The Performance Management feature in ExactFlow helps HR teams review employee performance in an organized and fair way. You can create performance reviews, rate employees on different skills, write feedback, and track improvement areas, all from one place.

How to Open the Performance Management Page

• Log in to your ExactFlow account.

• From the left sidebar, click HR Agent.

• From the HR Agent menu, select Performance Management.

You will now land on the Performance Management dashboard.

Performance Management Dashboard Overview

When you open this page, you will see a list of employees who already have performance reviews. If no review exists for the selected employee, the page will appear empty and display the message:

“This employee has not been reviewed yet.”

This means that a performance review has not been created for this employee. To begin evaluating their performance, you need to create a new review.

Employee Selection

At the top-right corner, you will see an Employee dropdown.

• Allows you to select which employee you want to review.

• You can switch between employees using this dropdown.

Always make sure the correct employee is selected before creating or editing a review.

Create Performance Review Button

Next to the employee dropdown, you will see a “+ Create” button.

When you click it:

• A Create Performance Review form opens.

• This is where you enter ratings, comments, and feedback.

Click this button to begin a new performance review.

Performance Review Page

After clicking Create, you will see a detailed review form.

This form is divided into clear sections, making it easy to complete step by step.

Review Period Selection

At the top of the form, you will see:

• Review Period dropdown Example:

  • Quarterly

  • Semi-Annual

  • Annual

• Select the period for which you are reviewing the employee.

• This helps HR track performance over time.

KPI Rating Categories

The performance review is based on multiple skill areas. Each category includes:

• A short description

• A star rating system

• A notes field

You can rate the employee by clicking on the stars.

Rating guide:

• ⭐⭐⭐⭐⭐: Excellent

• ⭐⭐⭐: Good/Average

• ⭐: Low

Use the Notes field to explain your rating.

1. Productivity & Efficiency

   This looks at:

   • Meeting deadlines

   • Task prioritization

   • Efficient use of time

Employees who complete tasks on time deserve higher ratings.



2. Quality of Work

   This checks:

   • Accuracy of work

   • Attention to detail

   • Overall output quality

   You should consider:

   • Errors

   • Consistency

   • Work standards

Add comments if improvements or strengths are noticeable.



3. Teamwork & Collaboration

   This evaluates:

   • How well the employee works with others

   • Cooperation with team members

   • Respectful behavior

   Higher ratings mean:

   • Strong communication

   • Positive teamwork



4. Communication Skills

   This measures:

   • Verbal communication

   • Written communication

   • Clarity when explaining tasks or ideas

   Rate higher if the employee:

   • Communicates clearly

   • Listens actively

   • Responds professionally



5. Leadership & Initiative

   This looks at:

   • Taking ownership of tasks and responsibilities

   • Leading by example in daily work

   • Showing initiative without being asked

   • Supporting and guiding team members when needed

Employees who take responsibility, show confidence, and proactively contribute to the team deserve higher ratings.



6. Innovation & Problem Solving

   This category evaluates:

   • Ability to handle challenges

   • Logical thinking

   • Decision-making skills

Use notes to describe real examples where possible.



7. Technical Skills

   This measures:

   • Job-related technical knowledge

   • Use of tools or systems

   • Learning new skills

Rate based on how well the employee performs their technical duties.



8. Attendance & Punctuality

   This measures:

   • Punctuality

   • Regular attendance

   • Dependability

Overall Review Section

At the bottom of the form, you will see three important text areas:

Overall Notes

Use this section to:

• Summarize the employee’s performance

• Highlight general behavior and contribution

Write clearly and honestly.

Strengths

Here you should mention:

• Key strengths

• Areas where the employee performs very well

• Positive traits

Example:

• Strong teamwork

• Good communication

• Reliable performance

Areas for Improvement

This section is for:

• Skills that need improvement

• Training needs

• Performance gaps

Keep the feedback constructive and supportive.

Goals for Next Period

Use this to:

• Set clear goals

• Define expectations

• Guide future performance

Example:

• Improve time management

• Learn a new tool

• Increase productivity

Save or Submit the Review

At the bottom-right corner, you will see buttons such as:

• Cancel: Discards changes

• Submit: Saves the performance review

Once submitted:

• The review is stored in the system

• The employee status changes from Not Reviewed to Reviewed.

Summary

With the ExactFlow Performance Management module, HR teams can:

• Select employees easily

• Create structured performance reviews

• Rate skills using star ratings

• Add meaningful feedback

• Track employee growth over time