On Peakon, gaining insights from employees who have separated from your organisation is key when attempting to mitigate contributing factors leading to employee attrition.
By adding an employee's separation date and reason for separation, survey responses can be segmented for further analysis using the heatmap, segment dashboard for strengths, priorities, and highlighted segments, as well as, comments and topics for any leaver specific segments.
For more information on how to interpret the data from these separation segments, see this article.
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 from 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
Employee records can be updated as usual via CSV file upload, manually, or through an HRIS integration, such as BambooHR.
On the employee record, add the employees start date into the "Tenure" attribute on the employee record. If the start date is in the future, these employees will not be considered active on Peakon. As such, they will not receive any surveys or communications from Peakon or be eligible for access to a dashboard.
Once the start date is no longer in the future, the employee is considered as active and will be eligible to receive Peakon surveys and can then also be granted access to a dashboard.
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.
Viewing and filtering employee records
On the employee overview tab, there is a section of filters on the left called "EMPLOYMENT". The "Employment status" filter can be used to filter:
- Hired: These are employees with a future start date set in the "Tenure" attribute
- Employed: These are employees with a start date in the past for the "Tenure" attribute i.e. they are no longer "Hired" and have not yet separated from your organisation
- Left: These employees who have separated from your organisation. They will automatically be marked as "Left" when a separation date has been added to their employee record and the date is in the past. If the separation date is in the future, they will still be marked as "Employed"
When viewing individual employee records, the "Employment" section will contain the "Tenure", "Separation reason", and "Separation date" attribute fields. When the separation date is in the future, the employee record will show "leaving" at the top of their record, as pictured below.
What happens once an employee has Separated and is marked as "Left" on Peakon?
Once an employee's separation date is in the past, the employee will be marked as "Left" on Peakon. This means that they will no longer receive Peakon surveys, emails, or be able to access their dashboard if they had been granted access to one.
If an employee had received a survey on the Monday and on the Tuesday they were marked as Left, the link to the survey will no longer be accessible should the employee try to complete the survey after the separation date has passed.
Important: managers who have separated/left will no longer have access to their dashboard.
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
- Their employee records will be hidden
Searching for employees marked as "Left"
- Employees marked as "Left", are only searchable when also applying the filter for "Left" employees ("Employment Status" filter)
- Use the search function to search for specific employees from the filtered list
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.
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 has 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.
What if an employee is accidentally marked as “Left” in Peakon?
Employees can be reinstated by removing or editing the “Separation date” value on the employee record. 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 the employee will no longer be employed on that date but in the meantime, will continue to receive Peakon surveys. Once the separation date has passed, the employee will no longer receive Peakon surveys.
If a manager was accidentally marked as left, you can remove or edit the “Separation date” to reinstate their manager segment including the scores and comments, however, all conversations, acknowledgements, and actions tied to the previous manager segment, will be lost.
This means that when a manager subsequently logs into Peakon after their dashboard has been reinstated, they will not be able to filter on comments using the interaction filters to only see comments with conversations or acknowledgements etc. The manager will also lose all the previous actions that they created along with those that may have been created for them.
In addition the manager will only be reinstated into the 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.
Manually adding the separation attributes
Customers who signed up to Peakon after the 5th of September 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 follow:
Adding the attributes
- Click on the "Configuration" section in the left menu
- Select the "Attribute" under Company submenu
- Click on the black "Add attribute" button to add a new attribute
- Add two date type attributes. Label one "Tenure" and the other "Separation date"
- Add an option type attribute and label it "Separation reason"
Naming convention: Labeling the attributes "Tenure", "Separation date", and "Separation reason" will allow Peakon to automatically recognise these attributes as part of the separation group of attributes. This means that Peakon will automatically place these employees in the correct "EMPLOYMENT" filters on the employee overview page and either include them or exclude them from Peakon surveys, and where applicable, maintain dashboard dashboard access for managers who have not left your organisation.
Using the above 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 (as shown below). 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. The date ranges will need to be defined on Peakon either prior or after uploading the CSV file.
The naming convention of these segments will not affect the way the attribute works, so feel free to edit. To help get you started, the following segments can be added:
- Contract expired
Article: Data aggregation and anonymity
Article: Setting up Attributes and Segments
Article: Adding and Updating Employee Records via CSV file
Article: Analysing the data from employees who have separated from your organisation