Adding and removing users from access control groups

To allow user access to their dashboards, they first need to be set up with the correct permissions. Aside from having an assigned reporting line or a managed segment, they also need to be added to the relevant access control group, which controls the permissions they can use on Peakon.

Refer to About access control groups and how they work for some background and configuration of access control groups. This article will focus on adding or removing users from access control groups:

• Adding users to access control groups
• Notifying users to log into Peakon
• Removing users from access control groups

Adding users to access control groups

This option is available on all the default groups with the exception of the Manager group, which automatically adds members that either manage a reporting line or an assigned segment.

Manually populated groups

1. Go to Administration > Access control
2. Select the access control group, then go to the Group Members tab
3. Click on the Add people icon
4. Select the person from the list and click on Add

Automatically populated groups

1. Go to Administration > Access control
2. Select the access control group
3. Make a note of which segment is used to populate the access control group
4. Go to Administration > Employees
5. Open the manager's employee record
6. Within the Information tab, find the attribute field of the relevant segment
7. Add them to the required segment

In the above example, this group is linked to a segment called 'Managers with comments'. This means that the system will automatically populate the group with any people or segment managers that have been added to the segment 'Managers with comments'. 

Notifying users to log into Peakon

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.

The email will be sent according to the language preference set on the employee record, the survey itself, or the last language detected on the employees browser. Where none of these are present, Peakon will have no way to detect the employee's language preference and the email will default to English. See Manager facing emails for a visual on what this email will look like. 

Manually notifying members

1. Go to Administration > Access control
2. Select the access control group
3. Click on the Notify icon beside the manager's name in the list

OR 

1. Go to Administration > Employees
2. Open the employee record
3. Click on the Access control tab
4. Click the Notify button

Bulk notifying members

Bulk notifying is a good option for larger groups.

1. Go to Administration > Access control
2. Select the access control groups that needs to be notified
3. Go to the Group members tab
4. Click on the Bulk notify option above the employee list
5. Select any relevant filters and click on Next step
6. Review the filtered employees you'll be notifying and click Notify

A notification email will be sent to these users immediately, prompting them to log into their Peakon dashboard.

Relying on automatic emails to notify members

When the digest email or the low participation 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. 

Removing users from access control groups

Manually populated groups

1. Go to Administration > Access control
2. Select the access control groups that needs to be notified
3. Go to the Group members tab
4. Click the Remove icon next to the user's name in the list

Automatically populated groups

1. Go to Administration > Access control
2. Select the access control group
3. Make a note of which segment is used to populate the access control group
4. Go to Administration > Employees
5. Open the user's employee record
6. Within the Information tab, find the attribute field of the relevant segment
7. Remove them from the required segment

The user will automatically be removed from the associated access control group.