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Customizing Performance Cycle Communications
Customizing Performance Cycle Communications

Customize email notifications for performance reviews, including Self Reflections, Manager Reviews, Peer & Upward Feedback

Jessie Walsh avatar
Written by Jessie Walsh
Updated over a week ago

Who can use this feature?

Available on:

  • All Culture Amp subscriptions that include Performance.

Customizing your performance review cycle emails gives HR and Performance Administrators the ability to tailor messages for various performance units such as Self Reflections, Manager Reviews, Peer Feedback, and Upward Feedback.

This guide will walk you through customization options, how to make edits, and best practices for crafting effective, clear messages.

Note: Currently, you can only customize email communications. Slack and Microsoft Teams notifications can’t be edited.

What Can Be Customized?


While we recommend using the default Culture Amp messaging for consistency, you have the flexibility to customize email content to better match your organization's style. Here are the key elements you can customize:

Customizable Performance Units

Option

Customizable?

Self-reflections

✔ Yes

Peer feedback

✔ Yes

Upward feedback

✔ Yes

Manager reviews

✔ Yes

Email Functionality

Feature

Description

Available?

Preview Email Content

View the email before sending.

✔ Yes

Sample Data in Preview

Displays variable names (e.g., [Manager Name]) instead of real sample text e.g, John Doe

✔ Yes

Customize Email Triggers

Edit when and how emails are sent.

✔ Yes

Revert to Default Template

Reset email to the system default. This action is irreversible.

✔ Yes

Multiple Cycles Running Simultaneously

Customizations apply only to the cycle being edited. Each cycle can have different email customizations.

✔ Yes

Customization Options

Element

Notes

Customizable?

Subject Line

Example: Your self-reflection is due by [Due Date]

✔ Yes

Preview Text (optional)

Displays in the inbox after the subject line. Example: Complete your self-reflection

✔ Yes

Header Text

Example: Complete your self-reflection

✔ Yes

Body Content

Main message of the email

✔ Yes

Button Text

Text for the action button. Example: Complete self-reflection

✔ Yes

Variables

Personalize emails with dynamic fields. Options are unique to each communication trigger, but common variables include:

  • Cycle Name

  • Manager Name

  • Employee Name

✔ Yes

Formatting Options

Supports bold, italic, and hyperlinks

✔ Yes

Limitations & Restrictions

These are areas where customization is not supported.

Limitation

Description

Supported?

Multiple Languages

Cannot customize for different languages.

✘ No

MS Teams and Slack

Slack and Microsoft Teams notifications can’t be edited.

✘ No

Localized Experience

Does not support regional variations.

✘ No

Conditional Logic

Customizing select communications overrides automatic content variations.

✘ No

Calibrations

Customization for calibrations is not supported.

✘ No

Anytime Feedback

Customization for Anytime Feedback is not supported.

✘ No

Editing Triggered Comms

Once triggered, emails cannot be edited or re-sent.

✘ No

Duplicating Cycles

If you duplicate a cycle, customized communications do not carry over.

✘ No

Emails With Conditional Content


Some emails include dynamic content that adapts based on specific data. Customizing these emails will remove this dynamic feature, meaning the email will always send the same content, instead of adapting based on the available data for that user.

For example, some communications may vary depending on whether the cycle has been configured with or without peer nominations. If you customize these emails, dynamic variations—like one email for cycles with peer nominations enabled and another for cycles without nominations—will no longer apply. Instead, the email will always send the same content (your edited version), regardless of the conditions.

Check out our Email Examples with Conditional Content to better understand how these emails currently look and behave with conditional content.

Affected Emails with Variations:

  • Reminder Comms – Request Feedback About Direct Reports

  • Sharing of Performance Review

  • Sharing of Performance Review with Acknowledgment

  • Sharing of Feedback

  • Declined Feedback Request

  • Invitation to Collaborate on Manager Review

  • Request Feedback About Direct Reports

Tip: To maintain the flexibility of the default emails, we recommend not customizing these communications so you can preserve the dynamic content built into the original Culture Amp templates. If you decide to customize, be sure to consider all potential conditions that may affect the email content. Any emails with dynamic data and conditions will display a warning message when you click to customize, so you can make an informed decision before proceeding.

Don't worry—if you ever need to revert back to the default templates, you can easily do so.

How to Customize Email Communications


1. Access Your Performance Review Cycle

  • Log in to your platform and go to Performance > Performance Cycles under the Admin menu.

  • Locate the performance review cycle you want to customize.

2. Edit the Cycle

  • For draft cycles, click into the cycle and go to the Review Setup page (the last page of your cycle setup).

  • For scheduled or live cycles, select the ellipsis (...) icon and choose the Review Setup option.

3. Manage Communication Triggers

On the Review page, scroll to the Communications and Notifications section to view all email triggers associated with the cycle.

4. Preview and Edit Emails

  • Click the eye icon to preview an email.

  • To edit, select the pencil icon. The pop-up will show the trigger name (e.g., "Direct report comments on self reflection") so you know which communication you're editing.

5. Choose Your Email Template

You’ll be prompted to choose between:

  • Culture Amp Default Messaging (recommended) or

  • Custom Message where you can customized things such as the subject line, preview text, header, body, and button text.
    By selecting Custom Message, an editing page will appear for you to make changes.

6. Personalize with Variables

Add personalized details by inserting variables. These options will vary based on the communication, some common examples include:

  • Employee Name

  • Recipient Name

  • Due Date

  • Due Time

7. Add Links and Formatting

To add links:

  • Highlight the text you want to link.

  • Click the link icon, paste the URL, and click Add to save.

For formatting, select the text and choose bold or italics as needed.

8. Save Changes

After editing, click Save Changes. A pop-up will confirm your customization, and you’ll be prompted to preview the email. Click Confirm to proceed.

9. Preview

After clicking Confirm, you’ll be able to see a preview of how the email will appear to participants. If everything looks good, you can close the preview. Otherwise, click Edit email to make further changes.

Reverting to the Default Template

If you ever need to revert to the Culture Amp default communication template, you can easily do so. Follow these steps:

  1. Edit the Email: Click on Edit Email.

  2. Select Default Message: Choose Use Culture Amp Default Message (recommended).

  3. Save Changes: A pop-up will appear, asking you to confirm that you want to revert back to the default template. Click Save to confirm.

Best Practices for Effective Email Communication


  • Be Concise: Keep emails short, clear, and easy to act on.

  • Highlight Key Information: Use bold to emphasize dates, actions, or deadlines.

  • Personalize Emails: Use dynamic fields to make emails feel more tailored.

  • Limit Links: Focus on the essentials; too many links can distract from the key message.

  • Use the Preview Feature: Always preview before sending to catch any issues.

  • Stick to English (US): Currently, email customization is only supported in English (US). Localized content is not available.

  • Avoid Last-Minute Edits: After launching a cycle, avoid changes to prevent inconsistency in emails sent to different recipients.

  • Plan Edits in Advance: If changes are necessary, make them before emails are triggered to ensure consistency.

  • Be Mindful of Localized Needs: Customized emails do not support multiple languages. Stick to the default template if multilingual content is required.

FAQs


Is this feature available for apps like Slack and MS Teams?

No. Currently, customizable email communications are supported only. Stay tuned for future updates!

What happens to the Slack or MS Teams notifications if I edit email communications?

Slack and MS Teams notifications will still be sent as expected, but they will reflect the language of Culture Amp's default performance review templates.

Do customizable communications support multiple languages

This feature is currently only available in English (US). Localization is not available for customizable email communications.

If I duplicate a cycle, will my customized communications carry over?

No, customized communications do not carry over when you duplicate a cycle. Each cycle's communications need to be customized separately, even if the cycle is duplicated.

Can you delete performance communications you don’t want sent or add new ones?

No, you won't be able to toggle communications off/on or add extra reminders.


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