1. Login
HR starts a reference letter process by sending an automatic email to a line manager. The line manager can log in the reference letter tool via the following link:
You will receive an email with log-in and password details before the first login. If the password is forgotten or you want to change your password, it can be created automatically through the same URL (Set a new password / Forgot password).
2. Start an evaluation process
After successful log-in, you will find an overview of all reference letters assigned to you in the corresponding status. You can select a reference letter by clicking the individual filters on the left. Highlight a required name and navigate by the available icons. The icons change depending on the status of reference letters. A new reference letter request can be found under the «Ready for Evaluation” filter. Select an employee and start an evaluation process. The action, that is accomplished through an icon, will pop up by positioning a mouse pointer to individual icons. Important: An employee has to be selected (clicked) in order to enable an action.
3. Specification of main tasks
Main tasks, that will be repeatedly used, can be saved to enable you to apply them again for future reference letter processes.
4. Conducting performance evaluation
Conduct performance evaluation. An evaluator receives information regarding performance as well as information on the possible formulation of text blocks by positioning the mouse pointer to performance characteristics. The evaluator shall conduct performance evaluation conscientiously. HR is responsible for formulation. You can include any characteristic or individual details/information regarding evaluated criteria into the “Important Points / Comments” field.
5. Completing evaluation
You have an opportunity, if required, to make a comment for HR at the conclusion of evaluation. Please be aware, that the evaluation part is thereby completed and you will not be able to make any changes to it. A reference letter will be created by using the information provided by you, and it will be submitted to you for review and amendments. You can log out of the system for the time being.
6. Reference letter draft
Once a reference letter draft is ready for further editing, you will receive an email notification from HR. Log in by using your username and password.
You will find your reference letter drafts in the applicable filter.
Select an employee, and open and edit the required reference letter by clicking the Microsoft Word document icon. It is possible that you will have to log in again. All Microsoft Word functions are available for you. Make changes, save the document and close it. You can now forward the process to HR by clicking the “thumb up” icon and, if necessary, include a comment.