Talent Snapshot- Q&A

Question

Answer

Will there be future features for the Clear Review Teams integration?

Yes, integration options will be available in the future. If you're interested in integrating Performance & Talent (formerly Clear Review) with third-party products in your tech stack, we’d be happy to discuss this further with our product team. If this is of interest to you, please contact, Group Product Manager, Hamzah Hafesji, at hamzah.hafesji@oneadvanced,com

For the succession planning uses would you have an example of how this is used? Ie what types of questions are being asked and the reporting you can get?

Here’s a couple of links that will support…

Talent Snapshot Guide & Sample Qs

Sample Questions

Is there a way to hide employee responses from managers? For example if being used for 360 feedback and asking employees for feedback on their manager.

Talent Snapshots are built to support colleague development and identify how team members are performing or have performed over a period. This can initiate further conversations about development opportunities, future roles, etc. It’s therefore important managers are able to see the responses of the employee.

Within our Standard and Ultimate pricing plans there is a separate tool which supports the concept of 360 feedback, Feedback Circles. Within this feature a determination has been made to keep the feedback open to remove the psychological insecurity and questioning of who provided which pieces of feedback.

Is there the ability to add talent matrix to Clear Review?

Questions can be designed to support the identification of talent and role successors. We have future plans which will be available to customers on the Standard and Ultimate pricing plans for a performance measurement enhancement to the existing Talent Snapshot functionality. This will allow you to visualise your colleagues within a 9-box grid

Are there plans for more usable reporting features of the Talent Snapshot function

In addition to the in-app reporting, customers with access to our reporting APIs are able to extract Talent Snapshot data and consume it via Excel or a dashboarding tool, e.g. PowerBI or Tableau. If you are interested in learning more about our API feature and upgrade options please contact our customer success team. There is a roadmap item to review reporting in the system more generally.

Can email reminder functionality be added? Manually email managers if snapshots are incomplete prior to & after deadline. We also manually email their manager

An enhancement to the email notifications is scheduled for early 2025. This will enable administrators to send automated reminders directly from the system to users with an incomplete status. These emails will use a default system message and will not be editable.

Is there a way to create your own email template for Snapshots rather than having to repeatedly modify the clear review template each snapshot round?

Administrators can only edit the email templates within the final step of the Talent Snapshot Round creation process. We can recommend saving templates on a shared file so administrators can copy and paste these as required when launching new rounds.

Can we get further breakdown on the completion status? i.e. Manager has completed / awaiting employee response etc

The completion status is based on the line manager’s completion of the round as it is the line manager who marks as complete. The line manager will be able to see whether the employee has submitted their responses.

If a manager saves the answers and not submit, can we as Administrators submit them?

Depending on the permission settings, administrators have an option to impersonate colleague profiles on the system. Through the impersonation an administrator can submit on behalf of the manager. The administrator would need to be sure the responses saved are the final versions.

Can you show how we might use the system for exits? Eg is it one round per employee?

You can set up a round to include multiple individuals if you have a wider group of employees leaving around the same date. Depending on the number of employees you would be sending this out to at any one time, it may be quicker to exclude all employees from the round initially before searching and tagging in individual colleagues to the round.

Can a template be copied

At present, templates cannot be copied, though existing templates can be edited for future rounds. We acknowledge the need for the option to clone templates. Your request has been noted and added to our backlog for future consideration.

Do all users have access to Talent Snapshots or is there a specific package for it?

If Talent Snapshots is an available feature to you as an Administrator, you will be able to include all colleagues with an active profile on the system in a round. Customers on the Starter pricing plan do not have access to the Talent Snapshot functionality.

If there are multiple managers assigned and a Talent Snapshot is done by one manager, can the other manager view it?

Yes, all managers listed on a colleague’s profile will be able to view the Talent Snapshot. In addition, all managers will be able to contribute to the responses. We would advise managers agree who would complete the talent snapshot in advance. Please note: All manager free text responses captured. Only the final manager pick list response captured.

Can we require multiple managers (line manager and upper level manager) to approve a snapshot?

The Performance & Talent system is built on the relationship between line manager and direct reports. A line manager may seek the input of a senior manager as part of their completion of a round, but the senior manager cannot input into the responses directly on the system. A senior manager is able to generate reports for completed Talent Snapshot rounds via the Wider Team tab (if the reporting option has been switched on within the Admin settings).

Can the participants be made anonymous so employees feel at ease answering questions during the round

As Talent Snapshot rounds ask questions of the line manager and employee specifically about the employee it is apparent who has responded to any employee targeted question.

Can external hyperlinks be added to a question?

The question text within the Talent Snapshot template is flat text only. When building out a template there is a Description box which sits above the questions. This can be used to link out to any supporting documentation, intranet sites, etc.

Can the talent snapshot responses be hidden from the manager so only administrators/HR can view these?

Employee responses are always visible to line managers once the employee has submitted them

Would love to see other reporting views instead of having to cut the data manually from a spreadsheet, can be very time consuming

In addition to the in-app reporting, customers with access to our reporting APIs are able to extract Talent Snapshot data and consume it via Excel or a dashboarding tool, e.g. PowerBI or Tableau. If you are interested in learning more about our API feature and upgrade options please contact our customer success team. There is a roadmap item to review reporting in the system more generally.

If I wanted to use talent snapshots for succession planning and calibration can I request support to help me set this up as I am a one woman band

We have example talent snapshot templates, which you can copy in our HelpDocs. Talent Snapshot Guide & Sample Questions.

Can you enable this for specific functions as part of a roll out plan?

Absolutely, visibility of Talent Snapshot as a menu option is only triggered for employees when they are included as part of a Talent Snapshot round for the first time.

Employees will only have visibility of rounds for which they are requested to provide responses to or which their line manager’s responses are shared with them.

Does the round have to be sent to the line manager? Is there a way to select the round to be sent to the manager’s manager, for example?

The Performance & Talent system is based on the line manager and team member relationship. As the line manager has the greatest insight into the performance of an employee the Talent Snapshot questions are sent to them to respond to. If an individual has more than one line manager, each line manager can add their responses with the last response added being the one shared. It is therefore important for line managers in this instance to co-ordinate their responses. To get the view of the manager’s manager you can add them as a line manager to the relevant colleague profile or the line manager can co-ordinate the response offline before adding it to the system.

If you create a talent snapshot for new employees, can the system automatically open it for the manager based on the new employee’s user profile?

At this time there is no means of automating a round to trigger for an employee based on a criteria or rules which run in the background.

Can we insert behaviorally based anchors to competency evaluations?

This is a frequently requested feature from our customers. We are developing the ability to allow Admins to ask both performance and behaviour-anchored questions, along with weighted scoring, to support more data-driven 9-box outputs. This functionality is planned for release in 2025. If you would like more information or wish to share your requirements, please contact our Group Product Manager, Hamzah Hafesji, at hamzah.hafesji@oneadvanced.com

I you update a template, it will only change future rounds? Not previous rounds the template was used for?

When editing an existing template which has been used for previous or a currently running round, the edits will only appear for future rounds which use the updated template.

Is there any plan to be able to change sharing options mid-round? this has been the most highly contentious issue for our organisation

This depends on the set up of your round. If the round is set up to auto share responses it is possible for line managers to share responses with individual colleagues using the share button within the employee list on the right of the screen. If your round is not an auto sharing round all responses must be entered and the round marked as complete by the manager to share responses.

Are the org unit fields smart-searches? Ie your options come up based on your users profiles/ database

The org unit fields are based on the employee data within your system. These fields can be used to help identify the target audience for a Talent Snapshot round.

Can you only complete as a group? One of the challenges we've had is where 1 of 5 couldn't gain agreement and so all 5 could not be completed.

This depends on the set up of your round. If the round is set up to auto share responses it is possible for line managers to share responses with individual colleagues using the share button within the employee list on the right of the screen. If your round is not an auto sharing round.

Please note: Managers can save and submit responses and still make changes to these up until the round is closed. This offers flexibility where decisions are pending. If having TBC or N/a as a pick list option or adding this as a comment in a free text box.

If you choose not to share responses with employees at launch. Is it possible to bulk share at a later date or does this have to be done individually?

Yes, it is possible to share responses with all colleagues who have had their responses completed by the line manager. Within the admin area of the system there is a Share All button. This will share the responses with all individuals whose round is listed as complete. The Share All button can be used multiple times to share responses with groups of individuals on an intermittent basis. An employee will only receive one notification the responses have been shared with them.

Please see a summary below:

Share by individual:

Share manager's completed talent snapshot

Share All:

Shares all completed and submitted talent snapshot responses from managers

Shares saved talent snapshot responses if all mandatory questions answered

Does not share talent snapshot responses if mandatory questions missing

Shares saved talent snapshot responses if no mandatory questions

Email Notification:

Employee receives email when talent snapshot responses shared by admin

When using it a lot, we build a lot of rounds ie for probation etc. Is there any way to archive rather than delete rounds?

Currently, rounds can only be deleted. However, we recognise the need for an option to archive rounds. Your request has been noted and added to our backlog for future consideration.

for monitoring the completion of a round. Can i get a consolidated status report for each participant included on the specific round i.e. Manager status, appraisee status, overall status?

The most comprehensive in-app report available is the ‘Talent Snapshots responses’ report. This details which individual colleagues have had their responses marked as complete by their line manager. While it does not show the appraisee status, the key completion status is that of the line manager. In 2025 we will be releasing a series of improvements which will allow admins to see completion by line manager and individual colleague from within the app.

Can automated reminder alerts be send from the system?

As part of the Talent Snapshot feature enhancements we are reviewing the notifications. Admin generated emails will be able to be sent to individuals and line managers will also be able to generate email nudges to their direct reports to prompt completion of their questions.

Can we download a pdf format information for people leaving the company and we will remove them from the system? that is since we need to keep on file for a specific period of time for external monitoring purposes?

PDF format is not currently available and is not currently in our plans.

Talent Snapshot reporting can be generated at any time and saved to your drives for external monitoring purposes.

is there a deck or "cheat sheet" that walks thru the steps to navigate talent snapshots for admins, managers, and employees?

The Help Documentation area within the Product Hub provides supporting resources by persona – admins, managers and employees

https://clearreview.helpdocs.io/

Why can’t we see ‘Talent Snapshots’ as an option in the navigation bar after I’ve switched it on in the Admin settings?

Visibility of ‘Talent Snapshots’ as a menu option in the left-hand navigation bar is only triggered for employees once they are included as part of a Talent Snapshot round for the first time.