Competency levels describe how a competency is demonstrated at each proficiency stage, for example Basic, Proficient and Expert; you manage them from the Levels tab of each competency in Performance > Competencies. Levels are sometimes called proficiency levels or behavior indicators. Jobs are linked to one level of each competency, which becomes the expected level shown to reviewers.

Before you start

• You need the Manage competencies permission. Without it, the Levels tab is read-only.
• Write level descriptions as observable behaviors, for example "Explains complex topics so non-experts understand them".
• Example of a five-level scale:

Steps

Open the levels of a competency

1. Go to Performance > Competencies.
2. Click the competency name in the Company competencies table. The competency page opens on the Levels tab.
3. The table shows Order, Level name and Description for every level. Use the search box to find a level by name.

Add levels to a competency

1. Go to Performance > Competencies > [competency] > Levels.
2. Click New level. The New levels panel opens and reminds you how many levels the competency already has.
3. Fill in Level name and Description.
4. To add more than one level at once, click Add level and fill in the new fields.
5. Click Save. New levels are added after the existing ones, at the highest positions.

Edit a level

1. Go to Performance > Competencies > [competency] > Levels.
2. Open the row actions (...) of the level and click Edit.
3. In Edit competency level, change the Level name or Description.
4. Click Save.

Reorder levels

1. Go to Performance > Competencies > [competency] > Levels.
2. Open the actions menu next to New level and click Reorder. The option appears when the competency has at least two levels.
3. In Reorder the levels, drag the levels into the order you want, from lowest (top) to highest (bottom).
4. Click Save.

Delete one level

1. Go to Performance > Competencies > [competency] > Levels.
2. Open the row actions (...) of the level and click Delete.
3. Type the level name exactly as shown to confirm.
4. Confirm the deletion.

Delete several levels at once

1. Go to Performance > Competencies > [competency] > Levels.
2. Select the checkboxes of the levels you want to remove.
3. Click Delete selected.
4. Confirm in the Delete [number] competency levels? dialog.

Rules and behavior

• If you reorder levels, then the jobs linked to each level stay linked to the same level; only the position changes.
• If you delete a level, then the jobs linked to that level lose the association and show "No level" in the competency's Jobs tab until you pick a new level.
• If you delete a level, then the deletion can't be undone.
• If you add a level whose name already exists in the same competency (ignoring upper and lower case), then the new level shows "has already been taken" and is not saved.
• If a level has an empty Level name or Description, then it can't be saved ("can't be empty").
• Level names must be unique within one competency only. Two competencies can both have a level called "Expert".
• The Order column defines the scale from lowest (1) to highest. Factorial uses this order everywhere levels are listed.

Limitations

• You can't share one set of levels across several competencies; each competency has its own levels.
• You can't link a level to a review score (for example "Proficient = 3"); levels and review scores are separate.
• You can't restore a deleted level.
• You can't change level order by editing a number; use Reorder.

Troubleshooting

• Symptom: "I don't see Reorder." → Cause: The competency has fewer than two levels, or you don't have Manage competencies. → Fix: Add a second level, or ask for the permission.
• Symptom: "After deleting a level, some jobs show 'No level'." → Cause: Those jobs were linked to the deleted level. → Fix: Go to the competency's Jobs tab, open the row actions of each job, click Edit competency level and choose a new level.

FAQ

1. How many levels can a competency have?

There is no fixed limit in the product. The import template accepts up to 15 levels per competency.

2. If I rename a level, do reviews already launched change?

No. Each reviewer's competency questions are fixed when the review is launched, so the change applies to the next review.

3. Should every competency use the same level names?

It's a good practice for consistency, but it's not required.

4. Does the employee see the level descriptions?

Reviewers see the description of the expected level under the heading Expected level, below the competency question. Review results label the competency with its expected level, for example "Communication (Proficient)".