Performance Review Scheduler & Reminder Automation for HR

What This Agent Does

The Performance Review Reminder Agent is an intelligent automation workflow that streamlines your HR processes by automatically identifying upcoming performance reviews, sending timely email reminders to relevant stakeholders, updating calendar events, and notifying your HR team via Slack. This workflow runs every morning at 8 AM, ensuring no performance review falls through the cracks.

Key benefits and time savings:

• Eliminates manual reminder emails – Save 15-20 minutes daily by automating stakeholder notifications
• Reduces missed reviews – Automated filtering ensures all upcoming reviews are captured and tracked
• Centralizes communication – Consolidates reminders, calendar updates, and HR notifications in one workflow
• Improves accountability – Real-time Slack notifications keep your HR team informed and responsive
• Maintains data accuracy – Automatically updates review status in your source spreadsheet

Target use cases:

• Mid-to-large organizations managing multiple performance reviews monthly
• HR departments coordinating reviews across multiple departments
• Companies requiring audit trails and status tracking for compliance
• Teams using Google Workspace and Slack as primary communication tools

Who Is It For

This workflow is ideal for:

• HR Managers and Coordinators who manage performance review schedules and need to send consistent reminders
• People Operations Teams seeking to automate routine communication tasks
• Department Heads coordinating reviews across their teams
• Organizations using Google Workspace with existing Google Sheets and Calendar infrastructure
• Teams already leveraging Slack for internal communications and notifications

No coding experience is required—TaskAGI handles all the automation logic for you.

Required Integrations

Google Sheets

Why it's needed: Google Sheets serves as your centralized database for storing performance review schedules, employee information, and review status tracking. The workflow reads upcoming reviews from your sheet and updates status fields as reminders are sent.

Setup steps:

1. Navigate to Integrations in your TaskAGI dashboard
2. Search for and select Google Sheets
3. Click Connect and authorize TaskAGI to access your Google account
4. Grant permissions for reading and writing spreadsheet data
5. Verify the connection shows as Active

How to obtain credentials:

• Google Sheets uses OAuth 2.0 authentication—no manual API key needed
• Simply sign in with your Google account during the authorization process
• TaskAGI securely stores your credentials and refreshes them automatically

Configuration in TaskAGI:

• Ensure your review schedule spreadsheet is accessible to the Google account you're authorizing
• Note the Sheet URL from your browser's address bar (format: https://docs.google.com/spreadsheets/d/SHEET_ID/edit)
• You'll paste this URL into the "Get Review Schedule" node configuration

Email

Why it's needed: Email is the primary communication channel for sending performance review reminders to employees and managers. The workflow personalizes each email with employee names and review details.

Setup steps:

1. Go to Integrations and select Email
2. Choose your email provider:
   • Gmail – Click Connect with Google, authorize your account
   • Outlook/Office 365 – Click Connect with Microsoft, authorize your account
   • Custom SMTP – Enter your mail server details (host, port, username, password)
3. Complete the authorization flow
4. Verify the connection displays as Active

How to obtain credentials:

• Gmail users: Use your standard Google account credentials (OAuth handles the rest)
• Outlook users: Use your Microsoft 365 account credentials
• SMTP users: Contact your email administrator for server details (typically port 587 for TLS)

Configuration in TaskAGI:

• Set the From Address to your HR department email (e.g., hr@company.com)
• The "Send Email Reminder" node will automatically populate recipient addresses from your Google Sheet
• Email templates are pre-configured but can be customized with dynamic fields like [[nodes.5983.employeeName]]

Google Calendar

Why it's needed: Google Calendar integration ensures that performance review events are kept current and synchronized. The workflow automatically updates calendar event details as reminders are sent, maintaining a single source of truth for scheduling.

Setup steps:

1. Open Integrations and search for Google Calendar
2. Click Connect and authorize with your Google account
3. Grant TaskAGI permission to modify calendar events
4. Select the calendar where your review events are stored (typically your primary calendar)
5. Confirm the connection is Active

How to obtain credentials:

• Google Calendar uses the same OAuth 2.0 authentication as Google Sheets
• Authorize with the same Google account that owns your review calendar
• No additional API keys required

Configuration in TaskAGI:

• Ensure all performance review events are created in your Google Calendar beforehand
• The workflow will match reviews from your spreadsheet to calendar events by date and attendee
• Calendar events will be updated with reminder status and timestamps

Slack

Why it's needed: Slack provides real-time notifications to your HR team, ensuring visibility into workflow execution and any issues that arise. Daily summaries and alerts keep everyone informed without requiring manual status checks.

Setup steps:

1. Navigate to Integrations and select Slack
2. Click Connect and authorize your Slack workspace
3. Grant TaskAGI permission to send messages to your workspace
4. Select the channel where HR notifications should be posted (e.g., #hr-operations or #performance-reviews)
5. Verify the connection shows as Active

How to obtain credentials:

• Slack uses OAuth 2.0—simply authorize with your workspace admin account
• TaskAGI creates a bot user in your workspace automatically
• No manual token generation required

Configuration in TaskAGI:

• Choose a dedicated Slack channel for performance review notifications
• The "Notify HR on Slack" node will send a summary message each morning
• Messages include count of reminders sent and any errors encountered

Configuration Steps

Step 1: Configure the Schedule Trigger

The Daily Check at 8 AM node controls when your workflow runs.

1. Click the Daily Check at 8 AM node
2. Set Trigger Type to Schedule Interval
3. Configure Frequency:
   • Select Daily
   • Set Time to 08:00 AM
   • Choose your Timezone (e.g., America/New_York)
4. Save the configuration

Why 8 AM? This gives your HR team time to review notifications before the workday progresses, allowing them to address any scheduling conflicts early.

Step 2: Connect Your Google Sheet

The Get Review Schedule node retrieves your performance review data.

1. Click the Get Review Schedule node
2. Paste your Sheet URL in the sheet_url field
3. Specify the Sheet Name (e.g., Performance Reviews)
4. Define Column Headers your sheet contains:
   • employeeName – Name of the employee being reviewed
   • employeeEmail – Email address for sending reminders
   • reviewDate – Scheduled review date
   • reviewerName – Manager conducting the review
   • reviewerEmail – Manager's email address
5. Click Test Connection to verify access
6. Save the configuration

Example sheet structure:

| Employee Name | Employee Email | Review Date | Reviewer Name | Reviewer Email |
|---|---|---|---|---|
| Sarah Johnson | sarah@company.com | 2024-02-15 | Mike Chen | mike@company.com |
| James Rodriguez | james@company.com | 2024-02-16 | Lisa Park | lisa@company.com |

Step 3: Filter Upcoming Reviews

The Filter Upcoming Reviews node identifies which reviews are coming up within the next 7 days.

1. Click the Filter Upcoming Reviews node
2. Set Filter Criteria:
   • Field: reviewDate
   • Operator: is between
   • Start Date: today
   • End Date: today + 7 days
3. This ensures only relevant reviews are processed
4. Save the configuration

Step 4: Configure the Conditional Check

The Reviews Scheduled? node prevents unnecessary processing if no reviews are upcoming.

1. Click the Reviews Scheduled? node
2. Set Condition: filtered_reviews.length > 0
3. This ensures the workflow only continues if reviews exist
4. Save the configuration

Step 5: Set Up the Loop

The Loop Through Reviews node processes each upcoming review individually.

1. Click the Loop Through Reviews node
2. Set Loop Source: filtered_reviews (output from the filter node)
3. This automatically iterates through each review
4. No additional configuration needed

Step 6: Prepare Review Data

The Prepare Review Data node formats information for emails and calendar updates.

1. Click the Prepare Review Data node
2. Create the following data mappings:
   • employeeName → [[nodes.5983.employeeName]]
   • employeeEmail → [[nodes.5983.employeeEmail]]
   • reviewDate → [[nodes.5983.reviewDate]]
   • reviewerName → [[nodes.5983.reviewerName]]
   • reviewerEmail → [[nodes.5983.reviewerEmail]]
3. Save the configuration

Step 7: Configure Email Reminders

The Send Email Reminder node sends personalized emails to employees and managers.

1. Click the Send Email Reminder node
2. Set Recipients:
   • To: [[nodes.5983.employeeEmail]], [[nodes.5983.reviewerEmail]]
   • CC: (optional) hr@company.com
3. Set Subject: Performance Review Reminder - [[nodes.5983.employeeName]]
4. Set Body:

   Hello,
   
   This is a friendly reminder about an upcoming performance review scheduled for [[nodes.5983.reviewDate]].
   
   Employee: [[nodes.5983.employeeName]]
   Reviewer: [[nodes.5983.reviewerName]]
   
   Please ensure both parties are prepared and available at the scheduled time.
   
   Best regards,
   HR Team
   

5. Set Send Time: Immediately
6. Save the configuration

Step 8: Update Calendar Events

The Update Calendar Event node keeps your Google Calendar synchronized.

1. Click the Update Calendar Event node
2. Set Event Matching: Match by title and date
3. Set Update Fields:
   • Add a note: Reminder sent on [[current_date]]
   • Set status: Confirmed
4. Save the configuration

Step 9: Configure Slack Notification

The Notify HR on Slack node sends a summary to your HR team.

1. Click the Notify HR on Slack node
2. Set Channel: #hr-operations (or your chosen channel)
3. Set Message:

   📋 Performance Review Reminder Summary
   
   Reminders sent: [[loop.count]]
   Date: [[current_date]]
   Time: [[current_time]]
   
   All upcoming reviews within 7 days have been processed.
   

4. Set Notification Type: Summary
5. Save the configuration

Step 10: Update Review Status

The Update Review Status node marks reviews as processed in your spreadsheet.

1. Click the Update Review Status node
2. Set Sheet URL: (same as Step 2)
3. Set Update Criteria:
   • Find rows where employeeName matches [[nodes.5983.employeeName]]
   • Update column reminderSent to Yes
   • Update column lastReminderDate to [[current_date]]
4. Save the configuration

Testing Your Agent

Test Execution Steps

1. Prepare Test Data

• Create 2-3 test entries in your Google Sheet with review dates within the next 7 days
• Ensure email addresses are valid (use your own email for testing)
• Save the spreadsheet

2. Run a Manual Test

• In TaskAGI, click the Daily Check at 8 AM node
• Select Run Test from the dropdown menu
• The workflow will execute immediately (ignoring the 8 AM schedule)

3. Verify Each Step

4. Success Indicators

• ✅ All emails arrive within 2 minutes
• ✅ Email subject includes the employee name
• ✅ Calendar events are updated with timestamps
• ✅ Slack message shows correct reminder count
• ✅ Google Sheet status columns are updated
• ✅ No error messages in the TaskAGI execution log

5. Troubleshooting

• Emails not sending? Verify email addresses in your sheet are correct
• Calendar not updating? Ensure review events exist in Google Calendar with matching dates
• Slack message missing? Confirm TaskAGI bot has permission to post in your channel
• Sheet not updating? Check that column names match exactly (case-sensitive)

Once testing is complete and all indicators pass, your workflow is ready for production. Enable the schedule trigger, and your performance review reminders will run automatically every morning at 8 AM!