> ## Documentation Index
> Fetch the complete documentation index at: https://docs.topicflow.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Timelines, Status, and Reminders

> Managing review cycles, deadlines, and completion tracking

# Timelines, Status, and Reminders

Review cycles have deadlines and dependencies. Topicflow helps track who's completed their reviews, who's overdue, and what's still needed.

## Review cycle timeline

A typical review cycle has several phases:

**1. Setup** (HR/People team)

* Define review period (e.g., Q1 2025)
* Select participants
* Configure review format
* Set deadlines

**2. Self-reviews** (employees)

* Deadline: typically 1-2 weeks
* Employees complete self-assessments

**3. Peer feedback** (if applicable)

* Deadline: overlaps with or follows self-reviews
* Peers submit feedback

**4. Manager reviews** (managers)

* Deadline: typically 1-2 weeks after self-reviews
* Managers write reviews

**5. Calibration** (leadership)

* Happens after manager reviews are drafted
* Ratings are aligned across teams

**6. Review delivery** (managers)

* Managers meet with employees to discuss reviews
* Reviews are shared in Topicflow

**7. Follow-up** (ongoing)

* Development goals and action items are tracked

## Tracking review status

Topicflow shows:

* Who has completed their self-review
* Who has submitted peer feedback
* Which manager reviews are complete
* Who is overdue

**For employees:**
See whether you've completed:

* Your self-review
* Peer feedback requests

**For managers:**
See which direct reports have:

* Completed self-reviews
* Had peer feedback submitted
* Had reviews written

**For HR/People teams:**
See completion rates across the organization:

* Percentage of self-reviews complete
* Percentage of manager reviews complete
* Who is blocked or overdue

## Reminders and notifications

Topicflow sends reminders for:

* Upcoming review deadlines
* Overdue self-reviews
* Pending peer feedback requests
* Manager reviews not yet started

**Customizable reminders**
Organizations can configure:

* How far in advance to remind
* How often to send overdue reminders
* Who receives escalation notifications

## Common deadlines and dependencies

**Self-reviews before manager reviews**
Employees typically complete self-reviews first, so managers can reference them.

**Peer feedback before manager reviews**
Managers often wait for peer feedback to be submitted before finalizing reviews.

**Manager reviews before calibration**
All manager reviews need to be drafted before calibration can happen.

**Calibration before delivery**
Reviews aren't shared with employees until after calibration (if applicable).

## What to do if you're behind

**If you're an employee:**

* Complete your self-review as soon as possible
* If you're blocked, let your manager know

**If you're a manager:**

* Prioritize overdue reviews
* Use Topicflow AI to speed up drafting
* If you need more time, communicate with HR/People team

**If you're HR/People team:**

* Send reminders to overdue participants
* Offer support or extensions if needed
* Track blockers and escalate if necessary

## Best practices

**Start early**
Don't wait until the deadline. Self-reviews and manager reviews take time.

**Set realistic deadlines**
Give employees and managers enough time to write thoughtful reviews.

**Communicate expectations**
Make sure everyone knows what's expected and when.

**Track completion proactively**
Check status regularly and send reminders to those who are behind.

**Use Topicflow AI to save time**
For both self-reviews and manager reviews, AI can help draft content quickly.

## What's next

<CardGroup cols={2}>
  <Card title="Writing effective reviews" icon="pen" href="/reviews/writing-effective-reviews">
    Learn how to write reviews efficiently
  </Card>

  <Card title="AI-assisted reviews" icon="sparkles" href="/reviews/ai-assisted-reviews">
    Speed up review writing with AI
  </Card>

  <Card title="Programs" icon="calendar" href="/programs">
    Learn about review programs and cycles
  </Card>
</CardGroup>