This article will cover:

  1. What is a separation segment?
  2. How does it work?
  3. Updating/viewing employee records
  4. Implications
  5. Data aggregation settings
  6. Manually adding the separation attributes
  7. Analysing leaver data

1. What is a separation segment?

On Peakon, gaining insights from employees who have separated from your organisation is key when attempting to mitigate contributing factors leading to employee attrition.

When employees leave your organisation, it's possible to segment their survey responses into Separation date segments prior to their separation, for example, "< 3 months before separation" or "3 months - 6 months before separation". The reasons for their separation are segmented under the Separation reason attribute.

This allows you to analyse segments which contain the most recent scores and comments prior to an employee's separation, in order to identify and address factors contributing to attrition.

2. How does it work?

For the purposes of managing and analysing leaver data, Peakon provides three attributes that work in unison to manage an employee's full length of employment. These attributes are:

  • Tenure: used to record an employees start date. This date can be in the past or future
  • Separation date: used to record an employees separation (last day of employment) with the company. This date can also be in the past or future
  • Separation reason: six default segments are available and can be modified or added to

The Tenure and Separation date attributes will automatically affect email communications, participation rates and dashboard login access for each employee depending on whether their Tenure or Separation date is in the past, present or the future.

Once it becomes known that an employee will separate from your organisation, add the separation date and separation reason into the employee record. The date can be in the future or in the past. In doing so, the employee's survey responses will be segmented into of the respective date range segments along with one of the separation reason segments.

Once the separation date is in the past, the employee is considered inactive and is no longer eligible to receive surveys or have access to a dashboard.

An example

Taking the separation date as an example, the account admin learns that an employee called Quit Quitterson is leaving soon, on the 01/09/2020. The admin updates Quit Quitterson’s employee record. This automatically marks the employee as "Leaving 01/09/2019" and assigns all of Quit Quitterson’s historical survey responses to the appropriate leaver tenure segment. This means that all responses falling in the period 01/01/2020 to 01/04/2020 will count towards the "< 3 months before separation" segment, all responses falling in 01/01/2020 to 01/04/2020 will count towards the “3 months - 6 months before separation” segment and so on.

Once this employee has left, their scores will be aggregated into the current score for as long as the time for former employees setting dictates.

Comments will remain on Peakon even once the employee has left, which provides an opportunity to read through historical comments attached to each leaver segment.

3. Updating and viewing employee records

Updating employee records

When viewing individual employee records, the Employment section will contain the Tenure, Separation reason, and Separation date attribute fields. Employee records can be updated as usual via CSV file upload, manually, or through an HRIS integration, such as BambooHR.

The Tenure and Separation date attributes automatically put each employee into a group to describe their employment status. Find an explanation of each status below.

Employees with an upcoming separation date will automatically have a red "Leaving" label on their profile. Once they have left, this will turn to a grey "Left" label.

Employees with an upcoming start date will have the grey "Hired" label on their profile. Once their start date has passed, this label will disappear and they will be considered employed.

Filtering employee records

By default, the employee list only contains employees that are considered "Employed" and "Hired". Employees who are classified as "Left" will not appear in the list, unless filtered by Employment status = No longer employed. This will also enable you to search your leaver data base for a specific employee.

4. Implications

Any links they have previously been sent will no longer be accessible after the separation date is in the past, with immediate effect.

Will employees marked as "Left" be deleted from Peakon?

Employees who have separated and are marked as "Left" will not be deleted from Peakon automatically, unless this has been enabled in the account settings. Their employee records will be hidden.

How are licences allocated?

Employees who are considered "Hired" or "Employed" on Peakon will take up licences. Employees who are considered "Left" on Peakon will no longer take up licences.

Is it possible to reinstate an employee after marking them as a leaver on Peakon?

In the case where an employee is returning to the company after leaving or if they have been marked as a leaver by accident, it is possible to empty their separation date field and reinstate them in the platform.

  1. Go to Administration > Employees
  2. Using the Employment Status filter, choose the option No longer employed
  3. Open the employee's profile and locate the Separation date field
  4. Click the field and remove the contents by pressing the backspace button or change the date to another date
  5. Save the changes

After saving the changes, the employee will no longer be visible under the "Left" employees filter. Removing the date value will indicate that the employee is currently employed. Changing the separation date to a date in the future will mean that they will continue receiving Peakon surveys until the separation date has passed.

Please note that this will appear in the records as if this employee had never left, so the system may add them to past survey rounds in which they didn't participate.

Reinstating a manager who was marked as "left"

Reinstating a manager will automatically reinstate their manager segment including the scores and comments, however, all conversations, acknowledgements, and actions tied to the previous manager segment will be lost.

In addition, the manager will only be reinstated into the default Manager access control group. Any prior access to additional access control groups will be lost, meaning that you will need to add them to these groups again, if necessary.

5. Data aggregation settings

It's important to remember that data aggregation settings apply as normal to any of these separation segments. In particular, the Minimum segment size and Time for former employees settings. Once the separation date has passed and the employee is marked as "Left" on Peakon, the "Time for former employees" data aggregation setting takes effect. This means that their aggregated scores will remain on Peakon for either one, two, or three months - depending on the chosen setting.

Comments will remain on Peakon even once the employee has left, which provides an opportunity to read through historical comments attached to each leaver segment.

6. Manually adding the separation attributes

Customers who signed up to Peakon after the 5th of September 2018 will have these attributes added to their account by default. For customers who signed up before this date, these attributes will need to be added by an administrator. A guide to adding and editing attributes can be found here. Setup instructions are as follows:

Adding the attributes

  1. Click on the Administration section in the left menu, then choose Attributes
  2. Click on the black Add attribute button to add a new attribute
  3. Add two date type attributes. Label one Tenure and the other Separation date
  4. Add an option type attribute and label it Separation reason

Naming convention: Labelling the attributes "Tenure", "Separation date", and "Separation reason" will allow Peakon to automatically recognise these attributes as part of the separation group of attributes. Using this naming convention when first creating the attributes ensures that the attributes will work as intended.

Once the attributes have been created using the above naming convention, the attribute names can be changed and the automatic updating of employees based on tenure and separation date will still continue to work.

Defining date ranges: For the "Tenure" and "Separation date" attributes, you will need to define the date ranges by clicking on the "Ranges" option. A list of default ranges will be created automatically, which can be edited as needed. As a minimum, we suggest using the following two to get you started:

  • < 3 months before separation
  • 6 months - 3 months before separation

Adding segments to the Separation reason attribute: For the "Separation reason" attribute, you can add the segments to the attribute itself by opening up the attribute and then clicking on the box to add segments. If using the CSV file upload method to create or update employees, you can also add a column for each attribute. The upload will create segments for any unique values found in the "Separation reason" column as per normal. To help get you started, the following segments can be added:

  • Contract expired
  • Dismissed
  • Other
  • Redundancy
  • Resigned
  • Retired

7. Analysing leaver data

As with all other segments it is possible to view the separation segments for your team in the heat map, and then open the segment to delve into it deeper.

For users with access to all company data, it is possible to change the context of the dashboard to the < 3 months before separation segment.

From there, review any strengths and priorities, along with any highlighted segments. Peakon will suggest some actions for each driver question. Review the comments and any topics to help inform your action planning.

Taking the "< 3 months before separation" example pictured above, it's important to remember that when viewing the engagement score over time using the expanded timeline graph, that going back further than three months likely means you are looking at scores of employees who would now have left your organisation.

It's also worth noting the frequency at which your employees are being surveyed at when viewing separation date segments. It's more valuable to survey at higher frequencies to ensure more up-to-date and relevant insights that can be factored into action planning.

Article: Data aggregation
Article: Setting up Attributes and Segments
Article: Adding and Updating Employee Records via CSV file
Article: Setting up company information

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