Assign appraisals (through training structures)

Overview: The Flow Learning Management System allows you to assign appraisals using training structures. This allows appraisals to be scheduled as part of a learner’s training plan and be issued automatically from their start date. You can edit a training plan to include additional appraisals as a job role develops.   

Start from: The Flow Learning Dashboard.

Note: Depending on your permissions, you may not have this feature enabled. Some companies choose to rename 'appraisals' to something that works better for their company. If appraisals is part of your package and you are having trouble locating it on your system, please get in touch with us.

Three ways to assign appraisals

There are multiple ways to assign appraisals. Before you begin, it is important to note that making changes to a training structure will only affect new joiners going forward, and the training structure will not update for existing learners. If you are assigning an appraisal as a one-off addition for a single learner and it does not apply to anyone else with that job role, we recommend you assign appraisals through assigned learning or assign appraisals through a learner profile.

Assign individual appraisals using training structures

Training structures are standardised learning paths created for teams. It’s much more efficient to use training structures to issue a set of learning items to groups of learners all at once than to assign each set separately to many individual Learners.

• Select Company > Training Structures.

Note: This will take you to a list of the training structures active within your company. Please note that Training structures are only visible to Account managers, and Training managers will not be able to see this functionality. Direct any questions to your manager or your Flow customer success manager. To find out more, see Set up new training structures.

• Select a training structure from the list OR select  > Edit  on the training structure.
• Select Appraisals from the Edit Training Structure page.
• Select Selection  to open the Selection panel.

Note: Appraisals in this list have already been created and enabled within appraisal forms. To create a new appraisal to add to this list, see Create appraisal forms.

• Select the correct appraisal from the Available column and drag it onto the Selected column. The selected appraisal will be highlighted.

Note: All appraisals added to the Selected column will be added to the training structure when you save your changes.

• Select a date that the appraisal should be completed by, calculated in days.

Note: If the appraisal should be based on the learner's employment start date rather than a change of job title, enter 365 days. This will make the appraisal due on the learner's next work anniversary.

• Select from the dropdown menu labelled Available to if you would like the appraisal you are adding to be visible to all learners, new learners only, or existing learners only.
• Select  to open the Restrictions panel

Note: You can use restrictions to allow items to be included or excluded from the training structure depending on a learner’s branding or jurisdiction.

Setting a restriction

• Select the Add Another button to add a restriction. You can add as many as necessary.
• Tick the box in the Exclude column to exclude the item when a learner’s if Condition column parameter matches the Value column OR untick the box to only include the item when their if Condition column parameter matches the Value column.  
• Select the item to be restricted using the dropdown list in the Appraisal column.
• Select either a branding or jurisdiction from the if Condition column to test that parameter for the restriction.
• Check the box in the Matches column to restrict the item if the branding or jurisdiction matches the selection in the Value column OR uncheck the box to restrict the item if the selection does not match.
• Use  to remove the restriction.
• Select Previous to return to the previous section.
• Select Cancel to leave without saving.
• Select Next to move to the next learning item in the menu – i.e., Workbooks.
• Scroll to the bottom of the menu.
• Select Save & Review to open the Review section.

Note: The Review section allows you to check over what you are about to assign, if you need to make any adjustments select Go Back to return to the main menu, from there you can re-visit the Appraisals tab or the Save & Review tab to make any last changes before you save.

• Select Save & Close when you are happy with your added appraisal to update the training structure.

The items in a training structure will only be assigned for any learners matching the configuration settings whenever that learner is created, changes job role or moves branch. Items in a training structure are not assigned immediately when the training structure is edited.