Promotion gates · Workforce Intelligence docs

Promotion gates decide how much stands between a Coworker or App and its next phase. For each move, you choose one of three rules. The gates apply to everyone in the company and are separate from the Coworker creation setting: the creation setting controls how a Coworker starts, and promotion gates control how it moves forward. Changing one never changes the other.

You need the admin ability to change the gates.

Separately from the gates, when a Supervisor advances a Coworker from Internship or Apprenticeship the dialog shows a non-blocking Little recent usage warning if people have barely used it. You set what counts as low in the Low-usage warning row of the card (see below).

Open the page#

Select Settings, then the Coworkers & Apps tab.
On the Hiring and promotion card, select Manage.
Scroll to the Promotion gates card below the Coworker creation section.

The card has one row for each move: Interview to Internship, Internship to Apprenticeship and Apprenticeship to Full-time. Each row summarizes its current rules, for example "Coworkers: 2 criteria + approval · Apps: Open". Retiring (Sunset) is never gated.

Below the three moves, a Warnings heading holds the Low-usage warning row, described under Low-usage warning.

The card follows the Product areas switches in Features. The Coworkers section, the Warnings heading with its Low-usage warning row, and the Coworkers part of each row's summary are shown while Coworkers is on. The Apps section and the Apps part of each summary are shown while Apps is on. With both off, the card is not shown.

Configure a move#

Select Configure on the row. The dialog is titled "Promotion gate:" followed by the move.
Pick a rule for Coworkers and a rule for Apps. Each has its own section.
Select Save.

The rule applies to the next promotion anyone attempts. Coworkers and Apps already waiting for a decision are checked again when an approver decides.

The three rules#

Rule	What it means
Open	Supervisors and Builders promote freely, with the sign-off statement.
Approval only	An admin or executive must approve every promotion.
Measurable criteria	These measures must be met before a promotion can be submitted.

Measurable criteria#

Tick the measures to require. Each has a Pass mark and a Window (days). The window is how many recent days of activity are counted; it defaults to 30 and accepts 1 to 365.

Measure	Applies to	Pass mark	How it is measured
Adoption	Coworkers and Apps	% of the group	The share of the group being left that used the Coworker or App in the window. Internship to Apprenticeship measures the Internship cohort; Apprenticeship to Full-time measures the Apprenticeship cohort.
Engagement	Coworkers	Average interactions per person	The average number of interactions per person who used the Coworker in the window.
Feedback rating	Coworkers	% thumbs-up	The share of thumbs-up ratings in the window. At least 5 ratings are needed.

Apps are measured on Adoption only. Work done automatically by triggers does not count toward Coworker adoption or engagement; only what people do themselves does.

A measure needs a group from an earlier phase to compare against, so Measurable criteria is not offered for Interview to Internship. Use Open or Approval only there.

A measure with too little data counts as not met, never as passing. The dialog for the person promoting shows it as Not enough data. For Apps this includes the first days after you start recording use (see below).

Tick Also require approval to make an admin or executive approve a promotion after its measures are met. Leave it unticked to let the Supervisor or Builder promote as soon as the measures are met.

Apply a rule to every move#

Tick Apply this Coworkers rule to all transitions (or the Apps version) to replace the rule on every move. Measurable criteria cannot be copied to Interview to Internship; that move keeps its current rule, and the dialog says so.

What people see#

Measurable criteria: the advance dialog shows each requirement with where it stands (Met, Not met or Not enough data) and what it needs. Move to is unavailable until every measure is met.
Approval required: the dialog's button reads Request approval. Nobody advances the Coworker or App directly, admins included. The request goes to approvers, and the move happens when one approves it.
Open: nothing changes from a plain advance.

The measures are checked again at the moment of approval, so a request that no longer meets its criteria cannot be approved.

Who approves#

Approvers are people with the admin or executive ability.

An admin can approve any request, including one they filed.
An executive who is not an admin cannot approve a request they filed; another admin or executive has to.
The person who filed a request can withdraw it.
Approvers can decline a request with a note. The note is shown to the requester, and the Coworker or App stays in its phase.

Pending requests appear in a Promotion requests · awaiting approval section on the Coworkers page and on the Apps page. Approvers see every request; Supervisors and Builders see the ones they filed. Select Review to open the details page, where the request shows the sign-off and the measures as they stood when it was filed, with Approve, Decline and Withdraw request buttons.

Give the executive ability to the people who should approve promotions on the Team page. See Abilities.

App use is recorded#

Adoption for an App is based on who opens it. Each time someone opens an App from the directory or its details page, the platform records that person and the time. It records at most once per person per App per hour. Only the share of a cohort that used the App is shown to Builders and approvers; individual people are not listed.

Recording begins when an App is first opened after the setting is available, and earlier use is not counted. Until a window has recorded use, App adoption shows Not enough data. Use Approval only in the meantime if you need a gate straight away.

Your Supervisors' own performance expectations on a Coworker are their own targets and are never part of the promotion measures. See Advancing a Coworker and retiring it and Advancing and retiring an app.

Low-usage warning#

The Low-usage warning row summarizes the current thresholds, for example "Warns when fewer than 5 interactions in 30 days, or no use for 14 days". Select Configure to change them in a dialog. The warning appears at sign-off and never blocks the promotion.

Field	Default	Meaning
Minimum interactions	5	Warn when the Coworker had fewer interactions than this in the look-back period.
Look-back (days)	30	How many days back interactions are counted, 1 to 365.
Idle days	14	Warn when nobody has used the Coworker for this many days, 1 to 365.

Select Save to apply. See also Conversation quality review.