Manually manage performance activity availability
  • 30 Jan 2023
  • 3 minutes to read

Manually manage performance activity availability


Article Summary

Both Site Administrators and Staff Managers can manually manage the availability of a performance activity subject instance, for example closing or reopening an appraisal activity for a particular employee. 

As a Site Administrator

To manually manage the availability of a performance activity as a Site Administrator you must first ensure you are logged in as a Site Administrator, then follow these steps:

  1. Navigate to Quick-access menu > Activity management.
  2. Alongside the activity for which you wish to open or close an instance, click the icon of two people () to Manage participation.  
  3. View the Subject instances, Participant instances or Participant sections tabs to navigate to the instance or section of the performance activity you wish to open or close. 
  4. In the report table, alongside the instance you wish to manage you will see a padlock icon in the Action column:
    • Close an instance: If the activity is open there will be a closed padlock icon (closed_padlock(1)) to close it. Note that when a pending subject instance is closed it cannot be reopened. 
    • Open an instance: If the activity is closed there will be an open padlock icon (open_padlock(1)) to open it.
  5. Click the padlock icon and then read the warning message to ensure you are aware of the effects the action will have.
  6. Then either click the Close button (if you are closing an instance) or click the Reopen button if you are opening an instance.
  7. You can also click Cancel if you no longer wish to continue with the action. 

Alongside the instances on the Subject instance table you will also see an icon of person with a plus sign (add_participants(1)) that allows you to add a participant in one of the available relationships once you click it.

As a Manager

As a Staff Manager, you can manually manage the availability of performance activities for members of your team. To do this follow these steps:

  1. Navigate to Develop > Activities from the top navigation bar.
  2. Above the list of activities, on the right-hand side, click the Manage participation button. 
  3. From the dropdown menu select the performance activity you'd like to manually manage availability for. 
  4. Click the Continue button.
  5. View the Subject instances, Participant instances or Participant sections tabs to navigate to the instance or section of the performance activity you wish to open or close. 
  6. In the report table, alongside the instance you wish to manage you will see a padlock icon in the Action column:
    • Close an instance: If the activity is open there will be a closed padlock icon (closed_padlock(1)) to close it. Note that when a pending subject instance is closed it cannot be reopened. 
    • Open an instance: If the activity is closed there will be an open padlock icon (open_padlock(1)) to open it.
  7. Click the padlock icon and then read the warning message to ensure you are aware of the effects the action will have.
  8. Then either click the Close button (if you are closing an instance) or click the Reopen button if you are opening an instance.
  9. You can also click Cancel if you no longer wish to continue with the action. 

Alongside the instances on the Subject instance table you will also see an icon of person with a plus sign (add_participants(1)) that allows you to add a participant in one of the available relationships once you click it.

When manually managing availability in either role it is important to know that closing an instance will prevent any further submissions, regardless of the affected user's progress. If the answers have not been submitted then the status will be changed to Not submitted.

Opening an instance will change it to Not started if there are no responses saved within it, or return it to the In progress status if there were responses, even if it was previously completed. Any submitted responses by the participant will be saved as a new draft. Responses will be unavailable for viewing in this state (and will become visible again when the conditions for visibility are fulfilled).

C040 - Check-ins(2)Get involved in the conversation about Performance management in the Totara Community. 

The Totara Academy also has courses dedicated to Totara Perform, including check-ins, appraisals, 360 feedback and competencies. 

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