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.
There are two components to administering access control:
- Setting up access control groups
- Choosing the right access control permissions
This article will cover choosing the right access control permissions.
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.
Access statistics - 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 “Segment” 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. The list will show all employees who have been sent a survey within the timeframe set in the “Time for all data” (this is set in the “Settings” section under the “Data aggregation” tab).
Access restricted attributes - Controls whether segments of restricted attributes are visible on dashboards and within the “Segment” option in the left menu.
Access to priorities and strengths - Controls whether strengths and priorities will appear on the dashboard and within the “Segment” page in the left menu. Priorities and strengths can be both drivers and segments (highlighted segments).
Access to set and unset priorities - Controls whether users are able to unmark drivers or highlighted segments as priorities as well as the ability to mark drivers or segments as priorities. When enabled, this option is found at the top of the dashboard when clicking into a driver or segment.
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 only) Ability to see statistical predictions of employee attrition by segment. This is a great feature when used on the heatmap as it makes for easy segment analysis to identify and address attrition risks.
View employees - 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 “Employee” option in the left menu. When using the default “Manager” access control group, managers will be able to view employee records of their team reporting into them. It could also be the ability to view all employee records if the access control group has been set up that way. 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.
Update employees - 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.
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.
Employee codes - Ability to view and download employee 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. However, 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.
Manage actions - Controls whether a user is able to create, edit, and delete 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 comment 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.
Acknowledge driver comments - Ability to acknowledge comments, which will send an email to the commenter. When enabled, the user will see an acknowledgment icon on each comment allowing the user to acknowledge comments. The user will also be able to 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. Note, kiosk users will not receive the comment acknowledgment email.
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 see an acknowledgment icon on each values comment allowing the user to acknowledge comments. The user will also be able to see how many times a comment has been acknowledged by other users that also have access to the values comment. The “Access values comments” permission needs to be enabled. Note, kiosk users will not receive the comment acknowledgment email.
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 see an acknowledgment icon on each values comment allowing the user to acknowledge comments. The user will also be able to 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. Note, kiosk users will not receive the comment acknowledgment email.
Access conversations - 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 see a conversation icon on the comment. The user will also 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. Note, kiosk users will not receive the comment conversation email. There are anonymity considerations for enabling this permission - see notes below on anonymity.
View comment managers - Ability to view the list of managers associated with a comment. A small person icon appears on the comment. Hovering over the person icon allows the user to see which other users also have access to the comment. There are anonymity considerations for enabling this permission - see notes below on anonymity.
Read sensitive comments - Ability to read 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. For example, clicking on a highlighted segment on a dashboard brings up the segment's comments when this permission is enabled.
By default, all members of the “Administrators” access control group will have access to all the administrate permissions. For other access control groups, there are some three permissions that allow members to do the following:
Manage schedules - 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. Users will only be able to use this feature with 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.
Manage questions - 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 before clicking on the “Question” option. For example, if the context is “My team” and the user clicks on “Questions” and adds a question, the question will only be asked to the target “My team”.
Delete comments - Ability to delete comments. When enabled, users are able to click on the drop-down arrow on comments they have access to and they will then see a “Delete” option to delete comments.
Receive upcoming survey reminder - Get a reminder on upcoming survey rounds with the number of employees included. When enabled, users will get these reminder emails whenever employees they manage have an upcoming survey round. The reminder email will state the date of the upcoming survey round along with the number of employees included in the round.
Receive low participation emails - Get a low participation summary email during the round if participation is low. When enabled, users will receive emails whenever participation rates are low during an open round. When a manager has been added to a segment, these emails will also be triggered when there is a low participation for the segment. For example, the manager may have 100% participation for their direct reports but still receive an email regarding a segment they’ve been added to having a low participation rate.
Receive sensitive comment notifications - (only for access control groups with access to "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 (appears on Peakon's notification icon when logged in) or it will be a daily notification via the digest email that managers receive during or at the end of an open survey round. The Instant or Daily option is set on the sensitive comments configuration page (configure > 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. Specific micro courses are recommended based on the drivers that have been identified as priorities.
Concerning the “Access conversations” and “View comment managers” 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.
Article: Setting up access control group
Article: Segmentation and Heatmaps: deep-dive analysis of the feedback
Article: Restricting attributes
Article: Key drivers of engagement: Priorities and Strengths
Article: Review your highlighted segments
Article: Sharing your Dashboard's results
Article: Adding and Updating Employee Records via CSV file
Article: Creating your own Action plan
Article: Viewing and assigning actions to managers
Article: Viewing and exporting Comments
Article: Reviewing your comments topics
Article: Using Acknowledgements in Comments
Article: Using highlighted comments
Article: Setting up values: The essence of your organisation
Article: Using conversations with comments
Article: Adding custom questions
Article: Enabling and using the sensitive comments feature
Article: Automated Survey Reminders, Employee Reactivation Emails, and Low Participation Emails