Concept: Employee Management

Each employee record corresponds to an employee, and displays their values in the attribute fields your account contains. Employee records also display the segments they manage, the access groups they're in, and the rounds they were part of.

Tab	Description	Permissions
Information	Displays fields for basic contact information and the attribute values on the employee record. The Engagement toggle displays the active or inactive status, indicating whether the employee will receive surveys.	View employees .
Managing	Displays the segments that the leader manages. Managed segments can either be reporting lines, or existing segments that you manually assign to the manager.	Leaders with the Segment management access permission can assign managers segments that they themselves manage.
Access Control	Displays the access control groups that an employee is part of. All employees are in the Employee access control group. All employees that manage segments are also in the Managers access control group. Any additional access control groups that an employee is part of also display in this tab.	Administer employees permission, which is only available to All employees type groups.
Rounds	Displays the survey rounds an employee was part of. This information doesn’t indicate whether the employee has answered the survey. If you add an employee to an open survey round, a banner displays with the option to add the employee to the current open round. You can also resend the survey link, enabling the employee to complete the survey or reset it, if they already completed it.	View employees .

Leaders with the

View employees

permission can view employee records in

Administration

. The employees a leader can see correspond to the context the leader is in, and they can't see employees outside of their assigned segments.

Each employee must have at least 1 unique identifier on their employee record:

Employees can have the same names and other details, but it's not possible for multiple employees to use the same unique identifiers. To add an employee to Peakon, you must complete at least 1 unique identifier field.

Complete both unique identifiers on an employee record, to prevent duplicate creation or overriding existing details due to human error during data uploads. Having both unique identifiers also makes it easier to change a unique identifier.

Example: If you need to bulk update email addresses due to an acquisition, the existing employee numbers will still find the matching employee record for the update. If there’s no match, Peakon creates a new employee record.

If your employees have a range of different email domains, the Customer Care team must enable them on your Peakon account. After enabling an email domain, you can add employees with the respective email domain.

Each survey round populates segment dashboards with new survey data from employees that are in those segments at the time the round begins. Make any significant employee record changes on the day before the round starts, so the dashboards can attribute employees correctly for the coming round.

It's also possible to make retroactive changes during and after the survey round. We recommend updating employee records on an ongoing basis, to avoid sudden large-scale changes in dashboards.

You can make employee record changes using a data import and directly on Peakon, both in bulk or individually.

Employee record updates display on the relevant dashboard from the next survey round. The latest scores of each employee carry over to the new segment, but comments and historical scores don’t carry over. You can make retroactive changes at any point, to carry over comments and historical scores. We recommend backdating with caution, and keeping in mind confidentiality consequences.

We recommend setting the separation date for an employee as soon as you know their last day. The separation date is the reference point for the visibility period that the results of an employee should remain on the dashboard after they leave. The gradual removal protects confidentiality of the employee, to avoid results leaving the dashboard instantly.

The visibility period works in survey time, and not real-world time to prevent results changing outside live survey rounds. Every time a new survey round begins, the system checks for any leavers whose answers are outside the visibility period for former employees. As soon as a survey response falls out of the visibility period during a live round, it falls out of the aggregate score.