Staff Evaluations let you evaluate staff performance throughout a season or year. Depending on how you set up the form, staff can complete a self-evaluation and directors can review and provide feedback for the coaches they oversee.
What you’ll find in this article
How to enable the Staff Evaluations module
How to create a Staff Evaluation form
How to build criteria using Ratings and Free Form questions
How to assign evaluatees and evaluators
How form statuses work (Incomplete, Active, Inactive)
Where to track submissions and review progress
Before you start
This is available on the web browser only.
To use Staff Evaluations, the Staff Evaluations module must be enabled in Club Options. If your club is interested in this module, reach out to your Client Success Team to learn more and have it turned on.
Step 1: Create a Staff Evaluation form
In the left navigation menu, go to Staff and then Forms.
Review any existing forms, or select + Add Staff Form to create a new one.
Note about form statuses on the Forms list
On the Staff > Forms page, each form will show one of these statuses:
Incomplete: The form has not been assigned to any Evaluatees or Evaluators.
Active: The form is within the Start Date and End Date window.
Inactive: The form is outside the Start Date and End Date window.
The forms list filter defaults to showing Active forms only. If you do not see a form you expect, update the filters to include all statuses.
For Form Type, select Staff Evaluation (this is currently the only option), then click Next.
Choose Create from scratch (this is currently the only option), then click Next.
Fill out the required fields:
Name: What staff will see
Internal Name: What admins see in Staff > Forms
Who is completing the form (Staff Evaluations allow you to assess staff performance over a season or year. There are two types of Staff Evaluations, depending on how the form is set up):
Coaches & Director of Coaching, or
Director of Coaching only
Director of Coaching Only: A director or admin completes an evaluation of a staff member. This is not a self-evaluation. The staff member will receive an email notifying them that their director or admin has completed an evaluation for them.
Self-Evaluation + Review: A staff member completes a self-evaluation first. Then, the assigned evaluator (a director, admin, or Director of Coaching) reviews the submission and provides feedback for the coaches they oversee.
Start Date and End Date
Click Save.
After saving, you will land on the Criteria tab to build the evaluation.
Step 2: Build the Criteria for your evaluation
On the Criteria tab, select + Add Criteria Group to start building the form. There are two types of criteria groups: Ratings and Free Form.
Option A: Ratings criteria groups
Ratings give a structured way to score skills and attributes. Directors of Coaching can use a slider to assign a numeric or text-based value that reflects current ability or development.
Select Ratings, then click Next.
Configure the criteria group:
Criteria Group Name (required)
Scoring Type (required)
Numeric: choose a scale from 1–10 (defaults to 1–5)
Non-Numeric: select a standard scoring range or create a custom range
Assign to (required): DOC & Coaches or Coaches Only
'Assign To' will display when "Coaches & DOC" is set as who is completing this form AND 'Visible To' will display when "DOC Only" is set as 'who is completing this form
Coach Only = only the coach will be asked to provide a rating for themselves
DOC & Coaches = the coach will be asked to provide a rating for themselves AND the DOC will be asked to also provide their rating for that coach when they review the coach self-evaluation.
'Visible To' means:
DOC Only = only admins and the DOC/staff assigned as evaluators on this form wDOC & Coaches = admins, the DOC/staff assigned as evaluators AND the coach being evaluated will see these ratings/comments
Description (optional)
Optional: Include a field for overall comments (checkbox)
Click Save.
After you save, the criteria group is added to the form, but it will start out empty.
Select + Add criterion to add items to the group.
You can choose standard criteria or create custom criteria.
Examples: Leadership, Communication, Teaching ability.
Option B: Free Form criteria groups
Free Form questions allow more detailed, personalized feedback.
Select Free Form, then create the group:
For DOC Only type forms - There will be an additional option for Free Form Questions. "Visible To" will display and similar to ratings, it will give the option to be visible to DOC Only or DOC & Coaches
For Coaches and Director of Coaching form types, there is no visible to/assign to option. The default behavior is that the coach would answer the questions and the DOC/Staff evaluating that coach can add comments but would not themselves be answering the question.
Criteria Group Name (required)
Description (optional)
Click Save.
Use + Add Question to add questions. You can choose from:
Large Text Area: One large text box response
List Small Text Area: A set number of small text boxes
List Large Text Area: A set number of large text boxes
Enter the Question text (this is the prompt staff will respond to).
Additional options:
For Large Text Area questions, you can optionally:
Limit the response length
Mark the question as required
For List questions, you can:
Set Number of Answers to control how many response boxes appear.
Example: “Top 3 strengths” with Number of Answers set to 3 will show three separate text boxes.
Limit the response length
Mark the question as required
Step 3: Review and adjust the other form tabs
Once your Criteria is built, you can use the other tabs to manage timing, assignments, and progress.
Settings tab
Use this tab to adjust:
Start and end dates
Description
Form names (staff-facing Name and admin-facing Internal Name)
Assignments tab
Use this tab to decide who completes the form and who reviews it.
Select + Evaluatees to assign the Staff Form to specific coaches and or team managers.
You can assign up to 100 staff members.
Use the Evaluators dropdown to assign evaluators who will review after staff complete their self-evaluation portion.
Evaluators can be specific Club Admins and or Directors.
Submissions tab
Use this tab to track completion and review progress:
Evaluatee Status shows whether the coach or team manager has submitted their portion.
Evaluator Status shows whether the assigned evaluator has completed their review portion.
If you run into issues
If you do not see Staff > Forms, confirm the Staff Evaluations module is enabled in Club Options.
If you cannot assign someone as an evaluatee, confirm they are a coach or team manager and that you have not exceeded the 100-person limit.
FAQs
Why don’t I see Staff > Forms?
Confirm the Staff Evaluations module is enabled in Club Options.
Why can’t I find a form I created?
The forms list filter defaults to showing Active forms only. Update your filters to include Incomplete, Active, and Inactive.
Why can’t I assign someone as an evaluatee?
Confirm they are a coach or team manager and that you have not exceeded the 100-person limit.
Where do I track completion and review progress?
Open the form and use the Submissions tab to review Evaluatee Status and Evaluator Status.