Before You Begin
You need Super Admin or Admin access to configure a performance cycle.
Step 9 is the final step of the cycle creation wizard.
Email settings are optional. You can skip Step 9 and create the cycle without configuring any emails.
The emails you configure here are triggered automatically by cycle events. Each email has a recipient group and can be previewed before saving.
Email Sections Overview
Step 9 is organized into nine sections, one for each stage of the cycle that can trigger emails. Each section can be expanded to view and configure its email entries.
General Emails
The General Emails section covers system-level notifications for the cycle overall, such as cycle launch announcements and general status updates sent to all participants.
Each email entry shows:
The email name and description.
The recipient tag: Participants, Managers, or Cycle Owner.
A View Email toggle to preview the email template content.
Department Goals Adding
The Department Goals Adding section contains emails triggered during the department goal-setting phase of the cycle. These notify relevant parties when it is time to add department goals or when goals have been submitted.
Recipient tags for this section typically include Managers and Cycle Owner.
Talent Performance Sheets Adding
The Talent Performance Sheets Adding section covers emails triggered when individual talent performance sheets are created or assigned. These notify talents and managers that their performance sheets are ready.
Recipient tags for this section typically include Participants and Managers.
Approval
The Approval section contains emails triggered at approval stages in the workflow (if you added Approval steps in Step 5). These notify approvers when a sheet is waiting for their approval and notify talents or managers once approval is complete.
Recipient tags for this section typically include Managers and Cycle Owner.
Check Ins
The Check Ins section covers emails triggered during check-in stages of the workflow. These notify participants when a check-in session opens, when it is due, or when it has been completed.
Recipient tags for this section typically include Participants and Managers.
Reviews
The Reviews section contains emails triggered during review stages of the workflow. These notify reviewers when a review window opens, when it is due, and when a review has been submitted.
Recipient tags for this section typically include Participants, Managers, and Cycle Owner.
Calibration
The Calibration section covers emails triggered during the calibration stage (if included in your workflow). These notify calibration participants when the calibration session opens and when calibration is complete.
Recipient tags for this section typically include Managers and Cycle Owner.
Published Scores
The Published Scores section contains emails triggered when final scores are published. These notify talents that their performance results are now available.
Recipient tags for this section typically include Participants and Managers.
Appeal
The Appeal section covers emails triggered during the appeal stage (if appeals are enabled). These notify relevant parties when an appeal is submitted, under review, or resolved.
Recipient tags for this section typically include Participants, Managers, and Cycle Owner.
Enabling and Previewing Emails
Within each section, individual email entries can be toggled on or off. An email that is toggled off will not be sent even if the triggering event occurs.
Click View Email on any entry to preview the full email template, including subject line, body, and dynamic variables such as participant name and cycle name.
Creating the Cycle
After reviewing your email configuration, click Create Cycle to finalize and create the performance cycle. This is the last step.
Once the cycle is created, locked settings such as components, rating labels, and score formulas cannot be changed. Review all previous steps carefully before clicking Create Cycle.
After the cycle is created, you will be taken to the cycle management view where you can monitor progress, manage participants, and track the workflow.
FAQ
Are email notifications required to create a cycle?
Are email notifications required to create a cycle?
No. All email toggles can be left off. Cycle events will still occur; participants simply will not receive automated email notifications from Lumofy.
Can I change email settings after the cycle is created?
Can I change email settings after the cycle is created?
Yes. Email notification settings are not locked and can be updated after the cycle launches. Go to the cycle settings to adjust email configurations at any time.
What do the recipient tags mean?
What do the recipient tags mean?
Recipient tags indicate who receives the email. Participants are the talents enrolled in the cycle. Managers are the direct managers of those participants. Cycle Owner is the admin who created or owns the cycle.
Can I customize the email template content?
Can I customize the email template content?
The templates are system-defined. You can preview them using the View Email option but cannot modify the template body in this step.
What happens if I click Create Cycle before reaching Step 9?
What happens if I click Create Cycle before reaching Step 9?
You can click Create Cycle from any step once all required settings are complete. Email settings are optional, so skipping Step 9 does not prevent cycle creation.