Performance Review Template That Actually Works

Hiring the right person is only half the equation — helping them grow is the other

Without a clear process, performance reviews can feel like a box-ticking exercise. Managers dread them. Employees don’t take them seriously. And HR teams spend weeks chasing overdue feedback, calibrating results, and compiling reports that no one reads.

A structured performance review template changes that.

In this article, we’ll show you how to build a scalable performance review template in Jira using Smart Templates and Smart Checklists. Based on real-life workflows from HR teams, this setup helps you:

• Align participants across functions and levels
  
• Standardize performance evaluation formats and competencies
  
• Automate reminders, approval steps, and post-review actions
  
• Link review results with growth plans, OKRs, and compensation changes
  

Let’s start by defining what a performance review template really is, and why Jira is the perfect place to build one.

What Is a Performance Review Template?

A performance review template is a repeatable structure used to evaluate employees and support their growth. It outlines the steps involved in the performance evaluation process, from setting up the review cycle to delivering personalized feedback.

Instead of juggling spreadsheets, Slack messages, and multiple tools, you can manage everything inside Jira, from review cycle setup to final feedback discussions, in a single, trackable workflow.

A performance review template in Jira helps:

• Align HR, managers, and team members on timelines and responsibilities
  
• Standardize review formats, rating scales, and evaluation criteria
  
• Create a repeatable framework for self-assessments, peer reviews, and manager feedback
  
• Link evaluations to career development plans, OKRs, and promotion decisions
  
• Track review periods, deadlines, and feedback progress in one place
  

In case you use Smart Templates and Smart Checklists in Jira for performance reviews, you can turn a complex HR cycle into a structured, automated, and collaborative workflow.

How to Build a Performance Review Template in Jira

A performance review cycle has many moving parts: deadlines, participants, review types, competencies, and approvals. Without a structured setup, things fall through the cracks.

Here’s how to set up a scalable, repeatable performance review process in Jira, using Smart Templates and Smart Checklists.

Step 1: Set Up the Review Cycle (HR’s Responsibility)

Each review starts with a Smart Template that creates a structured Jira issue for the review cycle.

Example issue title:

Epic: Performance Review – {{review_period}} | {{team}} | {{year}}

 Task: Performance Review Cycle Setup (HR) for {{review_period}} | {{team}}

 Task: Collect Performance Reviews for {{review_period}} | {{team}}

 Task: Approval Workflow for {{review_period}} | {{team}}

 Task: Results Release for {{review_period}} | {{team}}

HR uses this issue to define all key parameters of the review process:

• Review frequency: annual, bi-annual, or quarterly
  
• Scope: company-wide, specific teams, departments, or individuals
  
• Participant filters: use advanced filters to select target groups
  
• Review type: self-review, manager-only, 360-degree
  
• Evaluation format: free text, numeric ratings, category-based feedback
  
• Rating system: choose scale (1–5, 1–10, traffic light) and set weights for each competency
  
• Reviewer roles: define who evaluates whom (managers, peers, top management)
  
• Timeline and deadlines: schedule each review phase
  
• Notifications: send clear instructions and expectations to employees and managers
  

Smart Variables let you customize the template for different cycles:

• {{employee_name}}
  
• {{manager}}
  
• {{review_period}}
  
• {{team}}
  

Each item can be automatically created in your Jira project using custom fields, Smart Variables (like {{release_date}}, {{start_date}}, {{assignee}}), and linked directly to Agile boards or project dashboards.

Optimize your performance review process with Smart Templates

Try it free

Checklist: Performance Review Cycle Setup (HR)

Railsware team tip

Always communicate the why behind reviews. HR should share what the company aims to achieve and how the results will be used for both development and reporting purposes. Separate messages should be sent to employees and managers, tailored to their roles in the process. The main goal of HR team at this step is to ensure that the performance review process is aligned with company values, goals, and talent strategy.

Step 2: Collect Performance Reviews

Once the review cycle is launched, employees and managers receive prompts to complete their evaluations. HR monitors progress, sends reminders, and supports participants throughout the process.

In a 360-degree review, multiple people contribute feedback:

• Employees evaluate themselves
  
• Peers provide feedback
  
• Managers assess overall performance based on competencies, goals, and past input
  

Each contribution is captured directly in the Jira issue via Smart Checklists or linked forms.

Employee Responsibility

• Complete self-assessment
  
• Submit peer or upward feedback (optional, based on cycle type)
  
• Provide specific examples that reflect own performance and growth
  
• Highlight contributions, challenges, and areas for improvement
  

Checklist: Self-Evaluation

Railsware team tip

Encourage employees to reference past 1:1s, peer feedback, or project results. Self-reflection becomes more valuable with context.

Manager Responsibility

Managers evaluate each direct report based on:

• Goal progress and OKRs
  
• Feedback from peers and past reviews
  
• Notes from check-ins and 1:1 meetings
  
• Quality of work, teamwork, problem-solving, and initiative
  

Checklist: Manager Review

Optional: Use AI-generated summaries
Managers can include summaries from lifecycle blocks such as 1:1 notes, past feedback, and check-in highlights to support evaluation.

HR Role

Throughout the review process, HR specialists are responsible for:

• Monitoring submission progress and sending reminders to reviewers
  
• Supporting reviewers with questions or blockers
  
• Assisting managers with rating scale use or evaluation form clarification
• Ensuring fairness and consistency in collected reviews and recognition
  
• Ensuring feedback is constructive and aligned with company values and culture

Pro-tip

The main role of HR at this step is to ensure that all parties understand the process itself, how to submit reviews and why we use those specific skills for evaluation.

Checklist: HR Tasks

Pro-tip

HR teams should regularly check for bottlenecks and missed steps. Visibility into review progress helps keep the cycle on track.

Calibration Support

To ensure fairness and reduce bias, HR and Manager may conduct calibration:

• Compare ratings across similar roles or departments
  
• Identify inconsistencies or rating inflation
  
• Align feedback tone and outcomes across teams
  

Checklist: Calibration Support

Pro-tip

Prepare the feedback summaries (f.e. Using AI) which could be later shared to employees with the correct tone of voice.

Step 3: Approval Workflow

Once managers finalize reviews, HR or top management steps in to review final ratings, approve decisions, and align outcomes with broader company strategy. This phase ensures consistency, fairness, and readiness for follow-up actions like promotions or compensation reviews.

All approvals, feedback, and escalations are tracked in Jira, providing a transparent, audit-friendly workflow.

Top Management

Top Management or leadership stakeholders are responsible for reviewing cases that involve:

• Promotions
  
• Salary increases or bonuses
  
• Approve Performance improvement plans (PIPs) for critically low ratings
  

Checklist: Approver Review

Automation tip

You can automate notifications for cases with “high-impact” decisions. For example, any rating above 4.5 or below 2 triggers an automatic review from HR or C-level.

HR Role

HR facilitates the approval process, ensuring:

• All required reviews are submitted
  
• Decision-making follows consistent criteria
  
• All final ratings and decisions are properly documented
  

Checklist: HR Tasks (Approvals Phase)

Once this step is complete, results are locked for delivery.

Railsware team tip

Use structured labels and custom fields (e.g., PromotionApproved, FinalScore, BonusSuggested) to generate automated dashboards and reports for leadership.

Step 4: Results Release

After approvals are finalized and all adjustments (like compensation changes or promotions) are applied, the results are locked and shared with employees. This phase is critical for building trust, transparency, and clarity around the performance review process.

Jira becomes the central workspace where team members can access results, track feedback, and take ownership of their next steps.

For Employees

Each employee receives a performance summary that includes:

• Final performance rating
  
• Manager’s comments and feedback
  
• Key strengths and areas for development
  
• Suggested focus areas for the next review period
  

Checklist: HR Tasks (Result Delivery)

Railsware team tip

Personalize communication. Employees should receive clear, role-specific messages. Try to avoid a system-generated review. Include constructive feedback and highlight achievements to support future growth.

Optional: Internal Delivery via Slack or HR Tools

If your team uses Slack or an internal HR portal:

• Send a personal Slack message summarizing the key feedback
  
• Add a link to the detailed review inside Jira
  
• Highlight next steps or upcoming development conversations
  

For larger teams, this process can be automated using Jira webhooks or integrations with your HR stack.

Step 5: Review Meeting

Once employees receive their performance review, a structured 1-on-1 conversation follows. This is where ratings become actionable. Both manager and employee reflect on what went well, what could be improved, and what’s next.

Manager + Employee

The review meeting allows both parties to:

• Discuss performance openly
  
• Align expectations moving forward
  
• Set goals and create a development plan
  
• Address concerns or misunderstandings
  

Checklist: Manager’s Tasks (Review Meeting)

Railsware practice: Encourage managers to generate personalized development suggestions during the meeting. These might include:

• Role growth (e.g., path to senior or lead roles)
  
• Skill-building areas (problem-solving, initiative, quality of work)
  
• Soft or Hard skill focus (teamwork, communication, leadership)
  

Use Smart Checklists to turn those ideas into real, trackable action items in Jira.

Optimize your performance review process with Smart Templates

Try it free

Bring Clarity and Consistency to the Performance Review Process

Performance reviews shape your team’s growth, development plans, and career paths. A structured performance review template in Jira helps your HR team, managers, and employees stay aligned on expectations, evaluation criteria, and outcomes.

Instead of jumping between spreadsheets, Slack messages, and shared docs, you can manage the entire performance evaluation process in one place. Smart Templates and Smart Checklists help to make every performance review step, from setting up review cycles to tracking action items after review meetings, predictable and scalable.

This approach helps you:

• Align on evaluation criteria and performance goals
  
• Collect feedback from managers, peers, and direct reports
  
• Simplify review cycles and approvals
  
• Provide timely, constructive feedback with clear follow-up steps
  
• Create space for real career development
  

Smart Tools for Jira streamline the setup and execution of reviews, helping your team focus on what really matters: helping people grow.

FAQ: Performance Review Template in Jira

What is a performance review template used for?
A performance review template standardizes how teams conduct employee performance evaluations. It helps track timelines, responsibilities, feedback, and ratings — all inside your Jira project. You can reuse it for every review period.

Can I track employee goals and metrics in Jira?
Yes. Use issue fields or linked OKRs to track performance goals, then evaluate them during each review cycle. Smart Checklists help break down progress into measurable steps.

How do I gather peer feedback during 360 reviews?
Jira allows you to assign peer review tasks using checklists or linked issues. Responses can be collected anonymously or shared with managers, depending on your settings.

Can I automate reminders and deadlines for performance reviews?
Absolutely. Use Jira Automation to send notifications, escalate overdue reviews, or prevent transitions unless certain self-assessments, ratings, or feedback are submitted on time.

How can I evaluate soft skills like teamwork or initiative?
Use custom fields or checklist categories tied to competencies such as teamwork, problem-solving, or initiative. You can apply a rating scale or allow free-text feedback for more context.

Can I link performance data to compensation and promotions?
Yes. Once performance ratings are finalized and approved, you can tag relevant issues or integrate with compensation review tools. This ensures visibility and fairness in your HR workflows.

How does Jira help with continuous improvement?
Jira stores the full performance review history, including feedback, goals, and development plans. This gives managers and HR teams a real-time view of progress over time and helps define future performance expectations.

Can I customize the template for different roles or departments?
Yes. Use Smart Variables (e.g., {{employee_name}}, {{review_period}}, {{team}}) to tailor the template for each review cycle. This makes it scalable across functions like engineering, product, or marketing.

How can I track follow-up actions from the review meeting?
Use checklist items or linked issues to assign next steps, such as training, mentoring, or creating a development plan. This ensures feedback leads to real change.

Is this process suitable for new employees or probation reviews?
Definitely. You can create a simplified version of the template for new hires, focusing on onboarding goals, quality of work, and early feedback from managers.

Article by Viktoriia Golovtseva

Content Writer at TitanApps. Experienced Content Writer & Marketer, passionate about crafting strategic content that drives results and exploring the intersections of content and product marketing to create impactful campaigns. Dedicated to helping companies achieve their marketing goals through engaging storytelling and data-driven optimization.