As the administrator of your Peakon account, you can setup 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, which determines how they're able to interact with the data.
There are three components to administering access control:
- Setting up access control groups
- Choosing the right access control permissions
- Notifying members within an access control group
This article covers "Setting up access control groups" and "Notifying members".
Accessing the access control groups
On your Peakon dashboard, click Configure in the left menu followed Access Control.
You’ll notice that you already have some default groups set up. The two main groups you'll see are:
Administrators: This group is intended for the small group of people who’re directly responsible for the Peakon platform in your organisation. Admins are able access and edit all employee information. They can also view all the feedback and analysis from employees, throughout the company. Most organisation’s usually only have two or three admins.
By default, members of the admin groups will have access to all the permissions. Members of this groups can be added manually.
Managers: The members of your Manager group are defined by the Manager attribute. This group is populated automatically based on the reporting lines in employee records. Therefore, managers can only see the feedback from their managed employees – i.e. those employees reporting upwards to them in the org-tree.
By default, permissions for this groups need to be enabled by an administrator. Members of this groups are automatically added based on reporting lines.
Adding and removing members from groups
There are two ways that access control groups can be populated.
- Manually - this means individually selecting the members of a group
- Populating a group via an attribute - this means selecting a segment of employees of which all the people managers will be added to the group.
Manually adding/removing members
This option is available on all the default groups with the exception of the "Manager" group.
- Select the access control group
- Click on the green "Add people" icon
- Select the people from the list and click on "Add"
Removing members: simply click on the red "Remove" icon.
Choosing by attribute
This option is suitable for larger groups of employees. For example, the default manager group is populated this way. All people managers within a chosen segment are automatically added to group.
Removing members from access control groups
Manually populated groups: It's possible to remove members directly from within the access control group by clicking on the red "Remove" icon beside the member's name.
Groups populated via attribute: you cannot remove members from within the access control group itself. Instead, you need to remove the value from the attribute used to populate the group. This is done on the employee record itself. Doing so will then remove the member from the respective access control group.
Once the access control groups have been created and all the relevant permissions have been selected, it's then possible to notify members of the access control group to let them know that they now have access to log into Peakon and view their dashboards.
- Adding new members to the "Administrators" group triggers an instant email to be sent inviting them to view their Peakon dashboard.
- For all other groups, members will need to be notified that they have access to view their Peakon dashboard
Manually notifying members
- Select the access control group
- Click on the "Notify" icon beside their name in the list
Bulk notifying members
Bulk notifying is a good option for larger groups.
- Select the access control groups that needs to be notified
- Click on the "Bulk notify" option at the top of the list of employees
- Select any filters in the right menu (number of responses, last notified, last seen online). These filter allow you to only notify those manager who meet the minimum segment size and have data to show on their dashboard, or only notify those managers who have never been notified before etc.
- Click on "Next step" and review the filtered employees you'll be notifying before clicking on "Notify"
Relying on the Digest email to notify members
When the digest email has been enabled on survey rounds, an email will be sent to all managers either daily or at the end of the survey round and only if there is new data to show on the dashboard. The email contains a link to the dashboard allowing members to log into Peakon and view the results of their dashboard.
Creating a custom Access Control group (Business & Premier only)
There are two more very popular groups that you’ll probably want to create yourself, following these steps:
HR Business Partners
While you might not want managers to administer employee information, giving your HRBPs the ability to do so makes a lot of sense. Therefore you’ll want to create a specific group for your HRBPs. Click the ‘Add group icon’ and then choose the option to select people based on an attribute. In this case I’ll use our department attribute and select our HRBP team, as you can see in this screenshot:
This will select all of our HRBPs from that segment who are people managers (based on the reporting lines in employee records), so I can then go ahead and give the group a name a choose the settings that will apply to this group:
You can see I have selected the ‘View employees’ and ‘Update employees’ options – enabling HRBPs view and update attribute data for (only) the employees they work with. They’ll also get dedicated insights on the employees they’re working with in their dashboards.
Creating a specific group for you CEO or all your executive team is also helpful. When doing so, if you select the ‘All employees’ access option, you’ll enable this group to see feedback from across the company, rather than just their business units.
While a broad overview of trends for the entire organisation (with the ability to deep-dive into specific areas) is an obvious necessity for a CEO, it’s also a great way of sharing knowledge across the organisation. Including all your executive team in this group will enable leaders to compare the strengths and weaknesses of their business units, and find examples of best practices and policies that can replicated in disengaged teams.