Performance review meetings allow you to schedule and document feedback conversations as part of a review cycle. This helps ensure that performance discussions take place before reviews are signed.
Adding a Performance review meeting to a review cycle
You can include a Performance review meeting as a step when creating or editing a review cycle by following the steps below:
- Go to Employees > Performance.
- Create a new cycle or edit an existing one.
- In the workflow steps, locate Performance review meeting.
- Configure the following:
- Enable or disable the step (enabled by default)
- Set the meeting as Optional or Mandatory:
Optional meetings: Managers can sign reviews even if no meeting is scheduled or completed.
Mandatory meetings: Managers must complete the meeting before signing the review. The signing step is blocked until the meeting is completed. If the deadline passes, the meeting is marked as overdue.
- Define a deadline for completion.
Scheduling a Performance review meeting
Managers can schedule a meeting with each employee participating in the review cycle.
You can schedule a meeting from (even after sharing a review and before signing):
- The Progress > Overview tab of the cycle
- The Tasks page of the cycle
- The Performance tab under the employee profile
When scheduling a meeting, you can:
- Edit the meeting title
- Select date, time, and timezone
- Add attendees (manager and employee are included by default)
- Add a location
- Add a meeting link (Google Meet or Microsoft Teams, if enabled)
- Attach files
Once scheduled, the meeting is linked to the review cycle and marked as Scheduled. After the meeting date passes, it is marked as Completed.
Note: The meeting must be completed before the review sign deadline (if the step is mandatory).
Tracking meeting progress
You can track meeting progress on the review cycle's Overview page. From there, you can:
- See which employees have scheduled meetings
- Identify completed and overdue meetings
- Monitor overall progress across the cycle
Scheduled and completed meetings are visible to HR admins, managers, and participating employees.
Managing scheduled meetings
As a manager, you can manage meetings at any time. You can:
- Edit meeting details
- Cancel a meeting (it will be treated as not scheduled)
- View meeting details
Once the meeting date has passed, the meeting is automatically marked as Completed. Meetings also appear in the Events tab and in the Agenda widget on the dashboard.
Adding meeting notes
After a meeting is scheduled, both the manager and employee can add notes.
- Notes can be added before or after the meeting
- Separate fields are available for manager and employee notes
- Notes are visible to both participants and HR admins
You can add notes from the meeting modal or within the review editor
Marking a meeting as completed
If a meeting took place outside the scheduled time, managers can manually mark it as completed.
- Select Mark as completed.
- Enter the meeting date, time, and timezone.
The selected date must fall within the review cycle. Once saved:
- The meeting is marked as Completed
- The selected date and time are recorded in the cycle
Completed meetings can still be viewed, edited, or canceled.
Calendar integration
If Google or Microsoft calendar integration is enabled:
- Meetings sync with external calendars
- You can view attendee availability
- Calendar invites and reminders are sent automatically
- Changes made in your calendar sync back to Workable
If calendar integration is disabled, you can still schedule meetings, but the following are not supported:
- Availability view
- Busy/free status
- Meeting links (Meet/Teams)
- Room booking
- External calendar sync
Note: If the integration is enabled at the account level, users may be prompted to connect their calendar before scheduling (if they haven't already).
Notifications and reminders
Workable sends notifications to help you stay on track:
- Managers receive a reminder 3 days before the scheduling deadline if no meeting is scheduled.
- Attendees receive calendar invites when a meeting is scheduled.
- Updates and cancellations trigger notification emails.
- Organizers are notified when attendees accept or decline.