Guest Users in the Performance Module

In today’s workplace, full-time employees often collaborate with external clients, vendors, freelancers, or contractors—individuals who can provide valuable perspectives during performance reviews. However, granting them access to your internal systems can raise security concerns.

ThriveSparrow addresses this challenge with the Guest User feature. It allows you to invite guest evaluators to participate in performance reviews securely, without giving them access to the broader platform. This ensures external feedback is gathered efficiently, while maintaining data privacy and system integrity.

In this article, we’ll explore how you can involve Guest Users in a safe and secure way.

Enabling in the configuration: 

📌Important note: 

To enable the Guest Users feature in your account, please reach out to Customer Support. This feature is not enabled by default for all accounts. 

Go to ThriveSparrow Admin Console > Performance module > 360 Survey (select the survey you’ve created).

Go to Configure > General:

Inside the selected survey, click on the Configure tab, then select General.

Under the Participant Roles section, click on the Add button and choose Guest.

When setting up a performance review, you can configure specific permissions to control how subjects can involve others in the evaluation process. Here's a breakdown of the enabled permissions:

• Allow Subjects to choose their Evaluators
  Enabling this allows subjects to nominate who they want as their evaluators for the review cycle.
• Restrict subject from nominating particular roles
  When this is enabled, you can limit the roles subjects are allowed to nominate (e.g., only Peer and Manager). This ensures that subjects don't select evaluators outside the designated roles.
• Allow subject to add Guest users not part of People Directory
  This option enables subjects to nominate Guest Users (like clients, freelancers, coaches, or vendors) who are not listed in your company’s internal People Directory.
• • Allow subject to nominate guest users to any role
    This sub-option allows subjects to assign any role (such as Peer, Manager, etc.) to guest users they nominate.

Allow approver to nominate guest users: 

This section allows you to enable Approvers to nominate Guest users. 

To add a new Guest user, 

Navigate to Performance > Reports:

Go to the Performance module, then click on Reports for the respective 360° survey.

On the Reports page, select Add Evaluators.

Type in the email address of the evaluator. When prompted to create them as a guest user, enable the guest user option.

Note: Guest users must be active in the directory to participate in evaluations.

If the admin deactivates a guest user, they will no longer be allowed to give feedback or be selected for evaluations. The admin will need to activate them again to proceed.

On the next screen, 

• Fill in the evaluator’s name.
• Select Guest as the role. ( In the configuration, if it is set to allow only Guest roles, this selection will not appear) 
• Click on Request Evaluation.

If the "Nominated evaluators need approval of approver" configuration is enabled, the evaluator's status will remain as Pending Evaluation  until the approver takes action. Only after the approver approves the nomination will the evaluator receive the evaluation request.

Evaluators also have the option to decline the request and provide a reason for it.

Guest User’s view: 

Once a request is sent, the Guest User receives an invite to participate in the review process. They can accept or skip the invitation. 

• Accept:
  If the evaluator selects Accept, they will be prompted to evaluate the specific individual assigned to them.

• Skip:
  If they choose to Skip, they must provide a valid reason for declining the evaluation request.

FAQs

Q: Can I invite someone from my company as a guest evaluator?
No. Emails with the same domain as your organization are automatically blocked from being added as guest users.

Q: Who can add guest users?
By default, only admins can add guest users. However, Approvers and Subjects can also add guest users if the corresponding configurations are enabled in the survey settings.

Q: Can guest users see all evaluations?
No. Guest users can only see the evaluations they are explicitly added to. They will not have access to any other evaluations or areas of the platform.

Q: Who should I reach out to in order to enable guest users?
Please reach out to Customer Support to enable this feature for your account. By default, it is not enabled on all account.