- What is Kiosk?
- Configuring kiosk mode
- Important considerations
- Preparing your employees for the survey launch and closing the feedback loop
- Downloadable Kiosk mode handout template
What is Kiosk mode?
Kiosk is an alternative way to roll out your Peakon surveys to employees that do not have business email addresses. Essentially, employees login to the Peakon survey on a communal tablet or computer using a code or login that is unique to them.
Configuring kiosk mode
Kiosk mode is enabled on the survey schedule under the "Kiosk" tab.
There are three Kiosk login options that can be set-up on a survey schedule:
- Survey access with reusable employee codes
- Survey access with one-time kiosk codes
- Survey access with employee number and first name
Survey access with employee number and first name
Employees log into the survey using their first name and employee number. The employee number/ID needs to be present on the employee records uploaded to Peakon for this option to work. Using this option also requires that employees are familiar with their employee number/ID as it's required to log into the survey.
Survey access with one-time kiosk codes
Unique one-time codes are generated for each new survey round. As the one-time codes change for each new survey round, they will need to be distributed to employees whenever a new survey round opens.
The codes can be found in the survey schedule under the “Kiosk” tab once the survey round is open. The codes can only be downloaded once the survey round is open. To export the codes, click on "Export all in schedule" or "Specify who to export" if you want to export segment specific codes.
Reusable employee codes
Reusable employee codes do not change and can be reused by employees to log into each new survey round. Reusable employee codes are downloaded from the employee records page making these useful option in instances where local admins are responsible for administering employee records as they can then also distribute the reusable employee codes.
From the employee record page, click on "Export" icon at the top of the screen and then select the "Export employee codes" option. This is a useful option in instances where local admins are responsible for administering employee records as they can then also distribute the reusable employee codes. The codes are available for export once the reusable kiosk codes option has been enabled on a schedule that with an open survey round. Ensure that the "Employee codes" access control permission has been enabled for members needing to export reusable employee codes.
It's possible to customise the URL that will be needed to access the survey login page by clicking on the Customise URL icon.
Each survey schedule will have its own unique URL which stays the same with each new survey round. If needed, it's possible to regenerate the URL by clicking on the Regenerate icon. Clicking on Preview kiosk will open up the login page for kiosk.
Kiosk device privacy
When answering the survey, inactivity (mouse move, keyboard press, scrolling, touch) will cause the survey to reset.
The Shared device option will reset after 5 minutes of inactivity after which the user will need to login again to complete the complete the survey.
The Personal devices option will reset after 4 hours of inactivity, allowing the user to return to the survey and partially completed survey data is stored on the device during this period. This option is best when employees are answering their surveys from their personal devices.
- Employees answering surveys using kiosk mode will not receive notifications if a manager acknowledges their comment or starts a conversation on their comment (unless the employee also has an email address on their Peakon account)
- Survey reminders cannot be sent to kiosk users
- After submitting their answers, employees will not see the personal engagement summary if this feature is being used
- Managers who use Kiosk (and don’t have an email address) won’t be able to access a dashboard
- Employees can still answer the survey once the survey has been soft closed. Soft close is a default two week period after the survey has closed in which late answers can still be submitted. If the survey has been hard closed, it will not be possible to submit late answers.
- Employee editable attributes can be enabled on surveys with kiosk mode enabled, however, sensitive employee editable attributes can not be enabled on surveys with kiosk mode enabled.
Preparing your employees for the survey launch and closing the feedback loop
Communication is key:
- Communicate early and regularly so employees know what is expected
- Posters can be effective in raising awareness of your survey
- QR codes can be added to posters for launching the URL needed to log into the survey, especially when employees are taking the survey from their own devices. Note that Peakon does not generate QR codes. These can be created using a QR generator. From an iOS device, the camera can be opened where the code and associated survey URL will be detected.
- Provide printed instructions that cover how to login, how to leave a comment, or skip to the next question. It’s a good idea to also include Admin/HR contact details in case employees are unsure of their Employee number/ID or need their unique code
- Save the URL to the survey login page on the desktop or in the browser
- Integrating Peakon into new employee onboarding where they receive information about Peakon, their survey login code/details, the survey cadence and what to expect. both the experience and how action planning
Involve site managers and senior leaders:
- To drive employee participation and commitment, site manager are key as they can ensure employees are given time to participate. They are also a point of contact once the survey results are ready to be shared with employees.
- Senior level buy-in is also important in providing the mandate and support to ensure a successful survey launch, especially when involving kiosk users. A short video from senior leadership explaining the importance of employees participating and providing their feedback to help drive change.
Avoid trust issues:
- The "What is Peakon" video is a great introduction to what can be expected from Peakon surveys, while emphasising anonymity. Consider bookmarking the video in the browser or pinning it to the desktop.
- Build trust by making sure that employees can take time during the day to complete the survey (i.e. setting up a room and timetable for people to complete the survey)
- Where applicable, engage with unions early on in the pre-launch phase to help mitigate unforeseen delays and increase adoption from key stakeholders.
Communicating survey results:
Communicating survey results with non-office based employees requires additional consideration. Some options include:
- Town hall meetings
- Locker drops
There’s an important distinction between you being anonymous to Peakon (the system) and your feedback being anonymous to your company.
Reassuring employees that their scores are anonymous to managers is key in instilling trust in Peakon and driving high participation rates. Employees may question whether their answers and scores really are anonymous since they will need to log in using one of the following methods:
- One-time kiosk codes
- Employee number and first name
- Reusable kiosk codes
Reiterating the fact that scores and comments are anonymized once received by Peakon is key. We suggest sharing the following FAQs for employees article with employees. It contains a short introduction video to Peakon showing the survey been completed as well as what managers will see on the dashboard, noting that names do not appear on comments or scores.
Downloadable Kiosk mode handout template
A handout template for kiosk mode can be downloaded and edited prior to distributing to your employees. It's three pages long and contains screenshots of the login pages along with some commonly asked questions and answers for your employees to read.
- Click here
- Once the slide deck is open, click on the "File" option in the menu bar at the top
- Select "Download as" followed by your file type preference (Microsoft PowerPoint)
- The first slide contains instructions of what to edit on slides 2-4
Article: FAQs for Survey Participants