Goals both sides agreed to
Manager and employee set goals together and both can see them all year, so a review measures the work you asked for, not the work you remember.
Performance reviews
Performance review software for teams that work in shifts
Workzenly is performance review software for small businesses with hourly and salaried staff. Set goals together, keep notes from every one-on-one and run a review cycle without a spreadsheet. Each review lives in the person’s record, next to their schedule, time off and documents.
- Goals set together
- One-on-one notes kept
- No review spreadsheet
Q4 2026 review cycle
Northfield Coffee · Austin, TX · Wed, Nov 11
7In this cycleDana: 90-day review
4 / 7Self-reviews inDue Fri, Nov 20
2 / 7Manager reviews doneDue Fri, Dec 4
1SignedEmily Carter
Self-reviews4 of 7 · 57%
| Employee | Role | Self-review | Manager review | Status |
|---|---|---|---|---|
| ECEmily Carter | Kitchen | Submitted | Done | Signed |
| MTMaya Torres | Front counter | Submitted | Done | Ready to share |
| JLJordan Lee | Barista | Submitted | Drafting | With Marcus |
| CWChris Walker | Barista | Submitted | Not started | With Marcus |
| ABAisha Brown | Front counter | Draft | Waiting | Self-review |
| SRSam Rivera | Kitchen | Not started | Waiting | Self-review |
| TNTyler N. | Barista | Not started | Waiting | Self-review |
Self-review and manager review both in · rated 4, Strong
Built for teams that work in shifts
- Restaurants and cafés
- Retail stores
- Clinics
- Home care
- Job sites
- Warehouses
- Offices
The review form is a Word file, the ratings are in a spreadsheet, last spring’s notes are in a manager’s notebook, and nobody remembers what goals were set.
Keep the whole review story in one record
Good reviews are written from evidence, not memory. When goals, one-on-one notes and past reviews sit in the same place as each person’s schedule and time off, the annual review stops being a scramble and starts being a summary of a year you already wrote down.
What changes in the first review cycle
Fewer surprises, fairer ratings, no chasing files
Notes from every one-on-one
A few lines after each talk add up. By review time you have dated notes on what went well, what needed coaching and what changed after.
A cycle you can see
One screen shows who has written a self-review, which manager reviews are drafted and who has signed. Nobody keeps a tracker on the side.
Reviews kept with the person
Each finished review is stored in the employee’s record, ready when you plan a raise, a promotion or answer a question two years later.
How it works
How our employee review software runs a cycle
Goals, one-on-ones, self-reviews and the manager’s review connect, so the review at the end draws on everything written along the way.
Goal tracking software that stays simple
Agree on two to four goals at the start of the cycle. Both people see them, and progress gets updated at each one-on-one instead of rediscovered in December.
- Goals written in plain words with a due date
- Progress and status both sides can see
- Goals carry into the review at the end of the cycle
Jordan Lee · BaristaSet with Marcus · Oct 1
Finish milk and latte art training3 of 4 modules
Train Dana Brooks on the opening checklist2 of 4 shifts
Clock out at every close, no missed punches1 miss · Nov 9
Latte art training
Due Thu, Dec 31Train Dana on opening
Due Fri, Dec 4No missed clock-outs
Talked about at Nov 4 one-on-oneOne on one meeting software without the extra tool
Write a few lines after each one-on-one. The notes stay in a dated timeline in the employee’s record, so the next talk starts where the last one ended.
- Dated notes, newest first
- Kept in the employee’s record, not a notebook
- Notes ready to pull into the review
Next · Wed, Dec 2
Go over the self-review and the last latte art module
Wed, Nov 4 · 20 min
Two late clock-outs after close. Agreed to clock out before counting the drawer. Dana is on her second opening shift with Jordan.
Wed, Oct 7 · 15 min
Customer emailed praise for Jordan by name. Module 2 done. Wants more Saturday opening shifts.
Wed, Sep 9 · 20 min
Talked about Q4 goals. Jordan asked to train new hires. Marcus will add it as a goal.
Add today’s notes
Saved to Jordan’s recordSelf-reviews from the same app people clock in on
Hourly employees rarely sit at a desk. Workzenly’s employee side is built for phones, so the self-review opens in the app they already use for shifts, time off and pay stubs.
- Short questions that fit a phone screen
- Save a draft and finish after the shift
- The employee’s goals shown right above the questions
Q4 2026 self-review
Aisha Brown
What went well this quarter?
Took over the pastry order on Mondays and cut waste at close.
What do you want to get better at?
Opening the register alone.
Draft saved · due Fri, Nov 20
A review form with anchored ratings
Each rating has a written meaning, from 5 Exceptional to 1 Does not meet, so a 4 from one manager means the same as a 4 from another.
- The same categories for everyone in the same job
- A comment with an example behind each rating
- Self-review and goals open next to the form
Quality of work
4 · Consistent drinks, rarely remadeCustomer service
5 · Praised by name, Oct 7 noteReliability
4 · On time; 1 missed clock-outTeamwork
4 · Training Dana on openingJob knowledge
3 · Latte art module still open5 Exceptional · 4 Strong · 3 Meets · 2 Needs improvement · 1 Does not meet
Average 4.0 · overall 4, Strong
(4 + 5 + 4 + 4 + 3) ÷ 5 = 4.0Attendance with context
Rate reliability from the record, not a hunch
For shift teams, showing up is part of the job. The time and attendance history sits in the same Workzenly record as the review, so a manager can check late starts and missed clock-outs before rating reliability. Approved time off is labeled as time off, which makes it easier to leave protected leave out of the rating.
- Late starts and missed punches for the review period
- Approved PTO shown apart from lateness
- Notes on what changed after a coaching talk
23Shifts worked
1Late start6 min, Oct 14
0Missed punches
3PTO daysNov 4–6, approved
Nov 4–6 · PTO
Approved by Marcus on Oct 20Oct 14 · in at 7:06 AM
Scheduled 7:00 AMRate on lateness, not on time off
Approved and protected leave are not performance issuesOne record per person
Every review stays in the employee’s file
Finished reviews, signed copies, goals and one-on-one notes stay in each person’s Workzenly record with their offer letter, I-9 documents and handbook. When you plan a raise, write a reference or answer a question about a past decision, the history is one search away.
- Past reviews listed by cycle
- Stored with the person’s other documents
- Searchable when someone asks later
Reviews3
Q4 2026 review · overall 4
Signed by Emily · Tue, Nov 10Q2 2026 check-in
Notes only · Jun 3Q4 2025 review · overall 3
Signed by Emily · Dec 8, 2025Documents4
Offer letter
SignedEmployee handbook
Read and acknowledgedNew hires
A 90-day review that starts on day one
A new hire’s first goals can be set in the first week, while the job is still fresh. One-on-one notes build through the first three months, so the 90-day review is a short, fair talk about real shifts instead of a first impression.
- First goals set in week one
- Check-ins at 30 and 60 days
- 90-day review date on the record
First goals set
Learn the opening checklist · Thu, Nov 530-day check-in
Wed, Dec 260-day check-in
Sat, Jan 2, 202790-day review
Sun, Jan 31, 2027Dana is not in the Q4 cycle
Her first full review is the 90-day reviewWho uses it
One review record, four people who rely on it
Role
Employees
Replaces
A form handed over five minutes before the meeting
They use it to
See their goals, write a self-review on their phone and read the finished review
What they notice
No surprises in the annual talk
Role
Managers
Replaces
Notebooks and memory
They use it to
Set goals, keep one-on-one notes and write reviews with the evidence open
What they notice
Reviews that take an hour, not a weekend
Role
HR and owners
Replaces
A tracking spreadsheet and reminder emails
They use it to
See where the cycle stands and keep every review in the person’s record
What they notice
Consistent ratings across managers
Role
Payroll
Replaces
Raise lists retyped from email
They use it to
Apply agreed pay changes in the same system that runs the pay run
What they notice
New rates that match the decision
Access you control
Reviews are private by default
Employees see their own
Each person sees their own record, goals and reviews, never a coworker’s.
Managers work with their team
Managers see their own team’s shifts and time off and run that team’s reviews.
Pay stays with payroll
Pay rates and pay stubs are visible only to the people you give payroll access to.
Connected
Reviews that know the rest of the job
Onboarding
Paperwork done before day one, first goals set in week one.
Onboarding →Time and attendance
Late starts and missed punches you can check before rating reliability.
Attendance →HR documents
Reviews stored with the offer letter, I-9 documents and handbook.
Documents →PTO tracking
Approved time off shown as time off, not as an absence.
PTO →Employee app
Self-reviews, goals, shifts and pay stubs on one phone app.
Employee app →Payroll
Raises applied where pay is run, by people with payroll access.
Payroll →Run your next review cycle without the spreadsheet
See your own team’s goals and reviews in Workzenly. We set up a demo workspace with your company name before the call.
The buyer’s guide to performance review software
Most small employers run reviews with a Word form and a spreadsheet, and that works until there are two managers, a second location or a raise decision someone questions. This guide covers what performance review software does, the kinds of reviews small businesses run, the legal points to get right and how to pick a tool for a team that works in shifts.
What performance review software does
At its simplest, it holds four things for each employee: their goals, notes from one-on-ones, self-reviews and the manager’s written review. On top of that it tracks the cycle itself, so you can see who has finished their part without a side spreadsheet. The finished review is stored in the employee’s record, where it can be found when you plan pay, promotions or answer a question later.
Larger performance management suites add 360 surveys, engagement surveys and analytics. Many small businesses do not need those. What they need is a fair, repeatable review that managers actually finish. If you are not ready for software, our performance review templates and employee evaluation forms are free to download and follow the same structure.
Types of performance reviews
No federal law sets a schedule. Most small businesses mix three kinds of review:
| Review type | When | What it covers | Good fit |
|---|---|---|---|
| 90-day review | About three months after hire | Whether the new hire has learned the job, first goals, questions both ways | Every new hire, hourly or salaried |
| Quarterly check-in | Every three months, 15 to 20 minutes | Progress on goals, schedule and workload, no ratings | Keeping the annual review free of surprises |
| Annual review | Once a year, often on a set month or the hire anniversary | Ratings against the job’s standards, goals for next year, pay | Raise decisions and formal records |
| Six-month review | Twice a year | A lighter version of the annual review | Hourly teams with high turnover |
One-on-ones sit under all of them. Short, regular talks with notes are what make the formal reviews quick to write and hard to dispute.
Performance management software for small business shift teams
Most review tools are designed for office staff who sit at a laptop. A café, store or clinic has different needs. Employees need to write a self-review on a phone. Managers need attendance history nearby, because showing up on time is part of the job. And the categories should fit the work: customer service, food safety, cash handling and teamwork matter more on a coffee bar than “strategic thinking.”
Keep self-reviews short. Three or four plain questions get honest answers from a barista between shifts. If employees ask what to write, point them to our self performance review examples, which include phrases for hourly roles.
Legal cautions for reviews
The U.S. Department of Labor says the Fair Labor Standards Act does not require performance evaluations, and does not require raises above the federal minimum wage. Once you do hold reviews, though, they become evidence of how you treated people.
- Anti-discrimination laws apply. The EEOC enforces federal laws that bar discrimination based on race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, age (40 or older), disability and genetic information, in pay, promotion, discipline and other terms of employment. Title VII and the ADA cover employers with 15 or more employees, the age law covers 20 or more, and the Equal Pay Act covers virtually all employers. State and city laws often reach smaller employers.
- Do not count protected leave against attendance. FMLA regulations at 29 CFR 825.220(c) say employers cannot use the taking of FMLA leave as a negative factor in employment actions, and cannot count it under no-fault attendance policies. Many state and city sick leave laws protect sick time the same way. Our attendance policy guide lists the absences that should never become points, and the FMLA leave guide explains who is covered.
- Watch for retaliation. The EEOC lists a performance evaluation that is lower than it should be as a possible form of retaliation against someone who complained of discrimination or took part in an investigation. If an employee recently complained, have a second manager check the ratings against the evidence.
- Keep the records. EEOC rules require private employers to keep personnel records for at least one year, and one year from the date of an involuntary termination. Some states require longer.
In practice: use the same categories for everyone in a job, write an example behind every high and low rating, and leave protected characteristics, leave and accommodations out of the comments.
This guide is general information, not legal advice. Rules change, so check with your state labor department or an employment lawyer for your situation.
Linking performance reviews to raises
If ratings drive raises, write the link down before the cycle starts, so managers rate the work and not the budget. Here is an illustrative merit table using Jordan Lee, a barista at $18.25 an hour. The percentages are examples only; set your own from your budget and local pay rates.
| Overall rating | Illustrative raise | Jordan Lee at $18.25/hr |
|---|---|---|
| 5 Exceptional | 5% | $19.16 |
| 4 Strong | 4% | $18.98 |
| 3 Meets | 2.5% | $18.71 |
| 2 Needs improvement | 0%, review again in 90 days | $18.25 |
| 1 Does not meet | 0%, written improvement plan | $18.25 |
The math: $18.25 × 1.04 = $18.98. At 5%, $18.25 × 1.05 = $19.1625, rounded to $19.16. At 2.5%, $18.25 × 1.025 = $18.70625, rounded to $18.71. Apply the same table to everyone in the same job. The Equal Pay Act allows pay to differ for equal work only because of seniority, a merit system, quantity or quality of production, or a factor other than sex, so a consistent, written merit system helps. In Workzenly, the person with payroll access updates the rate where payroll runs, so the new rate is on the next pay stub.
Moving reviews off spreadsheets
- Pick your rating scale and categories. A 5-point scale with a written anchor for each number is a solid default.
- Decide your calendar: 90-day reviews for new hires, quarterly check-ins and one annual or six-month review.
- Bring your team in. Workzenly imports your employee list from a spreadsheet during setup.
- Set two to four goals with each person at the start of the cycle, and keep notes from each one-on-one.
- Run one cycle, then ask managers and employees what to change before the next.
How to choose performance review software
Run one real review through each tool you are considering. Take an employee with a mixed year, such as a strong performer with a few late starts and a week of approved leave, and see which tool lets the manager write a fair review with the evidence in view. Ask each vendor what employees see on a phone, who can read a finished review, where reviews are stored and how pay changes reach payroll. Then check whether the tool covers the rest of the job, or whether you would be adding one more login next to scheduling, time clocks and payroll. Our comparison of the best HR software for small business covers broader options neutrally.
If you want to see a review cycle in Workzenly, book a demo and we will set up a workspace with your company name before the call.
FAQ
Questions about performance review software
Something else on your mind? Write to [email protected].
What is performance review software?
Performance review software replaces the review spreadsheet and the paper forms in a filing cabinet. It holds each person's goals, the notes from one-on-ones and the reviews themselves, and it shows who has finished their part of a review cycle. In Workzenly, every review lives in the employee's record next to their schedule, time off and documents.
Are performance reviews required by law?
No. The U.S. Department of Labor says the FLSA does not require performance evaluations or pay raises above the minimum wage. If you do hold reviews, the anti-discrimination laws enforced by the EEOC apply, so use the same job-related criteria for everyone in a role and keep the records.
How often should a small business run performance reviews?
No federal law sets a schedule. A common pattern is a 90-day review for new hires, short quarterly check-ins and one annual review that covers pay and next year's goals. Hourly teams with high turnover often do better with six-month reviews than with annual ones.
Can attendance be part of a performance review?
Yes, but only absences and late arrivals that are not protected by law. FMLA regulations at 29 CFR 825.220(c) say employers cannot use the taking of FMLA leave as a negative factor in employment actions or count it under no-fault attendance policies. Many state and city sick leave laws protect sick time the same way, so take protected leave out before you rate reliability.
Can employees write a self-review on their phone?
Yes. The employee side of Workzenly is built for phones, so a barista or cashier can write a self-review in the same app they use to clock in and request time off. Managers can work from a phone too, though most prefer a laptop for writing longer reviews.
Who can see an employee's performance review?
Employees see only their own record, including their own goals and reviews, never a coworker's. Managers work with their own team, and pay is visible only to the people you give payroll access to, so a review can be shared without exposing anyone's pay rate.