> ## Documentation Index
> Fetch the complete documentation index at: https://help.gowindmill.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Progress Tracking
> Monitor performance review completion across employees, managers, and teams in Windmill with progress dashboards, reminders, and per-stage status visibility.
During a performance review cycle, managers and cycle admins need visibility into who has completed their reviews and who still has outstanding tasks. Windmill provides dedicated views for tracking progress at different levels.
## For managers: My Team
The **My Team** view shows managers the review status for all their direct reports in one place.
To access My Team, go to the active cycle and click the **My Team** tab.
### What my team shows
My Team displays a review packet for each direct report, including:
* **Employee name and role**
* **Self review status** — Not started, in progress, or submitted
* **Peer review status** — For peer feedback they're providing to others
* **Upward review status** — If they have direct reports, their upward feedback status
* **Manager review status** — The status of your review for this employee (not started, in progress, submitted)
Managers can click into any employee to see their complete packet and start drafting (or continue drafting) the manager review.
### Manager review status
The manager review column shows where you are in the drafting process for each direct report:
* **Not Started** — You haven't opened the packet yet
* **In Progress** — You've started but haven't submitted
* **Submitted** — You've finalized and submitted the review
This makes it easy to see at a glance which reviews still need attention.
## For cycle admins: All Todos
The **All Todos** tab gives cycle admins org-wide visibility into review progress across the entire cycle, with a single list of every outstanding review task so you can remind non-responders directly from the platform.
To access All Todos, open the active cycle, click **Admin** in the top right, then select the **All Todos** tab.
### What All Todos shows
All Todos displays review packets for every participant in the cycle, including:
* **Employee name, role, and manager**
* **Self review status**
* **Peer nomination status**
* **Peer feedback status** (feedback they're providing)
* **Upward review status**
* **Manager review status** (their manager's review of them)
Cycle admins can filter and search to find specific employees or teams, and click into any packet to see full details.
### Filtering and search
Use the search and filter controls to narrow down the view:
* **Search by name** — Find a specific employee
* **Filter by department** — See completion rates for Sales, Engineering, etc.
* **Filter by team** — Drill into specific teams
* **Filter by manager** — View all direct reports of a specific manager
This makes it easy to identify where follow-up is needed (e.g., "Engineering self reviews are at 60% completion").
### Nudging non-responders
From All Todos, you can manually remind reviewers who haven't responded yet:
* **Nudge** — Click the **Nudge** button next to any individual row to send that reviewer a reminder.
* **Nudge All** — Click **Nudge All** to send reminders to every non-responder in the current view in bulk.
* **Filter, then nudge** — Use the filters (by stage, department, team, or manager) to narrow the list to a subset, then click **Nudge All** to nudge just that group.
To prevent notification fatigue, Windy waits at least 15 minutes between nudges to the same person.
### Exporting ratings and review data
Cycle admins can export per-employee data—including each person's final **Rating**—from the All Todos tab. This is the best way to pull a list of ratings for a recently completed cycle.
To export ratings:
Go to **Performance Reviews** and open the cycle you want to export from. You can do this for active or completed cycles.
Open **Admin** in the top right, then click the **All Todos** tab to see every participant in the cycle.
Click **Export** in the top right of the All Todos view.
In the export dialog, select the relevant questions you want to include in the export—for example, the rating question and any other review questions whose responses you want to pull for each employee.
Confirm the export to download the CSV. Open it in Excel, Google Sheets, or your analytics tool to review or share ratings.
## Review status definitions
Throughout the cycle, reviews move through several states:
| Status | Meaning |
| --------------- | --------------------------------------------------------------------- |
| **Not Started** | The review stage is open, but the employee/manager hasn't started yet |
| **In Progress** | The review has been started but not completed |
| **Submitted** | The review has been completed and submitted |
For manager reviews specifically:
| Status | Meaning |
| --------------- | -------------------------------------------------- |
| **Not Started** | The review packet is available but not opened |
| **In Progress** | The manager has started drafting |
| **Submitted** | The manager has finalized and submitted the review |
## Peer nominations tracking
Both managers and employees can track peer nomination progress. When peer nominations are part of the cycle, a **Peer Nominations** tab shows:
* How many peer nominations are required
* How many have been submitted
* Which peers have been nominated
This helps ensure everyone completes nominations before the feedback phase begins.
## Automated reminders
Windmill automatically sends reminders to keep reviews on track. By default, Windy sends two reminders per stage to anyone who hasn't completed their review:
* **When a stage opens** — Windy notifies participants that the stage is now open
* **12 hours before the deadline** — Windy sends a final reminder before the stage closes
Reminders are sent via Slack by Windy as direct messages.
### Deadline digest emails
Cycle admins can also enable **Deadline digest emails** for a cycle. This setting is off by default. These emails are separate from the automatic Slack reminders.
When this setting is on, Windmill sends one email for each enabled cycle around 9 AM on weekdays in each recipient's local timezone. The email includes:
* Incomplete tasks that are due within the next 48 hours
* Incomplete tasks that are overdue
* Pending peer nomination approvals
The email can include self reviews, peer nominations, peer feedback, upward reviews, and manager reviews. Windmill sends an email only when the recipient has matching work.
To enable the emails:
1. For a new cycle, turn on **Send deadline digest emails** in the **Overview** step.
2. For an existing cycle, open **Admin → Settings**, click **Edit**, and turn on **Send deadline digest emails**.
### Manual nudges
In addition to automated reminders, cycle admins can manually nudge non-responders at any time from the **All Todos** tab. Use the per-row **Nudge** button, **Nudge All** to nudge everyone in the current view, or filter to a subset first to nudge a specific group. See [For cycle admins: All Todos](#for-cycle-admins-all-todos) for details.
## Following up on incomplete reviews
When you spot incomplete reviews in My Team or All Todos:
1. **Identify who's behind** — Look for "Not Started" or "In Progress" status
2. **Check the deadline** — See how much time is left
3. **Nudge from All Todos** — Open **Admin → All Todos** and use **Nudge** or **Nudge All** to remind non-responders directly in the platform
4. **Extend deadlines if needed** — Adjust stage deadlines in the cycle configuration
Cycle admins can also see patterns (e.g., one manager's entire team is behind) and follow up at the team level.
## Tracking after submission
Once managers submit reviews:
* My Team and All Todos show "Submitted" status
* If calibration is part of the cycle, cycle admins can track its status from the **Calibrations** card in **Admin → Overview**
* After calibration (if applicable), reviews are ready to share with employees
The tracking views update in real-time as employees and managers complete their tasks.
## Checking calibration coverage
The **Calibrations** card in **Admin → Overview** shows total, in-progress, and completed calibrations with reviewee counts. To confirm roster coverage, open the calibration's **Table** view and compare it with **All Todos**. A facilitator can update the [reviewee roster](/features/calibrations/setup#update-an-active-calibration) when someone is missing.
## Insights
The **Insights** tabs aggregate submitted answers into question-level charts and AI summaries. Managers can analyze their reporting hierarchy, while cycle admins can analyze the full cycle from **Admin → Insights**.
Learn more about [Insights](/features/performance-reviews/insights), including review-packet and calibration Insights.
## Analytics
The **Analytics** page provides comprehensive visibility into performance review progress with detailed metrics and completion rates. This is available to cycle admins for monitoring the entire cycle.
### Accessing analytics
To access the Analytics dashboard, go to the active cycle and click the **Analytics** tab. This view is restricted to cycle admins.
### What analytics shows
The Analytics dashboard provides metrics for each stage of the review cycle:
**Participation rates** — High-level completion percentages for:
* Self reviews
* Peer nominations
* Peer reviews (feedback provided to others)
* Upward feedback
* Manager reviews
Each metric displays:
* Total number of participants
* Number completed
* Completion percentage
* Number outstanding or overdue
**Review status breakdowns** — Detailed counts for each stage showing:
* **Not Started** — Employees/managers who haven't opened the review yet
* **In Progress** — Reviews that have been started but not submitted
* **Submitted** — Completed and submitted reviews
You can click into any statistic to see the full list of employees in that state. For example, clicking "Not Started" under Self Reviews shows all employees who haven't opened their self review.
### Filtering and drilling down
The Analytics dashboard supports powerful filtering to identify bottlenecks:
* **By department** — View completion rates for Engineering, Sales, etc.
* **By team** — Drill into specific teams within a department
* **By manager** — See progress for all direct reports of a specific manager
* **By individual** — Look up a specific employee's status across all review types
When you filter by department or team, you can quickly identify where follow-up is needed (e.g., "Engineering self reviews are at 60% completion").
### Overdue reviews
The Analytics dashboard highlights overdue reviews separately with warning indicators. Overdue tasks appear in a dedicated section showing:
* Employees who missed the self review deadline
* Employees who didn't submit peer nominations or feedback on time
* Managers who haven't submitted performance assessments by the deadline
This makes it easy to send targeted follow-ups.
### Exporting data
You can export analytics data for external reporting:
1. Navigate to the desired data view (e.g., Self Reviews - Not Started)
2. Click **Export to CSV**
3. Open the file in Excel, Google Sheets, or your analytics tool
Exported data includes employee names, statuses, departments, managers, and timestamps.
To export per-employee **Rating** values for a cycle, use the All Todos tab instead. See [Exporting ratings and review data](#exporting-ratings-and-review-data).
### Common use cases
**Following up on incomplete reviews:**
1. Go to Analytics → Self Reviews → Not Started
2. Open **Admin → All Todos** and filter to the same group, or note the names
3. Click **Nudge All** to remind everyone in the filtered view, or use the per-row **Nudge** button for specific people
4. Monitor the dashboard to see completion rates improve
**Identifying manager bottlenecks:**
1. Go to Analytics → Manager Reviews → In Progress
2. Filter by manager to see which managers have the most outstanding reviews
3. Reach out to understand if they need support or an extension
**Reporting to leadership:**
1. Take a screenshot of the overall participation rates
2. Export detailed data for each stage
3. Include insights like "85% of employees completed self reviews within 3 days"
4. Highlight teams or departments that need attention
## Related reading
* [Performance Reviews](/features/performance-reviews) — Overview of the complete review process
* [Cycles](/features/performance-reviews/cycles) — Set up stages and deadlines
* [Self Reviews](/features/performance-reviews/self-reviews) — Employee self-reflection and performance assessment
* [Peer Reviews](/features/performance-reviews/peer-reviews) — Collect structured peer feedback
* [Upward Reviews](/features/performance-reviews/upward-reviews) — Feedback from direct reports about their manager
* [Manager reviews](/features/performance-reviews/manager-reviews) — How managers draft and submit reviews
* [Calibrations](/features/calibrations) — Review and adjust ratings after submission
* [Insights](/features/performance-reviews/insights) — Analyze review responses across a team or cycle
* [Sharing reviews](/features/performance-reviews/releasing-reviews) - Share finalized packets with employees