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KPI Templates

A KPI Template defines what employees are evaluated on during a performance cycle. It is a reusable set of weighted items — each item represents a performance dimension, and the weights determine how much each dimension contributes to the overall score.

Templates are assigned to departments when publishing a KPI cycle, so the same template can be used across multiple departments and multiple cycles.

Viewing Templates​

Click KPI Templates in the sidebar. The list shows all templates with their names, number of items, and current usage status.

Creating a Template​

  1. Click New Template.
  2. Fill in the template details:
FieldRequiredDescription
Template Name✅ YesA clear, descriptive name (e.g., Engineering Team — Q1 2026)
Job PositionNoOptional — associate the template with a specific job position for reference
Employee GradeNoOptional — associate with a grade level (T0 through M4)
  1. Add KPI items. For each item:
FieldRequiredDescription
Item Name✅ YesThe performance dimension being measured (e.g., Code Quality, Attendance, Team Collaboration)
Weight✅ YesThe percentage contribution of this item to the overall score
  1. Ensure all weights add up to exactly 100%. The form shows a running total as you add items.
  2. Click Save.
tip

Keep item names specific and measurable. Vague items like "Performance" are hard for employees and managers to score consistently. Instead, use "Delivery of assigned tasks on time" or "Communication with stakeholders".

Editing a Template​

  1. Find the template in the list.
  2. Click Edit.
  3. Update the name, items, or weights as needed.
  4. Click Save.
Templates in active cycles

A template that is assigned to a published KPI cycle cannot be edited. Make a copy or create a new template for the next cycle.

Deleting a Template​

  1. Find the template in the list.
  2. Click Delete and confirm.

Templates that are currently assigned to any cycle — published or draft — cannot be deleted.

Importing Templates​

For bulk creation, you can import multiple templates from a spreadsheet. This is the recommended approach when setting up templates for a large workforce.

How the Import Works​

Each row in the import file represents one KPI item. Rows are automatically grouped into templates by matching entity_name + department_name + designation + emp_grade. All rows in the same group become one template.

The template name is auto-generated as {Designation} - {Grade} (e.g., PHP Laravel Developer - E2). You do not need to provide it manually.

Spreadsheet Columns​

Use a single sheet with these columns:

ColumnRequiredDescription
entity_name✅ YesMust match an existing entity exactly (e.g., Hayo, Slick)
department_name✅ YesMust match an existing department within that entity
designation✅ YesMust match the employee's job title exactly (case-insensitive)
emp_grade✅ YesGrade code: T0, E1, E2, E3, M1, M2, M3, M4
status✅ Yesactive or inactive
item_title✅ YesThe KPI item name (e.g., Code Quality, Delivery)
item_descriptionNoOptional description of what the item measures
item_weight✅ YesWeight as a number (e.g., 30) — all items in a group must sum to exactly 100

Example​

entity_name  | department_name | designation          | emp_grade | status | item_title    | item_description               | item_weight
Hayo         | Development     | PHP Laravel Developer | E2       | active | Code Quality  | Maintain low defect rate       | 35
Hayo         | Development     | PHP Laravel Developer | E2       | active | Delivery      | Sprint commitments on time     | 35
Hayo         | Development     | PHP Laravel Developer | E2       | active | Collaboration | Coordinate with team           | 30

These 3 rows create one template named PHP Laravel Developer - E2 with 3 KPI items totalling 100%.

Important Rules​

  • designation must match the employee's job_title exactly (spacing is normalized, case is ignored).
  • All item weights within a group must sum to exactly 100.
  • If a template already exists for a given entity + department + designation + grade combination, those rows will fail with a duplicate error.
  • Item titles must be unique within the same template group.
  • status must be active or inactive and must be consistent across all rows in the same group.

Starter File​

A pre-filled starter file based on your current employee data is available in the docs/import-samples/ folder of the project as kpi-template-import-starter.xlsx. It contains all unique entity/department/designation/grade combinations from your workforce with placeholder KPI items by grade level. Review and customize the items and weights before importing.

Running the Import​

  1. On the KPI Templates page, click Import.
  2. Upload your completed spreadsheet (CSV, XLSX, or XLS accepted, max 10 MB).
  3. The system validates all rows and groups.
  4. A summary is returned showing how many templates were created and how many rows failed.
  5. If any rows fail, download the error report, correct the issues, and re-import only the corrected rows.
📸 Screenshot needed

File: static/img/hr-admin-guide/kpi-templates-import-result.png Show: The import result summary showing total rows, successful templates created, failed rows, and a download link for the error report.

Scoring Reference​

Items are scored on a 1–5 scale during evaluation:

ScoreLabel
1Poor
2Below Average
3Average
4Good
5Excellent

Overall score formula:

Overall % = Σ (Manager Score / 5 × Item Weight)

Example — 3 items with weights 40%, 35%, 25% and manager scores 4, 3, 5:

= (4/5 × 40) + (3/5 × 35) + (5/5 × 25)
= 32 + 21 + 25
= 78%