Viewing and searching for employee records

Employee records show basic contact information along with the segments an employee's survey responses fall into. If the user is a manager, the reporting line will also be visible on the record, as well as any other segments the user manages. Account administrators are also able to see what access the user has, in terms of being able to log into Peakon to see data and use specific features. 

In addition, account administrators are also able to see the amount of survey rounds the employee has been included in (this does not mean surveys the employee has completed but rather the survey emails the employee has received).

This article will cover:

• Accessing employee records
• Accessing employee records in different contexts
• Searching and filtering employees
• Navigating an individual employees record

Accessing employee records

The ability to view employee records is only available to users with the "view employees" permission enabled, and the ability to edit employees is only available to those with the "update employees" permission enabled. Often, employee records are managed centrally by the HR team at the organisation.

How to access employee records

1. Click Administration
2. Select the Employees section

This list will be populated with employees who are part of the selected area in the context switcher.

Accessing employee records in different contexts

The context switcher allows a user to switch between the different contexts that they have been assigned to. 

For example, if an administrator also manages their own team of direct reports, and wishes to only view these employee records, switching their context from company view to their direct reports will allow them to view those specific employee records isolated from the company level view. 

Searching and filtering on the employee record

To find a specific employee record, use the search box to search by name or email address. If the employee is a leaver, make sure to set the Employment status filter to No longer employed before doing your search.

The filter options can also be used to identify groups of employees, such as members of the Accounting Department who are not based in London. This can be useful when creating a custom segment, for example.

When viewing employee records, the Columns option can also be used to choose which columns to have in your view. The columns can also be sorted by ascending or descending. The timezone column can be a useful thing to view when administering timezones. Please note that this will only show the set timezone, and not the detected timezone, which can otherwise be viewed on the employee record.

Navigating an individual employees record

Now that you are on the employees page, clicking into an individual employee's record will then show the following tabs:

• Information
• Managing
• Access control
• Rounds

The information tab is available to everyone with access to view the employee record, whereas the Managing and Access Control tabs are access restricted depending on the user's permissions. The Rounds tab is only available to the system administrator.

Information

The Information tab shows fields for basic contact information, as well as the attribute values given on the employee record. You will also be able to see whether an employee's engagement has been marked as active or disabled. This refers to whether the employee will receive surveys (active) or not (disabled). 

Managing

Clicking on the Managing tab will show the various segments of employees the user is managing. 

Managing employees on Peakon means having employees reporting into you, either directly or indirectly. It could also mean that the admin has added the employee as a manager to a segment of employees, or that an employee has been given access to view all employee records and aggregated scores.

Only users with access to segment management access can grant segment managing rights to an employee. They can only grant rights to segments that they themselves have access to.

Access control

For users who have the "Administrate employees" permission enabled, they are able to see the Access control tab on employee records. This option allows users to see which access control groups an employee is part of. 

By default all employees are placed in the "Employee" access control group. All managers who have reports or who have been added as a manager to a segment will also be in the default "Manager" group. Any additional access control groups an employee has been added to will also be seen from this tab.

There is also a Notify option that allows users to notify the employee. The employee will receive an email invitation to log into their Peakon dashboard.

Rounds

The Rounds tab that shows details of the survey rounds an employee has been included in. Note that this does not indicate whether the employee has answered the survey or not, it only shows the survey rounds the employee has been included in. Due to confidentiality reasons, it is not possible to see whether an employee has answered the survey or not.

The survey rounds list shows the target and dates. From here it is also possible to click into the schedule. Test rounds are indicated by a paper aeroplane icon.

If an employee has been added to the survey during an open survey round, a banner will appear asking whether you would like to add the employee to the current open round. It is also possible to resend their survey link, allowing the employee to complete the survey or choose to reset it, if they had already completed it.