Introduction
Our Probation Review workflow allows managers to complete a structured evaluation of employees approaching the end of their probation period. This workflow introduces a screen with predefined questions to guide the review and ensure consistency. For Elite package users, these questions can be edited to suit organisational needs.
The review task is automatically created and delivered via the To Dos area, ensuring visibility and timely action. All responses are fully reportable, providing valuable insights. This promotes a consistent, structured approach to probation reviews, encourages meaningful reflection, and supports confident, data-driven employment decisions.
How it works
Automatic Trigger: Two weeks before an employee’s probation end date, the system automatically sends the first task and email to the employee.
Employee Review
The employee receives an email and a To Do to complete.
They will answer predefined questions, provide an overall summary, and sign off on the probation decision.
Manager Review
The manager receives an email and a To Do to complete.
They will be able to view the employee's answers, and add their own comments, provide an overall summary, and sign off on the probation decision.
Employee Email
Once the manager completes their section, the employee receives an email notification.
The employee can then view the full review in their profile.
Probation Review Questions
Below is the list of the pre-defined Probation Review Questions. As well as their own sign-off checkbox and date, managers will have comment boxes for each question.
Question 1: Task Management and Job Understanding
How effectively have you adapted to your new role and managed the responsibilities assigned during your probation period? Please provide examples of tasks or projects you have successfully completed.
Question 2: Team Integration and Collaboration
How have you integrated into the team and contributed to collaborative efforts? Can you share instances where you worked effectively with colleagues or supported team objectives?
Question 3: Learning and Adaptability
How have you approached learning new systems, processes, and expectations during probation? Please provide examples of how you adapted to challenges or feedback.
Question 4: Work Quality and Reliability
How would you describe the quality and consistency of your work during probation? Are there examples of where you delivered results that met or exceeded expectations?
Question 5: Overall Progress and Next Steps
Reflecting on your probation period, how do you evaluate your progress so far? What strengths have you demonstrated, and what areas would you like to continue developing? What are your goals as you move beyond probation?
Screen customisation
This workflow comes with predefined questions and set permissions.
You have the ability to edit these questions using the Screen Designer. When making changes to the fields on this screen, it’s important to also update the Screen Variants.
Click here for an article on how to create or edit a screen, and scroll to the bottom of the page to learn more about Screen Variants.
When editing a screen that is related to a workflow, it is important to ensure that any requirements are taken into account. Please check the Requirements section of this article.
How to get this Workflow
This workflow is available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.
When you deploy it, a Probation Review screen will be added to the Employee Profile template - unless one already exists with the exact same name.
If your organisation already has a screen with this name, a new one will not be created. You can either rename/delete your existing screen, or you may just need to update it slightly to match the below requirements in order for the workflow to function properly (see the list below).
Requirements
When a screen is automatically added during workflow deployment, all required fields, permissions, and best-practice recommendations are included by default.
This section only applies if you already have this screen or plan to customise the preloaded version. It outlines which elements must remain unchanged for the workflow to function correctly.
Required Screen Variants
Variant Name | Notes |
Employee | Here you want to select 'Edit' for all the questions you wish the employee to answer in the initial task sent, and you can hide the Manager questions as they won't have been answered yet. |
Manager | Here you want to select 'Edit' for all the questions you wish the manager to answer, and 'View' for all the employee's questions so that they're able to review the answers. |
Best Practice
We advise for this screen to not be editable under any non-admin permission schemes. Once someone has completed their side of the probation review, their answers and name should not be edited.
Anything that needs completing will be done so within the task, therefore this screen can be read only for employees and managers if they want to review for future reference.
FAQs
What happens if an employee has multiple managers?
When an employee holds multiple job roles with different managers, all relevant managers will receive an email notification. Each manager will see a shared 'group' to-do item for completing the form; however, only one manager needs to complete it. Once the form is submitted, the to-do item will automatically be removed from the other managers’ task lists.
Can I edit the questions this screen?
If you're on the Elite Tier and have access to the Screen Designer, you have the ability to edit these questions. When making changes to the fields on this screen, it’s important to also update the Screen Variants, as this is what defines which part of the review we send to who.
Click here for an article on how to create or edit a screen, or scroll to the bottom of that article to learn more about Screen Variants.
Can I edit the name of this screen?
The workflow relies on this specific screen name and the variants linked to this screen. If the name is changed, the workflow will no longer function.