As the administrator of your Peakon account, you can manage Access Control groups, which will enable you to control the feedback managers can see on their Peakon dashboards and the features they have access to, as well as which employee-facing features employees will have access to.
1. Employee facing permissions
Access personal dashboard
The personal dashboard, when enabled, can be accessed at the end of every survey. Once an employee activates their personal dashboard with a password, they will always be able to log in and view their engagement summary, as well as their team actions.
2. Manager facing permissions
Manager facing permissions contain the following sections:
- Access statistics - relates to survey data that they can view
- Employees - relates to employee administration
- Actions - relates to the action planning sections
- Comments - relates to survey comments
- Administrate - relates to managing survey and company account
- Notifications - relates to email notifications
- Improve - relates to micro courses and company resources
Clicking into one of the access control groups will allow you to enable or disable certain permissions. Some permissions are dependent on others being enabled. Peakon will fade out the permission if it’s dependent on another permission being enabled.
Controls statistical information that is displayed, such as engagement and driver scores, participation rates that show at the top of the dashboard
Access comparison of segments
Controls the ability to access segments and comparison tabs on the dashboards. When enabled, users are able to view segment data on their dashboards by clicking on the Segments option in the left menu to view the heatmap.
Access list of surveyed employees
Allows users to see a list of users that have been surveyed within a particular dashboard context. When enabled, users are able to click on the employees surveyed icon at the top right of their dashboard in the Engagement participation box, to view all employees who have been sent the survey within the timeframe set by the data aggregation settings.
Access restricted attributes
Controls whether restricted attributes or segments are accessible to users in this group.
Access to priorities and strengths
Access to manage priorities
Controls whether users are able to accept or reject suggested priorities. When enabled, the user will be able to accept or reject a suggested priority on the Overview and Drivers pages after a round has closed.
Share dashboard views
The shareable dashboard is a light version of a Peakon dashboard that can be shared with other employees. When enabled, the Share icon appears at the top right of the dashboard. As an admin, you can also get an overview of all the dashboards that have been shared by clicking on the Settings option in the left menu and then selecting the Sharing tab.
Attrition prediction - Premier tier
Ability to see statistical predictions of employee attrition on the heatmap, to identify and address attrition risks.
Ability to see the question score page, to view individual question scores, rather than an aggregated driver score, which includes data from all questions.
View test data
When enabled, managers will be able to switch to view only test survey data through their settings in the context switcher.
The ability to view employee records. This permission needs to be turned on if also wanting to turn on any other permission within the “View employees” group of permissions. When enabled, the user will see an Employees option in the left menu. The employees visible to a particular user depend on whether they are in an access to 'all employees' or 'managed employees' access control group. In addition, if a user has been added to a segment, this permission when enabled, will also allow the user to view the employee records for that particular segment.
View restricted attributes
Controls whether the user is able to view restricted attribute values on the employee records. Users with access will also need to have the "View employees" permission enabled.
Controls whether a user is able to update employee records that they have access to view. Updates to employee records can be done on individual employee records or in bulk using the filters on the employee page or via CSV file upload.
Controls the ability to backdate employees to make retroactive changes when updating their records.
Administer employee records
Controls whether a user is able to add employee records that match a segment within their access control rights. For example, a user/manager will not be able to add an employee who does not report to him/her if the user/manager's context is set to “My team”. If the same user/manager has been added to a segment called “XXX” and the users context is set to “XXX” in the left menu, the user will be able to add an employee record where the employee reports into another manager but has “XXX” as a value on the same attribute’s segment the user/manager has been added to. This permission also allows users to delete employee records.
Segment management access
Allows users to grant access to segments. This permission is suited to HRPS who administer employee records and who would need to grant managers access to specific segments beyond their regular team dashboards. When enabled, the user is able to view employee records and access the "Managing" tab which shows a list of segments the manager has access to. The user is able to add additional segment access to any segments within the user's current access.
Ability to view and download kiosk codes for kiosk mode directly from the employee overview page. This permission is intended for local administrators who are responsible for maintaining employee records on Peakon and who will also need to download kiosk codes for the employees they administer.
Access to actions
Controls whether a user is able to see actions that have been created on any dashboard they have access to. When enabled, the user will see an action icon appear in the left menu. The user will not be able to add any actions, however, they will be able to see actions that have been added to their dashboard or any dashboard they’ve been given access to view.
Controls whether a user is able to create, edit, and archive actions on any dashboard they have access to. This permission is dependent on the “Access to actions” permission also being enabled. Users will also be able to view and assign actions to managers who report upwards to them.
Access driver comments
Ability to view employee comments that are left on driver and sub-driver questions. When enabled, the user will be able to see a Comments option in the left menu and will be able to filter on driver comments. Where applicable, highlighted comments will also be shown. In addition, when enough comments have been collected, topics will also become visible. The user will also be able to export the comments by clicking on the Export icon at the top of their screen.
Access comments in real-time
This is a comment anonymity measure, that controls whether comments for each Access Control group become visible in real-time, or, if disabled, end of round.
Acknowledge driver comments
Ability to acknowledge comments, which will send an email to the commenter. When enabled, the user will be able to acknowledge driver comments and see how many times a comment has been acknowledged by other users that also have access to the comment. The “Access driver comments” permission needs to be enabled.
Access value comments
When the values feature is being used, this permission provides the ability to read value comments. The user will see a Comments option in the left menu and will be able to filter on comments left on values questions. The user can also filter by individual values questions. When enough comments have been collected, topics will also become visible. The user will also be able to export the comments by clicking on the Export icon at the top of their screen.
Acknowledge value comments
Ability to acknowledge value comments, which will send an email to the commenter. When enabled, the user will be able to acknowledge value comments and see how many times a comment has been acknowledged by other users that also have access to the comment. The “Access values comments” permission needs to be enabled.
Access open-ended comments
Ability to read open-ended comments. When enabled, the user will see a Comments option in the left menu and will be able to filter comments by open-ended questions. When enough comments have been collected, topics on open-ended questions will also be visible. The user will also be able to export the comments by clicking on the Export icon at the top of their screen.
Acknowledge open-ended comments
Ability to acknowledge open-ended comments, which will send an email to the commenter. When enabled, the user will be able to acknowledge open-ended comments and see how many times a comment has been acknowledged by other users that also have access to the comment. The “Access open-ended comments” permission needs to be enabled.
The conversation feature allows users to ask follow-up questions to employees based off the comments they leave, and to view all existing conversations on comments. When enabled, the user will be able to initiate a conversation on the comment that will send an email to the commenter. An internal note can also be added to the comment with an @mention to other users with access to the comment.
View comment managers
Ability to view the list of managers associated with a comment. A small person icon appears on the comment, and hovering over the person icon allows the user to see which manager this employee reports to directly or indirectly. This list will only show managers who have this employee in their direct reports or all reports (as long as it's an 'employee type' attribute).
View sensitive comments
Ability to view sensitive comments. Comments that contain a monitored word will be flagged as a sensitive comment. Note: when disabled, the manager will still have access to the comment, however, the comment will not be flagged as sensitive.
Mark sensitive comments
Ability to mark / unmark comments as sensitive. This is a good permission to enable alongside the "Read sensitive comments" as it will allow a manager to unmark a sensitive comment as being 'sensitive' when a false positive has been detected.
View comments by segment
Ability to filter comments by specific segments. When enabled, this permission allows managers to view comments when filtering by segments.
By default, all members of the “Administrators” access control group will have access to all the administrate permissions.
Access control groups with access to managed employees will only have these permissions available: Manage schedules, Manage questions and Delete comments.
Manage segments (only for access control groups that can see all employee data)
Ability to create, update and delete segments and managers who have been added to the segment. When enabled, users will see the Administration and Attributes option in the left menu from where they are able to access the attribute segments to update, create, and delete segments. They will also be able to add and remove managers on the segments.
Manage attributes (only for access control groups that can see all employee data)
Ability to create, update and delete attributes. When enabled, users will see the Administration and Attributes option in the left menu and will be able to access, update, and create new attributes. The "Manage segments" permission also needs to be enabled to manage attributes.
Ability to create and configure schedules and send surveys. When enabled, users will see a Schedules option in the left menu from where they can create and manage survey schedules, and send out surveys for the employees that they manage. This is typically for local administrators who are managing a segment of employees, such as a country, business unit, or department.
Ability to create custom questions. When enabled, users will see a Questions option in the left menu. Users will not be able to edit existing questions but they will be able to add questions. The target for the questions will be whichever context is selected in the left menu. For example, if the context is “My team” and the user adds a question, the question will only be asked to the target “My team”.
Ability to delete comments. When enabled, users are able to click on the drop-down arrow on comments they have access to and delete the comment.
Manage company values (only for access control groups that can see all employee data) - Premier tier
Ability to administer and edit the company values measured by Peakon. When enabled, users will see a "Values" option in the left menu from where company values can be added and edited.
Administer sensitive keywords (only for access control groups that can see all employee data) - Premier tier
When enabled, users will be able to access the sensitive comments settings under Data Settings and choose whether sensitive comments should be monitored and choose which keywords should be monitored.
View manager usage metrics
Users with this permission enabled will be able to view usage metrics for managers within the segments that they are responsible for.
Receive upcoming survey reminder
Get a reminder email on upcoming survey rounds with the number of employees and the survey start date included.
Receive low participation emails
Get a low participation summary email during the round if participation is low for any of the segments that the user manages.
Receive sensitive comment notifications (only for access control groups that can see all employee data)
When enabled, the user will receive a notification when a sensitive comment has been detected. The type of notification will be either an instant notification within the dashboard, or it will be a daily notification via the digest email. The Instant vs. Daily option is set on the sensitive comments configuration page (Administration > Data settings > Sensitive comments).
Access micro-courses - Premier tier
Allows users access to fast, interactive micro-courses which appear under the "Improve" tab on the driver dashboards and also in the "Improve" area in the left menu.
Manage Company Resources - Business and Premier tier
Allows users to add and manage custom company resources in the Administration panel.
Manage Company Actions - Business and Premier tier
Allows users to add and manage custom actions in the Administration panel.
Concerning the “Access conversations” features being enabled, there may be instances where multiple managers have access to the comments. In such cases, it may be possible to infer the identity of employees leaving comments, particularly in organizations with a matrix style reporting structure.
For example, if a manager was added to a segment that represents a team, and within that segment the employees each report to their own line manager. In such a case, the manager who was added to the segment will then be able to see which other managers have access to a particular comment and thereby infer the identity of the employee leaving the comment. For this reason, we recommend enabling the difference anonymity level setting, which will prevent cases like this from happening.