This article will cover:
- How do employee editable attributes work?
- Setting up employee editable attributes on surveys
- Employee consent setting
Editable attributes can be used to either collect or validate demographic data from individual employees directly at the start of the survey. This is a useful option for larger organisations who may need to collect a few demographic data points to be stored on employee records for the purpose of segmentation analysis.
For example, if you wanted to collect data on your employees' commute time to and from work, for the purposes of segmentation analysis, you could enable “Commute time” as an editable attribute on the survey. Doing so will allow employees to select from a list of fixed values which in turn automatically updates their employee record on Peakon.
This option is enabled on the schedule itself making it possible to target editable attributes to specific survey audiences.
It’s also possible to add a custom message that will appear when asking employees to self-select their demographic data. The custom message can be used to provide an explanation of why employees are being asked to provide their demographic data and how the data will be used by the organization for segmentation purposes, for example.
How do employee editable attributes work?
When enabled, employees will be presented with the editable attribute options at the beginning of every survey as long as the editable attribute is still enabled. If an employee has already made a selection on a previous survey, they will still see the editable attribute at the beginning of their survey with their previous selection and the option to change their selection. This allows for employees to change their answers on an ongoing basis.
When employees make a selection and submit the survey answers, their employee record on Peakon is updated accordingly.
Setting up employee editable attributes on surveys
To set up employee editable attributes on a specific schedule:
- Go to Administration, then Schedules and click on the relevant schedule
- Select the Attributes tab
- Add a custom message and any translations if required
- Specify which attributes you want employees to provide data for and mark them as either optional or required. Employees will only be able to choose from existing segments
- Click on the green Add editable attribute option
- Preview the survey to see how the options look on the survey
Employee consent setting
Why is this important?
The employee consent setting enables Peakon customers to collect sensitive employee data via the Peakon platform, in accordance with the GDPR policy, for survey and data analytics purposes. It ensures that Peakon customers collect sensitive data in an appropriate way whilst allowing organisations to analyse this information in relation to employee engagement.
The setting should always be enabled when collecting sensitive personal data through editable attributes. The setting is not required when such data is uploaded to Peakon via a data import or HRIS integration i.e. when the collection of sensitive personal data is outside of the Peakon platform; and is only required when employee editable attributes are used to collect this data.
How do admins control this setting?
When creating a new attribute, admins can mark an attribute as requiring employee consent by toggling the Require employee consent before clicking the Create button. The consent notice is not customizable.
Once turned on, the attribute is automatically made restricted both on the employee profile and the dashboard - see restricting attributes for further details on how restricted attributes work.
This is to prevent sensitive personal data from being viewed on all manager dashboards. Only access control groups with visibility on restricted attributes will be able to segment these attributes.
Once the attribute data has been collected, admins can mark the attribute as inactive (pictured below). This ensures that no one (including the admin) can view this data on the employee record (or dashboard).
To ensure anonymity and protect this sensitive data, once an attribute has been marked as requiring employee consent, the attribute cannot be edited to be made unrestricted at a later time. This is to avoid the misuse of sensitive data and ensure this data is protected at all times.
How does this work for employees?
When the consent setting is enabled, it will generate a consent notice for employees to agree to the processing of this data for survey and data analytics purposes before starting the Peakon survey. This consent notice will appear after the editable attribute questions but before the start of the survey, to collect consent when at least one attribute is marked as requiring employee consent.
If the editable attribute is marked as required, employees will not be able to continue the survey without providing their data and consent. When marked as optional, the consent page will only display when the employee has shared their data.
An employee can decide to leave a sensitive personal data question blank and continue to the normal Peakon survey (if not marked as required). If an employee provides personal data but does not want to accept the consent notice, they will be asked to return to the editable attribute page to remove their data before continuing to the survey.
An employee will be asked for consent every time they provide data to a sensitive attribute or make a change to existing sensitive attributes. This is to allow the employee to opt-out of providing their personal data (by removing their personal data from Peakon) or to change their data every time they interact with a Peakon survey. As specified in the legal consent notice, if an employee wants to withdraw consent in between survey rounds, the employee is asked to contact their HR/People team.
- It is not possible to change an existing attribute to “requiring consent”. A new attribute will need to be created.
- It is currently not possible to require consent for a combination attribute.
- If 'sensitive personal data' is uploaded via a CSV file import or HRIS integration, employees will only be asked for consent if they change the existing data via the employee editable attribute feature. In short, consent will only be asked when sensitive data is being collected by Peakon via surveys.
Employee editable attributes and Kiosk mode
- For security reasons, it is not possible to use editable attributes requiring consent for sensitive personal data when using kiosk mode.
- For security purposes, the employee type attribute is restricted. For example, it would not be possible to ask employees to select who their manager is on a kiosk mode.
- An employee submitting their attribute information is not tied in with them completing the survey. For example, they could submit their attribute information, and then leave the survey link without completing the actual survey. This will be reflected in the participation rate for that attribute.
Article: Setting up attributes and segments