and notes you've saved for yourself: This information will also display in your review form, but it's a quick refresher before you start writing is a good idea.

Previously conducted performance conversations: Come prepared to show progress over time bylooking at review feedback your manager has provided you in the past.

More feedback from your peers:From your profile, you're able to send a final request for feedback before you write your review. These insights can equip you with valuable talking points to reference in your review responses.

Reflect on the Roadblocks

Just as it is important to highlight your successes in a review period, reflecting on challenges is an equally productive exercise. Ask yourself:

What roadblocks did you face?

What did you do to overcome them or mitigate their impact to your work?

How can these be avoided moving forward?

Look Ahead

Many reviews or check-ins will focus on your performance over an extended period of time, but they're also a great opportunity to look to the future. Optimize these conversations with your manager by coming prepared to discuss:

Where do you want your career to take in the near and distant future?

What support do you need from your manager and peers to get you there?

In what ways can your career interests contribute to larger team, department, or company initiatives?

Overview

The below will walk you through a typical 360 review workflow.

Step 1: Select Peers

Step 2: Fill Out Reviews

Step 1: Select Peers (with option to skip)

How to Select Peer Reviewers:

Navigate to the Review Tab and make sure you're on the right cycle

Click on the search bar in "Select Peers"

You'll need to select three or more peers

Click on "Submit for Approval" to send this list of reviewers to your manager for approval

Once submitted, the list of peer reviewers defaults to being hidden

Your manager will be able to modify the list of peer reviewers

If you need to edit the list of peer reviews after you've already submitted it, please ask your manager to modify it!

If you prefer to skip this step, and the review doesn't require that you have a minimum number of peer reviewers, click the "Skip for Now"button, which advances you do the "Approve Reviewers" portion.

Note: Mandatory reviewers include yourself, your manager, and any of your direct reports.

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Step 2: Fill Out Reviews

Go to "Fill Out Reviews"

Click on "Review" to start your self-assessment

Click on "Review" to provide feedback for others

During the review period, you may be asked to provide feedback for your peers.

You'll get an email notification if you've been asked to review a peer and it will show up in the "Peers" area.

Note: You may see a "Decline" button next to a peer request. If you feel like you're not able to be an effective feedback provider for the peer, please decline.

After you click "Review" you'll see your self-assessment form.

Congrats, you're done with writing your review!Remember to click on "Submit"to complete your review! You can keep editing the review until your manager releases your review report to you. Please remember to click "Submit"after you have edited your review in order to capture your edits!

Please remember to fill provide feedback for others as well. A sample peer review form is in the screenshot below.

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Overview

Below are detailed instructions on how to complete a manager check-in. If your company is not running a Goals Check-In (where active goals in Reflektive get pulled into the check-in survey form), you will not see your direct report's goals in the survey form.

Step 0: Update Goals

Step 1: Fill Out Check-ins

Edit Check-in

Step 0: Update Goals

Ideally, you and your direct report had a goal alignment conversation at the beginning of the quarter, and when adjustments to goals happen throughout the quarter, your employee's goals have been kept up-to-date.

If goals are up-to-date, please encourage your employee to start writing their self check-in!

If goals are outdated, please make sure that any changes to active goals are reflected on the goals page before your employee starts the check-in

In most casesonly active or completed goalsare pulled into the check-in form so be sure that those goals are up to date in Reflektive! There may be cases where the admin may pull in other goal types, but they will be explicit on expectations if that's the case.

IMPORTANT

Once your employee submits their Self Check-In (or you submit the Manager Check-In), you will not be able to update the goals that are in the check-in form.

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Step 1: Fill Out Check-ins

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After you click on "Check-in," you'll see a survey form with your direct report's active goals incorporated. If you need to edit these goals, please talk to your direct report or do so in the Goals tab.

If your company is not running a Goals Check-In, you will see the survey questions immediately.

In the survey form, you'll be able to view your employee's self-assessment as you write yourmanager assessment.

Note that the questions in your employee's survey form may be different from the questions in your survey form, so it's recommended that you view their check-in form before you finish writing yourmanager check-in.

Remember to click on "Submit and Deliver"to complete your manager check-in! Once you click on "Submit and Deliver," your direct report will receive an email notification.

Congrats, you're done with writing your manager check-in!

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Edit Check-in

If you need to edit your manager check-in after you submit, please navigate back to the Check-in tab and click on the "Edit" link.

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Overview

Below are detailed instructions on completing a self check-in. If your company is not running a Goals Check-In (where active goals in Reflektive get pulled into the survey form), please skip to Step 1: Fill Out Check-ins.

Step 0: Update Goals

Step 1: Fill Out Check-ins

Step 0: Update Goals

Ideally, you and your manager had a goal alignment conversation at the beginning of the quarter, and when adjustments to goals happen throughout the quarter, your goals have been kept up-to-date.

If your goals are up-to-date, please start writing your self check-in!

If your goals are outdated, please make sure that any changes to active goals are reflected on the goals page before you start the check-in

In most cases,only active goalsare pulled into the check-in form so be sure that your active goals are up to date in Reflektive! There may be cases where goals that are in other states (incomplete, completed, archived, etc) are pulled in, but your HR administrator should be explicit in what the expectations should be.

IMPORTANT

Once you submit your Self Check-In (or your manager submits the Manager Check-In), you will not be able to update the goals that are in the check-in form.

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Step 1: Fill Out Check-ins

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After you click on "Check-in Self," you'll see a survey form with your active goals incorporated. If you need to edit these goals, please do so in your Goals tab!

If your company is not running a Goals Check-In, you will see the survey questions.

Congrats, you're done with writing your check-in!Remember to click on "Submit"to complete your check-in! Once you submit, your goals within the form will be locked.

If you need to edit your check-in after you submit, please navigate back to the dashboard and click on the "Edit" link.

Your manager will be notified via email that you have edited your check-in.Remember to click "Submit" after you have edited your check-in in order to capture your edits!

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Contents

1. How to Reduce Manager Bias with 360 Reviews

2. Life After Performance Reviews

3. How to Conduct Great Check-Ins

4. Making Manager-Employee Check-In Conversations Effective

How to Reduce Manager Bias With 360 Reviews

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organization. Join us as Will Brown (Sr. Customer Success Manager) and Ron Kalish (Strategic Services Manager) share more about Reflektive's Engagement tool, and best practices for implementing it within your organization.

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Life After Performance Reviews

Webinar Overview

One of Reflektive's greatest strengths is getting people to have more conversations around feedback and growth.Join our Customer Success Manager, Kevin Beach, as hegoes through best practices on how to get the highest amount of users and engagement with our Real-Time Feedback platform.

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How to Conduct Great Check-Ins

Webinar Overview

Emotional Intelligence is an integral yet often overlooked component of a successful work environment. Join Brad Lande, CEO at Live Grey, as he discusses how to make work more human.

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Making Manager-Employee Check-In Conversations Effective

Webinar Overview

Managers often have very little time to build rapport, develop their direct reports, and bring focus to the team. Join Jonathan Rayman, author of "Good Authority", to learn tips on how to bring your best foot forward as a manager.

Whether you're creating a review process from scratch, or simply looking to streamline a legacy process, the first step in executing a successful performance conversation is selecting the review type. In addition to informing the overall infrastructure of the review itself, the review type also determines one of the most critical elements of any performance conversation: what employees are being reviewed, and who is reviewing them.

360 Reviews

The 360 Review is the most comprehensive review type in the Reflektive, offering a complete picture performance by including reviews from an employee's peers, making it ideal for cross-functional workplaces. Its settings are flexible, allowing for varied levels of anonymity and peer review lists.

Participants:Managers, directreports, and peers (with option for upwards reviews of managers)

Time Commitment:Moderate to heavy

Typical Cadence:Annually

Suggested Use Cases:

Incorporate into your performance calendar for a more comprehensive review

Help employees identify strengths and weaknesses in their work from those with whom they work most closely

Performance Reviews

A tried and true classic, Performance Reviews are commonly leveraged by companies that have more traditional performance processes. Involving only managers and their direct reports, these reviews also support upwards manager reviews for organizations that are seeking feedback on their team leads.

Participants:Managers, directreports (with option for upwards reviews of managers)

Time Commitment:Lightto moderate

Typical Cadence:Annually or semi-annually

Suggested Use Cases:

Upwards reviews to promote growth of people managers

Reviews that mirror any legacy process within an organization

Check-ins

Designed as an alternative to traditional reviews, Check-ins offer a more lightweight alternative, which means you can administer these at a more frequent cadence.

Participants:Managers, direct reports

Time Commitment:Light

Typical Cadence:Quarterly

Suggested Use Cases:

Quarterly conversations around goal performance

Quick pulse checks in between performance reviews

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Goal setting is a great way to maintain alignment across your organization, but selecting the right goal cadence is critical in ensuring successful outcomes with goals. Would your employees benefit from more structure today, or do they need to be nimble? Are goals linked to compensation, or simply a guiding framework for career development? Considering questions like these as you design your goal program can guide you to the optimal frequency.

Ad Hoc Goal Setting

Pros

Agile - allows managers and employees to define their own approach to goal setting.

Easy to implement - removes the need to educate employees on a specific methodology.

Cons

Minimized accountability - without enforceable goal policies, employees lack accountability in their day to day work.

Diminished alignment across organization - disparate goal practices prevent individual efforts from aligning to company or department priorities.

Difficult to benchmark performance - inconsistencies in goal setting across teams create challenges in performance evaluations.

Quarterly Goal Setting

Pros

Gives focus - employees have achievable milestones for each quarter.

Predictable timing - a quarterly cadence typically aligns with other practices within the business.

Increased accountability - 90 days is a substantive time frame for goal attainment.

Cons

Time commitment - managers and employees are required to identify impactful goals every three months.

Demands agility - organizations must be nimble and have the ability to move quickly on goal setting processes.

Annual Goal Setting

Pros

Easy to complete - annual goal setting provides the largest time window for goal completion

Maintained accountability - employees are still held accountable for their day to day work.

Cons

Less agility - employees are limited in their ability to respond to shifts in organizational priorities throughout the year.

Decreased focus - providing such a large window for goal completion can diminish urgency, causing employees to lose track of their goals or procrastinate on completion.

If you want to learn about more options for goal setting cadences, reach out to your Customer Success Manager for recommendations.

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Contents

1. Goal Setting for Success

2. The Goal Strategies You Need for 2018 and Beyond

3. The Future of Goals Management

Goal Setting for Success

Webinar Overview

Reflektive's Goal Setting platform is a powerful and robust tool that you can use to help ensure company-wide alignment on core tasks, cross-functional initiatives, and lofty aspirations. Without guidance however, it can be an intimidating process change to implement.

Join our resident expert, Jamie Gilfix West,on how to effectively plan, set, and track goals for your organization!

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The Goals Strategies You Need for 2018 and Beyond

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Webinar Overview

One of Reflektive's greatest strengths is getting people to have more conversations around feedback and growth.Join our Customer Success Manager, Kevin Beach, as hegoes through best practices on how to get the highest amount of users and engagement with our Real-Time Feedback platform.

Back To Top

The Future of Goals Management

Webinar Overview

Emotional Intelligence is an integral yet often overlooked component of a successful work environment. Join Brad Lande, CEO at Live Grey, as he discusses how to make work more human.

Webinar Overview

Employee engagement plays a critical role in retaining talent and driving performance within your organization. Join us as Will Brown (Sr. Customer Success Manager) and Ron Kalish (Strategic Services Manager) share more about Reflektive's Engagement tool, and best practices for implementing it within your organization.

LifeLabs Learning is the go-to leadership training resource for innovative companies (like Etsy, Squarespace, Zendesk, Reddit, and Warby Parker). They specialize in science- and practice-based skill building for managers, execs, and individual contributors. LifeLabs has offices in in New York City and San Francisco, and provides in-person and virtual training anywhere in the world.

To learn more about creating a learning program for your organization, email [email protected]

How to give good recognition:

How todeliver constructive feedback:

Preparing for your 1x1 meeting: