When adding a new manager or leader to Peakon, there are three necessary steps to take, which we will go through in this article:
- Step 1. Add them to Peakon as an employee
- Step 2. Assign direct reports or a segment to manage
- Step 3. Assign permissions and login access
1. Add the manager to Peakon as an employee
In order for the manager to be able to do anything within Peakon, they first need to exist as an employee on the system. To add them to Peakon, first click Administration, and then select the Employees option.
From there, you can either add them manually by clicking on Add employee (recommended if it's just one or a few people) or add them through an Excel data upload by clicking Import (ideal for bulk uploads).
2. Assign direct reports or a segment to manage
For someone to be recognized as a manager on Peakon, they either need to directly manage some employees (direct reports) or to manage an already existing segment. It is also possible for one manager to manage employees directly, as well as manage a whole segment.
Option 1: assigning direct reports
To create a reporting line between a manager and an employee, the employee needs to be linked to the manager through the Manager field on the employee's profile.
There are three ways to do this:
- Manually (one by one)
- Manually in bulk
- Through an Excel data upload
It is also possible to backdate the changes for each of the below methods to align historical survey data with the new manager, see Updating employee and segment data with a retroactive effect.
- Head to Administration > Employees and open the employee's profile
- Identify the Manager field in the profile and search for the new manager
- Click Save to apply this change
The employee now reports to the new manager.
Manual bulk approach
This method is appropriate when you need to make bulk changes to a specific segment. An example of this would be when all employees from a specific department or the employees reporting to the manager's predecessor need to change reporting lines.
Excel data upload approach
It is possible to add the new manager as an employee and create reporting lines at the same time through an Excel data upload.
When checking Excel files for reporting lines, Peakon looks at the email addresses under the Manager column in the sheet and makes a match with the corresponding manager on the system. In order for a match to be found, the manager needs to exist as an employee in the system first.
Option 2: assigning an already existing segment to manage
In cases where the manager is not a people manager but needs access to a whole segment, you can give this access by making them a segment manager. They will then be able to view that segment from within their context switcher. It is possible to give the manager more than one segment to manage.
3. Assign permissions and login access
Once the employee record for the new manager is added and the reporting line is updated, the new manager will automatically appear in the default "Manager" access control group. This will provide the manager with the predefined permissions of the Manager access control group.
If another access control group is being used, be sure to add the manager to the relevant group. You can do this by:
- Going into Administration > Access Control
- Open the relevant group and click the Group members tab
- Scroll down until the Add people button and add the manager
When a user is part of multiple access control groups that are the same group type (all employees versus managed employees group types), and in one group a permission (for example, the ability to acknowledge comments) is turned off, but in the other group it has been turned on, the manager will have the ability to acknowledge comments.
Once done, click on the Notify option to grant the manager access to their dashboard. This will automatically send them an email prompting them to log into Peakon.