Adding or removing users on segment managed access control groups

This article will guide local administrators on how to manage user access in an organization that has connected an access control group to an employee segment.

It will contain:

• How it works
• How to add a user to an access control group
• How to remove a user from an access control group
• How to notify new users of their Peakon access

How it works

The Access control area enables an organization to:

• Add users into distinct permission groups, in order to control what permissions they can use within their assigned Peakon dashboards
• Create different groups to enable different permissions for different user types (eg. Managers, Human Resources etc.)

This section itself is only available to system administrators due to security reasons, however an organization can set the group up in a way that it automatically populates it with users that are part of a specific segment. This means that users with access to edit employee records can place an employee into a segment, therefore adding them to its relevant access group.

Such groups will need to be set up centrally by the system administrator, and the segment options should be explained to local administrators, to ensure full understanding of each distinct group. 

The naming convention is set by the organization, so it might differ from this example.

In the above screenshot, a company has created an access control group linked to a segment called "Managers with comments". This segment exists within a custom attribute named "Manager comment access", which can be directly populated on an employee record. 

How to add a user to an access control group

This can be done either manually on the employee record, or via a data import. When doing this through a data import, ensure that the naming convention is exactly the same, otherwise there is risk of creating duplicate segments.

To set access manually on the employee record:

1. Go to Administration > Employees
2. Open an employee record
3. Find the connected attribute (eg. Manager comment access)
4. Click the field and set it to the relevant segment 
5. Save changes

To set access via a data import:

1. Ensure your import file contains a column with the same name as the access attribute
2. Populate the column with the access segment options (naming convention needs to be exactly the same)
3. Go to Administration > Employees
4. Click Import
5. Import the file

Employees who are added to a segment which is connected to an access control group will now be added to that group, provided they manage a reporting line or a segment.

How to remove a user from an access control group

Similarly to adding users, it's also possible to remove users from an access control group either directly on the employee record or via a data import. 

To remove access manually on the employee record:

1. Go to Administration > Employees
2. Open an employee record
3. Find the connected attribute (eg. Manager comment access)
4. Click the field and empty the contents
5. Save changes

To remove access via a data import:

1. Ensure your import file contains a column with the same name as the access attribute eg. Manager comment access
2. Empty the column with the access segment options, so the values are empty
3. Go to Administration > Employees
4. Click Import
5. Import the file

The employee(s) will now be removed from the group that is populated by the segment they were in previously.

How to notify new users of their Peakon access

Only global administrators who have access to the access controls page can bulk notify users or individually notify a new user. 

However, all users with dashboard login access will receive digest emails during or after the survey, depending on the organization's settings. 

If a manager wishes to log in without receiving their invitation or digest email, they can do so by resetting their password here: https://app.peakon.com/login/forgot.