Before You Begin
You need Super Admin or Admin access to configure a performance cycle.
Step 5 follows Step 4: Rating Settings. Complete Step 4 before continuing.
The Work Flow step defines the order and configuration of every stage a performance sheet passes through. This is one of the most important steps plan your workflow structure before configuring it here.
The Work Flow Page
The Work Flow page has three panels:
Left panel — Steps: Available step types you can add to the workflow. Drag any step type into the center timeline to add it.
Center panel — Workflow timeline: The sequence of steps in this cycle, running from Cycle Start to Cycle End.
Right panel — Step configuration: Appears when you select a step in the timeline. Shows the settings for that specific step.
Available Step Types
The left panel lists the step types you can add:
Approval — A stage where a manager or admin approves the sheet before it moves forward.
Acknowledge — A stage where the talent formally acknowledges their final results or their goals.
Check In — A recurring or one-time check-in session between the talent and manager.
Review — The main review stage where managers and/or talents submit their assessments.
Calibration — An admin-controlled stage to adjust and normalize scores across the organization.
Publish Scores — The stage at which final scores are made visible to participants.
Appeal — A stage where talents can formally contest their final scores after results are published.
Click Clear all steps to remove all steps from the timeline and start fresh.
The Workflow Timeline
The center panel shows the workflow in sequence:
Cycle Start — a fixed trigger at the top, showing the cycle start date from Step 1.
Cycle End — a fixed endpoint at the bottom, showing the cycle end date from Step 1.
Steps appear between Cycle Start and Cycle End in the order you define.
An Add step button appears between steps. Click it to insert a new step at that position, or drag a step type from the left panel directly to a position in the timeline.
Included Steps
Lumofy pre-populates some steps based on your component choices. For example, if you enabled Smart Goals, a Department Goals step and a Talent Goals step appear automatically. These represent the phases where department managers and talents add their goals.
Steps that were added automatically can still be configured and reordered.
Configuring a Step
Click any step in the timeline to select it. The right panel shows its configuration options.
All step types share two common fields:
Step Name (optional)
Enter a custom name for this step. If left blank, the step uses its default name (e.g., "First Review"). Custom names appear on the performance sheet and in email notifications.
Step Timeline
Set the Start date and End date for this step. These are the dates during which this stage is active. Dates must fall within the overall cycle timeline set in Step 1.
📝 Note: Step timelines can overlap. For example, a Check In step and an early Review stage can run simultaneously if your workflow design allows it.
Step-Specific Settings
All steps share the common Step Name (optional) and Step Timeline fields. In addition, each step type has its own configuration options described below.
Department Goals Step
This step is pre-populated when Smart Goals is enabled. When selected:
Step Timeline — Set the date range during which department managers can add and submit department-level goals.
Who Should Add goals — you can select that department manager will add goals for his department or admin add goals for all departments.
Talent Goals Step
This step is pre-populated when Smart Goals is enabled. When selected:
Select who will add goals — choose whether Talent or Manager is responsible for adding talent-level goals during this phase.
Allow Super admins to create/edit Talents sheets — toggle ON to let Super Admins create or edit talent goal sheets directly during this phase.
Approval Step
When an Approval step is selected:
Step Timeline — Set the date range during which approvers can review and approve sheets.
Approver role — Define who is responsible for approving the sheet at this stage (e.g., direct manager, department head).
Acknowledge Step
This step is added when admin or manager will add goals for the talent so we need talents to see there goals and know them. When an Acknowledge step is selected:
Step Timeline — Set the date range during which talents can view and acknowledge their results.
Talents receive a notification when this step opens. They must open their sheet and submit their acknowledgment before the step closes.
Check In Step
When a Check In step is selected:
Step Timeline — Set the date range during which check-in sessions can take place.
Check-in configuration — Define what topics or fields are covered during the check-in session between the talent and their manager.
Review Step
When a Review step is selected:
Step Timeline — Set the date range during which reviewers can submit their assessments.
Reviewer role — Choose who submits the review: Manager, Talent, or both.
Components included — Select which components (Goals, Competencies, Appraisal) are evaluated in this review stage.
You can add multiple Review steps (e.g., First Review, Second Review) each with different reviewer roles and component configurations.
Calibration Step
When a Calibration step is selected:
Step Timeline — Set the date range during which calibration sessions take place.
Calibration access — Define which score admin can change during calibration session.
Publish Scores Step
When a Publish Scores step is selected:
Step Timeline — Set the date on which final scores become visible to participants and managers.
Once this step opens, talents can see their final performance scores on their sheets.
Appeal Step
When an Appeal step is selected:
Step Timeline — Set the date range during which talents can submit an appeal against their final scores.
The Appeal step should always be placed after the Publish Scores step in the timeline.
Saving and Moving to Step 6
At the bottom of the page:
Cancel — exits the wizard without saving.
Save as Draft — saves the workflow configuration and keeps the cycle in Draft status.
← Back — returns to Step 4: Rating Settings.
Next → — saves Step 5 and moves to Step 6: Score Formula.
FAQ
Can I add the same step type more than once?
Can I add the same step type more than once?
Yes. For example, you can add two Review steps a First Review and a Second Review each with different configurations and timelines.
Does the order of steps in the timeline matter?
Does the order of steps in the timeline matter?
Yes. Steps run in sequence from top to bottom. A talent's sheet must pass through each step in the order defined. Plan your sequence carefully.
What happens if step timelines overlap?
What happens if step timelines overlap?
Overlapping step timelines are allowed. The system manages which sheets are in which stage based on when each step opens and closes.
Can I remove pre-populated steps like Department Goals or Talent Goals?
Can I remove pre-populated steps like Department Goals or Talent Goals?
Yes. Click on a pre-populated step and use the remove option. Removing a Goals step means that phase will not run in the cycle..
What is the difference between Acknowledge and Approve?
What is the difference between Acknowledge and Approve?
Approve is performed by a manager or admin and represents formal sign-off on the sheet before it proceeds. Acknowledge is performed by the talent and represents their acceptance of the final results after the review is complete.