Who can use this feature?
Available on:
Culture Amp subscriptions with access to Performance Cycles.
Overview
The Import Calibration Ratings feature allows HR teams to easily update employee performance ratings in Culture Amp based on performance calibration discussions that may have taken place outside of the platform.
Instead of manually updating individual manager reviews, you can export your calibration data, make bulk rating changes in a spreadsheet, and then import the updated file back into the platform. This streamlines the process of synchronizing off-platform rating decisions with your Culture Amp instance.
Importing Calibration Ratings will help you:
Save Time: Quickly apply bulk rating changes from external calibration sessions without manual entry.
Ensure Accuracy: Minimize human error when updating a large number of ratings.
Flexible Workflows: Supports HR teams who prefer to run calibration discussions outside of the Culture Amp platform.
Importing Your Calibrated Ratings
Follow these steps for the entire end-to-end flow: from exporting your calibration data to publishing the final ratings.
1. Prepare Your Calibration View and Export the Data
The import process requires the specific structure of the exported data file from the calibration view, so it is important not to skip this first step.
Navigate to Performance > Calibrations.
Click on the (unpublished) calibration view you want to work with.
If you have not yet created a calibration view, you will need to do this first. More information here.
Go to the Calibration Overview tab.
Click the Export Data button to download the data file.
This exported file is crucial because it contains the exact file structure needed for the import.
The file should save directly to your browser
If not, click download link here in the export message in the UI.
Open the exported CSV file and apply all the decided rating changes in the Calibrated Rating column.
Note: No other information can be updated through the import, so make sure Calibrated Rating is the only default column you add data to, to avoid any warnings/errors.
See our Import File Guidelines for more information
Note: If you have included multiple performance cycles in the calibration view, the export csv option will allow you to export each cycle individually or all at once.
2. Start the Import Process
Once your file is updated with the new calibrated ratings, you are ready to import.
From the Calibration Overview tab, click the Import Ratings button.
Click Start
Under Upload CSV File, click Choose a CSV file from your computer and attach the modified export file.
Click Next to begin the file validation
Tip: Before importing, check out our Import File Guidelines to ensure you don't run into any unexpected warnings or errors.
3. Review and Complete the Import
After uploading, the system will run a validation check on your file to ensure all data is correctly formatted.
Review the Validation Results.
If the validation is successful (no errors), click Complete Import.
If the validation brings up warnings or errors, read on to the validation results section for more information on how to resolve.
The new ratings are now saved in the calibration view.
Note: While an import is in progress, the Calibration View will be locked against new rating imports or manual changes. You will receive an email upon completion; however, we recommend refreshing your page if the import is taking longer than expected. This can help to update the in-platform confirmation message a little faster.
📩 Email Notifications
📩 Email Notifications
The user processing the import will receive an email notification (as well as an in-platform message) once the file is validated and ready for review, as well as once the final import has completed.
Validation:
Completion:
4. Publish the Calibration View
The final step is to apply the newly imported ratings to the live employee records.
From the calibration view, click Publish Calibration.
Choose whether managers will be notified of the changes, and Confirm to proceed.
The imported ratings will now be officially recorded in the relevant manager reviews.
Note: Once the calibration is published, you will still see the option to export your calibration data, but you will no longer have the ability to import any further changes.
Import File Guidelines
File Format: The feature only supports files in .csv format for import.
File Structure is Strict:
The original column headers cannot be renamed.
The original column positions cannot be changed.
Calibrated Rating is the only column you should add data to.
The values entered in the Calibrated Rating column must match the performance cycle ratings word for word.
Removing Ratings: It is not possible to completely remove a rating via import, only replace it. A blank cell under the Calibrated Rating column will result in that participant's submitted rating remaining the same.
Unsubmitted Reviews: If a manager has not yet submitted a performance rating for their direct report, the rating can not be assigned through the import (it only works to change submitted ratings, not apply the initial one).
Prerequisite Knowledge: You should be comfortable working with spreadsheet software to accurately apply changes and manage the csv file format.
New Columns: If needed, you can add new columns at the very end of the sheet to help manage your data or leave notes, but you must not change the order of any existing columns or add additional columns at the start of the sheet.
Troubleshooting: Dealing with Validation Results
When you import your file, the system provides feedback on the Validation Results screen. Here is how to respond to the three types of results:
Result | Status Capsule Color (Import History) | What it Means | Your Action |
No errors or warnings | Green (Success) | Your file is perfectly formatted. | Proceed with the import. |
With warnings | Yellow (Partial Success/Warning) | Some data has minor issues and cannot be imported, but other rows are fine. | You have a choice: Continue with partial import (ignoring the problem rows) OR Fix the warnings and restart the import (recommended). |
With errors | Red (Failure) | At least one error exists, and the import cannot proceed. | You must cancel the import and resolve the errors before you can restart the import. |
⚠️ Common Warnings and Errors
⚠️ Common Warnings and Errors
Issue Type | Validation Message | Columns that may hold the issue | Root Cause and Resolution |
Error |
|
| Root Cause: The imported file structure (columns or header row) deviates from the required template. |
Warning |
|
| Root Cause: The unique identifiers (IDs) used in the imported file for the Performance Review Cycle cannot be matched to the corresponding Calibration View.
Resolution: Verify that the Performance Review Cycle IDs and Names have not been altered from the original export file. |
Warning |
|
| Root Cause: The unique identifier for the Manager Review Response may have been changed or is missing in the imported data. Resolution: Check that the Calibration Manager Review Response Id is correct and present for all records (matching the original export file) |
Warning |
|
| Root Cause: An attempt was made to import a performance rating for a manager review that has not yet been submitted on the cycle. Resolution: Make sure the manager review has been submitted in the performance cycle first, as the import can not be used to assign the initial rating. |
Warning |
|
| Root Cause: The value provided in the Resolution: Review the rating value for correct wording and spelling. It must be an exact match to one of the cycle options. |
Warning |
|
| Root Cause: The rvalue provided in the Resolution: Review the rating value for correct wording and spelling. It must be an exact match to one of the cycle options. |
How to Resolve Warnings or Errors
If you encounter warnings or errors, the platform allows you to download an information file to help you pinpoint the issues.
Click Download file with details on the validation screen. This file will include two new columns:
errorsandwarnings, which explain the issues.Choose one of the following two paths to fix the problem:
Option A: Make adjustments in the error information file:
Make the necessary adjustments directly within the downloaded validation file.
Remove the two temporary info columns (
errorsandwarnings).If the issue relates to the column headings, remove the second row (which would contain the error/warning description).
Click the Cancel import button on the current screen.
Restart the import process by uploading your newly edited file.
Option B: Make adjustments in the original import file:
Use the validation file as a guide to identify and fix the issues in your original modified export file.
Click the Cancel import button on the current screen.
Restart the import process by uploading your corrected original file.
FAQs
Is there an audit log to show attempted and completed calibration rating imports?
Is there an audit log to show attempted and completed calibration rating imports?
Yes! When you click Import Ratings, on the first page that loads, you will be able to see previous attempts under the Import History header. This history will show the status of the attempt, along with the date and name of the person who actioned it.
How long will the import take, and will I receive an email once it is completed?
How long will the import take, and will I receive an email once it is completed?
Both the validation and final import can vary in how long they will take, depending on the size of the file and the changes. Most should be quite quick, and the user making the import will receive an email notification as well as an in-platform message for both the validation and final import completion.
Can we import performance ratings directly into the performance cycle?
Can we import performance ratings directly into the performance cycle?
No. This feature is only available for Calibrations. Calibrations will, however, be tied to a specific performance cycle, so once you import the rating changes and publish the calibration, the new ratings will feed directly into the relevant performance cycle.
Will the import option be available for calibrations that include multiple performance cycles?
Will the import option be available for calibrations that include multiple performance cycles?
Yes! If you have a calibration view set up that is pulling in data from multiple cycles, the import feature will still be available. The only difference is that when you go to export your calibration data, you will be given the option to export one cycle at a time, or all at once. If you choose to export all at once, the Performance Cycle Name column will reference each separate cycle accordingly.
If I need to make multiple imports, can I use the same export file each time?
If I need to make multiple imports, can I use the same export file each time?
No. Each time you make a successful import and apply rating changes, the next sheet you export will hold different data than the initial one. Always begin with a fresh export file if you need to make additional imports, to avoid any unexpected warnings or errors.
How do I cancel a calibration ratings import?
How do I cancel a calibration ratings import?
Only the administrator or Performance HRBP who initiated the ratings import will be able to cancel it by clicking Cancel import on the validation screen. If they have left the validation page, they can click Import ratings from the calibration view, then Cancel import.