For larger organisations, it often makes sense to have local administrators manage employee records instead of the global admins managing this responsibility.
Only global admins have access to the access control groups page, and will therefore need to set up the access control groups at the outset.
1. Using the default manager access control group
Most organisations will utilise the default manager access control group where all managers have access to their Peakon dashboard with the same permissions enabled.
In such cases, the global admin simply needs to create a local administrator access control group and add the relevant local admins/HRBPs to the access control group.
These members will typically be responsible for their "managed employees" which can be achieved in two ways:
- Adding them as a manager to a segment of employees
- Adding an additional "Employee" type attribute and updating employee records so that each employee 'reports' to both a manager and a local administrator/HRBP
At the point when creating the access control group, the global admin can set the group to "Managed employees" - pictured below.
This means that the local admins will only have access to those employees from a particular segment that they have been added as a manager to, or to those employees reporting upwards to them via the employee type attribute.
Use the "Choose manually" option and select the local admins from the list to be added to the group.
The permissions enabled for this group will typically include the ability to "View employees", "Update employees" and "Administer employees", amongst others.
A useful permission to also consider is "Segment management access" which allows these members to provide managers access to view particular segments on their dashboards (provided the access control member has access to view the full segment).
2. Creating custom manager access control groups
In some cases, you may wish to disable the default "Manager" access control group and instead set up additional access control groups for your managers where you can have different permissions enabled for each group. The local admin controls which managers are added to the groups directly from the employee records.
As local administrators will not have access to the access control groups page, the "Choose by attribute" option can be used instead to populate these manager access control groups. Since local admins will have access to the employee records, when they update the attribute value on the employee record, this automatically updates the respective access control group.
For this purpose, it can be useful to create an additional option type attribute with various segments that will be used by local admins to control which access control group the manager is placed in (via the employee record).
The attribute itself can be set to not appear on the dashboard's segments by clicking on its advanced settings and toggling off "Dashboard access" (this is done from the attribute page).
For example, create an attribute called "Manager dashboard access" and then add some segments that reflect different levels of permissions various manager groups should have when they log into Peakon - comments access, conversation access, comment acknowledgement access etc.
The setup is completed by a global admin with access to the access controls page and attributes page:
- Define the different levels of permissions manager groups should have
- Create the option type attribute and add a segment for each level of permissions a manager could be placed in as defined in step 1
- Create an access control group for each level of permission as defined in step 1 and 2. Select the "Managed employees" option and the "Choose by attribute" option to populate the group using the segments you created in step 2. (You can update the employee records later once everything is setup).
- Setup your 'Local admin' access control group and choose the "Managed employees" option and the "Choose manually" option. Remember that these local admins will either need to be added as a manager to the segments of employees they'll 'manage' or you'll need to add an additional "Employee" type attribute and update employee records so that each employee 'reports' to both a manager and a local administrator/HRBP
- Ensure the following permissions are enabled: "View employees", "Update employees", "Administer employees", and consider enabling "Segment management access" so that local admins can add managers to segments they may need access to.
- Once the groups have been setup, provide local admins with an explanation of which permissions are enabled for each manager access control group so that they can update their employee records accordingly
- Have access to the employee records they manage on Peakon
- Are able to control which access control group managers have access to by selecting one of the segments from the newly created attribute that's used to automatically populate the respective access control groups
- If a manager access should be revoked, the local admin can simply remove the value from the manager's employee record
- If a manager with no direct reports needs access to a segment, the local admin can open the employee record and add the manager to the segment
Note: local admins will not have access to the access control page and therefore the ability to notify managers of access to Peakon. Therefore, the global admin will need to bulk notify managers routinely or rely on the daily digest emails being sent out, which also serve as a notification for managers to log into their Peakon dashboard.