--- title: "Performance Calibration Workflow With AI Agents | Kylon" description: "How a people team runs calibration across Notion write-ups, rating caps and a reorg, with caps checked for the whole team and every rating decided by people." url: "https://kylon.io/use-cases/performance-calibration" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Performance Calibration: Distribution Caps Checked Across the Whole Team, Every Time Use Case8 min read # Performance Calibration: Distribution Caps Checked Across the Whole Team, Every Time Draft ratings, write-ups, distribution caps, committee changes, a reorg and per-team closeouts run through one Kylon room. Agents check and prepare every step from the current Notion records, and the calibration committee decides every rating. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## Ratings, caps and a team list that keeps moving Calibration takes each manager's ratings and makes them consistent across teams. The inputs are spread out. Managers write their write-ups in Notion, one page per employee, and team membership lives in Notion too. The rating matrix, the distribution caps and the promotion rules are in Google Drive, along with the draft rating sheet HR prepares for the committee. Calibration sessions are on Google Calendar. The cycle is rarely stable. The committee changes ratings in session, managers revise write-ups, someone leaves, a revised matrix arrives, and a reorg moves people between teams the week before closeout. The common failure is checking only the people who changed. A cap applies to a whole team, so one moved rating, or one person changing teams, can put the entire team out of bounds. ## Who works in the room People - People partner Runs the calibration cycle, approves every change to a record or sheet, and signs each team's closeout - Calibration committee Decides every rating and promotion, and resolves any team that ends up over a cap - Managers Write and revise the write-ups for their team in Notion - Compensation lead Owns the merit budget and reviews what the draft ratings would spend Agents - NovaCalibration coordinator Checks the draft rating sheet against write-ups, tenure and promotion rules, applies approved changes in Notion and writes the closeout docs [Notion](https://kylon.io/integrations/notion)Google DriveGoogle Docs - AdaDistribution checker Audits the summary and re-checks the caps for every team a change touches, reading membership from Notion at the time of the check [Notion](https://kylon.io/integrations/notion)Google DriveGoogle Docs - RyanCommittee logistics Proposes session times, drafts notes to managers and the committee, and collects managers' questions from Slack Google Calendar[Gmail](https://kylon.io/integrations/gmail) [Slack](https://kylon.io/integrations/slack) Calibration has its own Kylon room. Nova is the default agent for questions about a rating or a team, Ada takes the checks, and Ryan takes scheduling and mail. Nova works in Notion through the people partner's own account, checked on every call, and writes only after the partner approves the change in the thread. When the committee's decisions arrive, Ryan opens a thread for Nova that lists each employee and decision in the committee's own words. ## Calibration from draft sheet to team closeout Employees withdrawn from the cycle, such as people on leave, are listed in the room guidelines, and no agent touches their records at any stage. ```mermaid flowchart TD sheet["Nova checks the draft sheet against
write-ups, tenure and promotion rules"] fix["People partner corrects the sheet
before the committee sees it"] merit["Nova reports the merit spend
per team against the budget"] audit["Ada checks the summary line by line
against the sheet and write-ups"] ok1["People partner approves the summary"] decide["Calibration committee
decides every rating"] relay["Ryan lists each decision in
the committee's own words"] apply["Nova adds a page per revised write-up
and re-checks each touched team"] rematrix["Nova re-checks every in-scope
rating against a revised matrix"] confirm["People partner confirms
how the matrix reads"] reorg([A reorg moves people between teams]) caps["Ada re-checks the caps for every
team that gained or lost someone"] over["Calibration committee resolves
any team now over a cap"] close["Nova writes one closeout doc per
team from current Notion membership"] sign["People partner signs each closeout"] sheet --> fix & merit fix & merit --> audit --> ok1 ok1 --> decide & rematrix decide --> relay --> apply rematrix --> confirm apply & confirm --> caps reorg --> caps caps --> over --> close --> sign class sheet,merit,audit,relay,apply,rematrix,caps,close agent class fix,ok1,decide,confirm,over,sign person class reorg event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Draft sheet review | The draft rating sheet is checked against each Notion write-up, tenure and the promotion rules, under the distribution caps | Nova | The people partner corrects the sheet before the committee sees it | | Merit budget | The merit spend implied by the draft ratings is reported per team against the budget | Nova | The compensation lead reviews the figures | | Summary audit | The calibration summary in Google Docs is checked line by line against the current sheet and write-ups | Ada | The people partner approves the summary | | Reversals | Revised write-ups get a new Notion page per employee, committee changes and leavers are applied, and each touched team is re-checked in full | Nova, checked by Ada | The calibration committee decides every rating | | Revised matrix | Every in-scope rating is re-checked against the new matrix | Nova | The people partner confirms how the matrix reads | | Reorg | Moved employees are read from current Notion teams, and the caps are re-checked for every team that gained or lost someone | Ada | The committee resolves any team now over a cap | | Closeout | One closeout doc per team is written in Google Docs from current Notion membership and final ratings | Nova | The people partner signs each closeout | Stages of one performance calibration cycle. Teams, ratings and counts in this example are illustrative. ## Ratings change in session, people change teams Write-up revisions are additive. When a manager revises a write-up, Nova creates a new Notion page for that employee carrying the revised rating rather than editing the original, so the committee can see both. Then it re-checks the employee's whole team against the caps, because one rating moving up can push the team over a line. A reorg changes the count each cap is measured against. Three people moving from Platform to Data changes both teams, so Ada reads team membership from Notion at the moment of the check, not from the list the cycle started with, and re-checks both teams in full. Closeout docs are built the same way. If the committee needs another session, Ryan proposes a time on Google Calendar and drafts the invitation note in Gmail for the people partner to send. ## What the checks catch - An employee withdrawn from the cycle who appears on a sheet or summary, left untouched and flagged - A distribution cap checked only for the people who changed, rather than for the whole team - A closeout built from the team list at the start of the cycle instead of current Notion membership - A revised write-up that overwrote the original page instead of adding a new one - A promotion on the draft sheet for someone below the tenure the promotion rules require ## What stays with people - Every rating and promotion decision, which belongs to the calibration committee - Approving every change to a Notion page or the rating sheet - Deciding how to resolve a team that ends up over a cap - Sending every note to managers and signing the per-team closeouts ## Integrations in this workflow Kylon is not a performance management system and does not replace one. The write-ups stay in Notion and the rules stay in Drive; the room is where the checks and the committee's decisions meet. - [Gmail](https://kylon.io/integrations/gmail) - Google Calendar - Google Docs - Google Drive - [Notion](https://kylon.io/integrations/notion) - [Slack](https://kylon.io/integrations/slack) - **Notion** holds the write-ups, one page per employee, and current team membership - **Google Drive** keeps the rating matrix, the distribution caps, the promotion rules and the draft rating sheet - **Google Docs** holds the calibration summary and one closeout doc per team - **Google Calendar** carries the calibration sessions for each team and the committee - **Gmail** carries notes to managers and the committee, as drafts the people partner sends - **Slack** is where managers ask about their team's status between sessions, and Ryan brings those questions into the room ## Where to start One department's calibration is a good first cycle. Connect the Notion workspace that holds its write-ups, share the Drive folder with the matrix and caps, and build the room guidelines around one rule: agents check and prepare, the committee decides every rating, and any change re-checks the whole team. > “A cap is about the team, not the person who moved, and every re-check now treats it that way.” ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our performance calibration desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Gmail, Google Calendar, Google Docs, Google Drive, Notion and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the people partner, the calibration committee members, the managers writing write-ups and the compensation lead. Help me invite them to this Room. 3. Build a Calibration Board App with columns Write-ups in, Draft rating, Committee and Closed, one record per employee in scope. 4. Check the draft rating sheet in Google Drive against each Notion write-up, tenure and our promotion rules under the distribution caps. Flag any promotion below the required tenure, any team where a cap is broken and any withdrawn employee who appears on the sheet. 5. Prepare every Notion page and sheet change as a draft and send nothing until the people partner approves each change in the thread. The committee decides every rating and promotion, and resolves any team over a cap. 6. Write into this Room's guideline which employees are withdrawn, who approves each write, and the rule that every rating or membership change re-checks the whole team against the caps. 7. After each department's cycle closes cleanly, offer to turn the cap audit into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Equity Grant Administration: Grant Records That Match the Consents and Memos Option grants in Notion, signed consents in Box and HR notices in Outlook, kept in agreement through a repricing memo and a batch of leave corrections. Agents propose each change in one Kylon room, and the equity administrator approves it. People operationsFinance operations ](https://kylon.io/use-cases/equity-grant-administration)[ ### Payroll Corrections: Each Fix Paid in the Right Batch or Carried to the Next Period A payroll correction cycle where hours come from the manager's attestation, held items are recomputed when rates change, and nothing still held leaves the cycle without a carry-to period. Every batch waits for the payroll manager. 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