How to Enable Rounding Off Final Ratings in Performance Reviews ?

Want to round off your performance review ratings? We’ve got you covered! This guide takes you through the process of enabling rounding off for final ratings in Keka’s performance reviews. From setting up your review cycle to filling out the form, calibrating ratings, publishing the review, and finally viewing the results, we’ll walk you through every step.

Enabling Rounding Off in Review Cycle Setup

Access Your Review Cycles

1. Head to the Performance module in the left sidebar.

2. Click on the Reviews tab.

3. Select Review Cycles.

4. Click on + Create Review Cycle to start fresh.

   

Choose Your Setup Type

1. You’ll have two options:

• Quick Setup

• Advanced Setup (for more customisation)

• Pick Advanced Setup and click on Verify Setup.
  

Set Up Your Review Cycle

1. Give your review cycle a name (e.g., “Rounding Off Final Rating”).

2. Choose how reviews should happen in your organisation:

   • Same time for everyone

   • Based on Date of Joining (DOJ)

   • Custom setup

3. Pick how often the reviews will happen (e.g., “Once”).

4. Click Next to move ahead.

   

Set Up the Review Cycle

1. Add reviewers (e.g., Self, Reporting Manager).

2. You can also click on +Add more reviewers to add more reviewers.

3. Once done, head to the Review Form section to customise the feedback sections.

   

Add Questions and Goals

1. Under Questions, add feedback areas for:

   • Self

   • Reporting Manager

2. Under Goals, set the review period (e.g., Q3-2025).

3. Enable rating scales and let reviewers provide feedback.

   
    

4. Optional settings:

   • Allow rating on sub-goals.

   • Auto-populate ratings based on goal progress.

   • Let specific reviewers override ratings.

   
   

Define Competencies

1. Toggle on Competencies.

2. Pick relevant competency types:

   • Common Success

   • Job-Specific

   • Core Competencies

3. Define who the reviewers will be (Self, Reporting Manager).

   

Summary & Publish Options

1. In the Summary & Publish section, choose who can publish the reviews (e.g., Performance Admin).

2. (Optional) Enable employee acknowledgment if you need them to confirm their review.

3. To round off the final ratings, check the box that says Enable rounding of final rating (e.g., 3.6 → 4). This rounds the ratings to the nearest whole number when the review is published.

   

Filling Out the Review Form

Once you've completed the configuration, you can launch the review cycle. After launching, proceed through the review form submission, calibration of ratings, and finally publish the reviews.

Access the Review Form

1. Go to the Performance module.

2. Click on the Reviews tab.

3. Select Review Cycles and click on View Progress.

4. Navigate to the Reviews in Progress tab to view which employees are still pending form submission and on whom it is waiting (self, manager, peers, external reviewers etc).Once reviewers have submitted their forms and provided ratings, they'll be able to access the final review form and see the consolidated ratings.

5. Click Submit Review Form next to the employee you want to review to complete the form on behalf of yourself, the manager, and any additional roles as needed if you are a global admin

   

6. You can also click on Take action against the reviewer to fill out their review form.

   

Complete the Review

1. Provide feedback for:

   • Self

   • Reporting Manager

2. Select either self or Reporting manager and click on Start Review.
   
   
    
3. When the instruction window appears, click Continue to move forward.
   
   

4. Answer the questions and rate goals, competencies, and core values as per the sections included in a review cycle.

   
   
   
   
   
   

5. Add any comments or suggestions as needed.

6. Once you're done, hit Submit.

   
   
    

7. In the confirmation pop-up, give your reason and click Confirm.
   
    

Calibrating Ratings

Access Calibration

1. Go to the Performance module.

2. Click on the Reviews tab.

3. Select Calibration.

   

Adjust the Ratings

1. Review the ratings provided by all reviewers.

2. You can also click on +Invite under calibration column to bring in additional reviewers and finalize the ratings. Here they can adjust the ratings to ensure fairness and consistency throughout the review process. 

   

3. Save your calibrated ratings and click on Finalise calibration.

Publishing the Review

1. Head to the Performance module.

2. Click on the Reviews tab.

3. Select Review Cycles.

4. Pick the review cycle you want to publish.

5. Navigate to the Summary & Publish tab and select the employee whose review you wish to publish.

6. Click Publish Review for the employee.

   

7. Confirm the publication.

   
    

Viewing the Review Form

From the Performance Module

1. Go to the Performance module.

2. Click on the Reviews tab.

3. Select Review Cycles.

4. Choose the published review cycle.

5. Navigate to the Summary & Publish tab and select the employee whose review form you wish to view.

6. Click View Review Form icon for the employee you’re interested in.

   
    

7. You can view the rounded final rating, such as 5, as illustrated in the screen below.
   
    

From the My Team Tab

1. Go to the My Team tab.

2. Select Performance.
3. Click on Reviews and choose either Direct Reports or Indirect Reports based on your reporting structure. 

4. Find the employee whose review form you want to see.

5. Click View Review Form.

   
   
    

6. The rounded final rating, such as 5, will be clearly displayed here, as shown in the screen below.
   
   
    

7. When you click on this arrow icon, the actual decimal rating will be displayed.

   
   

From the Me Tab

1. Head to the Me tab.

2. Select Performance.
3. Click on Reviews and Select Reviews given to others.

4. Pick your review for the employee whose review form you want to see.

5. Click View Review Form.

   
    

6. As a manager, you can view the actual decimal rating here, rather than the rounded one, as shown in the screen below.
    

Next Steps

After rounding off your ratings and publishing the reviews, you can:

• Analyse the overall performance trends across teams.

• Set new goals for the next review cycle.

• Use feedback to guide employee development.

Be sure to follow up with your employees after their reviews for any additional feedback or to discuss areas of improvement.

Notes and Tips

• Review Cycle Frequency: Set the review frequency according to your organisation’s needs, whether it’s quarterly, annually, or a custom schedule.

• Customise Ratings: You can allow or disallow ratings on sub-goals and progress indicators, which may be helpful for more granular feedback.

• Rounding Precision: The rounding feature will only affect the final rating displayed in the employee’s review, and it will round to the nearest whole number. This helps in simplifying ratings when decimals are unnecessary.

FAQs

Q: Can I change the rounding settings after the review cycle has started?
A: No, once the review cycle is published, the rounding settings cannot be changed. Make sure to enable rounding during the setup phase or before publishing the review. To enable the setting after publishing, you will need to roll back the review for that employee.

Q: Does rounding off affect performance analysis?
A: No, rounding only affects the final displayed rating. The underlying data remains unchanged, so your performance analysis will not be impacted.

Q: How does rounding work with different rating scales?
A: Rounding works the same way regardless of the scale used (e.g., 3.6 becomes 4 on a 5-point scale). It rounds to the nearest whole number based on your scale settings.

Q: Can employees see their rounded-off ratings?
A: Yes, employees will see the rounded-off final ratings when the review is published.

Q: Can reviewers override the rounded-off ratings?
A: If you’ve allowed certain reviewers to override ratings, they can still modify ratings before publishing. However, the final rating will still be rounded off before it's shown to the employee.