Configurable by district administrators with Manage Users and Manage Evaluations permissions.
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Get your staff file ready
Before evaluator assignments can take effect, KickUp needs to know which field in your import identifies a person — most districts use email, though any unique staff identifier works. This lookup identifier is set once, district-wide, as part of your initial setup, and it applies to every import going forward. If you're not sure what yours is, or it still needs to be set up for Growth rostering, your CSM can confirm it.
Once that's confirmed, add an Evaluator ID column to your staff file. Map each staff member to the person who evaluates them, using their evaluator's identifier in that same format — for example, an email address if that's your lookup identifier. If a staff member has more than one evaluator, separate the identifiers with commas.
The Evaluator ID column goes through the same file feed you already use to keep KickUp's directory current — for most districts, that's an FTP feed that runs nightly (the "FTP import" and the "nightly sync" are the same thing, just different names for the same file). If you don't have one running yet, this is a good moment to set one up; it's what lets evaluator changes propagate automatically all year. A clean directory with consistent attributes and unique staff IDs makes the whole process more reliable.
For background on how staff data loads into KickUp and how attributes and groups work once it's there, see Demographic Information in KickUp: Attributes & Groups.
Import your evaluator assignments
Once you've pushed your updated staff file, let your CSM know. You won't need to run the import yourself — they'll loop in KickUp's Ops team to map the new Evaluator ID field so evaluators are correctly connected to the people they evaluate.
Two things to watch before you push your file:
Match your lookup identifier. Evaluator ID values need to be in the same format your district uses to identify people — if that's email, list emails.
A bad ID fails the row. If an Evaluator ID doesn't match a user in the system, that row errors out. If a staff member lists two evaluators and one is invalid, the whole row is dismissed. Clean your data before you push your file.
Manually correct an evaluator assignment
Sometimes a staff member's evaluator isn't right in your staff file — maybe they need more than one evaluator and your system of record only tracks one, or they don't have an evaluator on file at all. You can fix this directly in KickUp without waiting on a staff file update.
From the person's Directory profile, open the ellipsis menu next to Evaluator and select Pause sync.
Pausing tells KickUp to stop overwriting this person's evaluator field on the next nightly import, so you can then add or change their evaluator(s) manually. This is meant for one-off corrections — a handful of people at a time, not district-wide changes.
Once paused, the evaluator you set stays in place until you resume the sync. To see everyone with a paused field across your district, go to Actions > Sync Status.
This table shows who's paused, who paused them, and when, and lets you filter and resume records from one place.
A few things to know:
Resuming a paused field hands control back to your nightly import — the manually set value stays until the next import runs, at which point it's overwritten if your staff file doesn't reflect the change.
Changing an evaluator here works the same as changing one anywhere else in KickUp Growth — going forward, the new evaluator picks up in-progress work; it doesn't retroactively change who evaluated someone in the past.
You'll need Manage Users permission to pause, edit, or resume evaluator assignments — the same permission that gives you access to the Directory.
Build your evaluations
With evaluators mapped, set up the evaluations themselves.
Add staff directly to the evaluation using the roster modal — by attribute, group, or individual person.
Exclude who doesn't belong by adding exclusions for specific people, groups, or attribute values — for example, add everyone in "1st Year Teachers" but exclude the "Special Education Teacher" group. Exclusions take priority over inclusions, so an excluded person stays off the roster even if they also match an included group or attribute.
Clone existing evaluations to start faster. Staff carry over (groups are preserved where possible), but supervisor assignments don't — set those up separately in Give supervisors and leaders access.
A legacy evaluation is one still using evaluator-centric rostering, where staff were added to an evaluator's roster rather than to the evaluation directly. Cloning a legacy evaluation turns it into a staff-centric one and follows the same rules above.
See Demographic Information in KickUp: Attributes & Groups and How to Create and Manage Groups for more on building rosters by attribute or group.
Give supervisors and leaders access
Supervisor access isn't configured on each evaluation. Instead, you grant a group-based, attribute-limited permission that lets a group of people manage or view evaluations for staff who share an attribute.
For example, a principal with the "School A" attribute can see every evaluatee tagged School A, along with their evaluators, without being added to any roster. If you cloned from a legacy evaluation, its old supervisor setup was dropped in the clone, so this is where you re-establish access.
Use the roster overview table
The roster overview table is your single, read-only view across staff. For each person it shows:
The evaluation(s) they're assigned to
Their evaluator(s)
Their evaluation status
Their next step's due date
Select a staff member to open a side panel with more evaluation detail. Supervisors and evaluators see the staff they're responsible for; district admins see everyone.
Good to know
Mid-year changes propagate automatically. If a staff member's evaluator changes in the staff file, the old evaluator's access is removed and the new evaluator picks up the in-progress work.
Frequently asked questions
Does importing the Evaluator ID also add staff to an evaluation?
No — importing the Evaluator ID only sets who evaluates whom. Staff still have to be added to each evaluation directly, by attribute, group, or individually.
Do all evaluators assigned to the same staff member have the same access?
Yes, for now. There's no primary or secondary distinction — every evaluator listed for a staff member gets identical permissions.
What happens to evaluations I already have set up?
They keep working as they always have. You only get staff-centric behavior on evaluations you create new or clone going forward.
How do I get staff-centric rostering turned on for my district?
Your CSM enables it at the district level.
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