Important
This article is based on Workday's recommendations on how to manage users in the platform. Please reach out to your system administrators within your organization to understand how internal policies and processes apply to managing users in Workday Peakon Employee Voice.
It is possible to temporarily exclude employees from being surveyed, which is ideal for employees that are going on a long leave (eg. maternity/paternity leave, sabbatical), so they will not receive any Peakon survey email or reminder for the subsequent rounds.
How it works
Marking someone as inactive will stop them from being surveyed in future survey rounds. It will not affect historical data, or the current round (when done during a live round).
When an employee has their engagement disabled, their old survey data will only be visible and considered in the aggregated scores and participation rates as long as the visibility window dictates.
The below table shows the impacted areas and how they change depending on whether an employee is active or inactive.
| Impacted areas | Active employee | Inactive employee |
|---|---|---|
|
Included in employee licence limit |
✓ - Yes |
✓ - Yes |
|
Survey and reminder emails sent |
✓ - Yes |
✘ - No, they will not receive survey and reminder emails, due to not being included in survey rounds in the first place. If the employee is made inactive during a live round, any links that have already been sent are deactivated. |
|
Manager digest, low participation and upcoming survey emails sent |
✓ - Yes |
✓ - Yes |
|
Dashboard login access |
✓ - Yes |
✓ - Yes |
|
Included in participation rate |
✓ - Yes |
✓ - Yes for aggregated participation rate, if the employee has been included in previous rounds, or the current round (if made inactive during a live round) ✘ - No for participation per survey round, if the employee was made inactive before the start of the survey round |
|
Included in shared dashboard recipient list |
✓ - Yes |
✘ - No, the shared dashboard recipient list excludes employees that are marked as inactive |
Excluding an individual employee versus a group of employees
To exclude a specific group of employees from receiving surveys, we suggest excluding this segment from your survey by using the targeting option, instead of managing this on employee level. See Scheduling and configuring your survey.
Excluding an employee who has left the organization
If the employee has left the organization, we recommend using Separation Date and Reason attributes instead, so they no longer count towards the employee limit. See Removing an employee from Peakon.
Configuration
The Engagement toggle on an employee record controls whether the survey should be sent or skipped for a particular employee by setting it as enabled/disabled. Once done, the employee will not be included in future survey rounds, until they are made active again.
Marking an individual employee as active or inactive
This is useful as an ad hoc task, when someone goes on long term leave or needs to be excluded from the survey.
To set an individual employee as active or inactive:
- Go to Administration > Employees
- Select an employee's record to open their profile
- Scroll to the bottom of the profile page and locate the Engagement option
- Use the toggle switch to allow to either mark the employee as Inactive or Active
Marking multiple employee as active or inactive in bulk
Setting the inactivity setting in bulk is good when a group of random employees needs to be temporarily excluded from the survey. If it's a segment of employees, it's recommended to instead exclude the segment from the schedule (see Scheduling and configuring your survey).
To set the Engagement setting in bulk:
- Go to Administration > Employees
- Using the filters, set them to the group of users you wish to mark as inactive
- Select all employees or those that need to be updated
- Select the Edit icon at the top right
- You will then be able to select the engagement icon and toggle the switch either as either Active or Inactive
Marking multiple employee as active or inactive in bulk via a data import
It's also possible to bulk update employees' engagement as active or inactive while importing users via CSV file. See Adding new employees with a data import (CSV or XLSX) for more details regarding adding or updating employees with data imports.
To set the Engagement setting via data import:
- Ensure the file contains a column named Engagement
- For each employee set the value to be either Active or Inactive
- Go to Administration > Employees > Import
- Import the file back in to the system
- The changes will be valid for the next survey round
Viewing inactive employees
If you need to review the current Engagement status for the employees on Peakon, you can use the filters available. This is useful in helping to understand the list of employees that will be surveyed.
To view active or inactive employees:
- Go to Administration > Employees
- On the left sidebar, click on the Engagement filter option
- Set it to Enabled or Disabled
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