The editable attributes feature can be used to either collect or validate demographic data, by allowing employees to select from a list of fixed values at the start of their survey, which in turn automatically updates their employee record on Peakon.
This is a useful option for larger organizations who may need to collect a few demographic data points to be stored on employee records for the purpose of segmentation analysis.
This article will contain:
For configuration see Configuration of editable attributes. Customers using the Include (D&I) add-on can use Configuration of sensitive editable attributes instead.
How it works
An organization can set up an attribute with its segment options, and then enable this attribute on a survey schedule.
An accompanying custom message can be added, to provide an explanation of why employees are being asked to provide their demographic data and how the data will be used by the organization for segmentation purposes.
Editable attributes which do not require consent (see Employee consent setting section) are available to answer on all survey channels, whether it's email, SMS or kiosk.
How it looks for survey participants
When enabled, employees will be presented with the editable attribute options at the beginning of every survey as long as the editable attribute is still enabled.
An employee submitting their attribute information is not tied in with them completing the survey, if the attribute is marked as optional within the schedule settings. For example, they could submit their attribute information, and then leave the survey link without completing the actual survey. This will be reflected in the participation rate for that attribute.
If the attribute is marked as required, the employee will need to contribute to it before proceeding to the survey and the Continue survey button will be greyed out before doing so.
How often the options will appear
If an employee has already made a selection on a previous survey, they will still see the editable attribute at the beginning of their survey with their previous selection and the option to change their selection. This allows for employees to change their answers on an ongoing basis.
Required versus optional editable attributes
The employee experience differs based on whether an attribute is marked as optional or required in the survey. See below table for notable differences.
| Difference between attributes marked as optional or required in the schedule | |
|---|---|
| Attribute marked as required in the schedule | Employees will not be able to continue the survey without providing their data. |
| Attribute marked as optional in the schedule |
An employee can decide to leave a sensitive personal data question blank and continue to the normal Peakon survey. |
Viewing survey data from editable attributes
Once an attribute has been populated via a survey, its aggregated survey data can be viewed in the dashboard the same way as for all other attributes. See Viewing your interactive heatmap for more.
If needed, administrators can mark the attribute as restricted in order to only allow visibility for user groups that have access to restricted attributes. Otherwise, users whose assigned employees fall into the populated attributes will begin to see them appearing on the segment heat map.
Employee consent setting (Peakon Include)
The employee consent setting is available for customers with the Peakon Include add-on to collect sensitive employee data via the Peakon platform in support of their compliance obligations with GDPR.
How it works
The consent setting ensures that Peakon customers collect sensitive data in an appropriate way whilst allowing organizations to analyze this information in relation to employee engagement.
- The setting should always be enabled when collecting sensitive personal data through editable attributes.
- The setting is not required when such data is uploaded to Peakon via a data import or HRIS integration i.e. when the collection of sensitive personal data is outside of the Peakon platform; and is only required when employee editable attributes are used to collect this data.
- To protect this sensitive data, once an attribute has been marked as requiring employee consent, the attribute cannot be edited to be made unrestricted at a later time. This is to avoid the misuse of sensitive data and ensure this data is protected at all times.
For configuration of the consent setting, see Configuration of sensitive editable attributes.
How it looks for survey participants
When the consent setting is enabled, it will generate a consent notice for employees to agree to the processing of this data for survey and data analytics purposes before starting the Peakon survey.
This consent notice will appear after the editable attribute questions but before the start of the survey, to collect consent when at least one attribute is marked as requiring employee consent. The content of the consent notice is not customizable.
An employee will be asked for consent every time they provide data to a sensitive attribute or make a change to existing sensitive attributes. This is to allow the employee to opt-out of providing their personal data (by removing their personal data from Peakon) or to change their data every time they interact with a Peakon survey.
As specified in the legal consent notice, if an employee wants to withdraw consent in between survey rounds, the employee is asked to contact their Peakon administrator (typically the HR/People team). The administrator should then contact Peakon Support for assistance in completing the request.
Attribute marked as required or optional AND consent requiring
When adding an attribute to the survey, it can be marked as optional or required. When used in conjunction with the consent required option, the employee experience differs to those without consent requiring attributes. See below table for notable differences.
| Difference between consent requiring attributes marked as optional or required in the schedule | |
|---|---|
| Attribute marked as required in the schedule | Employees will not be able to continue the survey without providing their data and consent. |
| Attribute marked as optional in the schedule |
The consent page will only display when the employee has shared their data. An employee can decide to leave a sensitive personal data question blank and continue to the normal Peakon survey. If an employee provides personal data, but does not want to accept the consent notice, they will be asked to return to the editable attribute page to remove their data before continuing to the survey. |
Considerations of the consent setting
For security reasons, the consent setting comes with a few restrictions, in order to avoid misuse.
| Enabling the consent setting on an existing attribute |
It is not possible to change an existing attribute to “requiring consent”. A new attribute will need to be created. |
| Require consent on a combination attribute | It is not possible to require consent for a combination attribute. |
| Create a combination attribute using sensitive attributes | Two option type attributes can be combined to create intersecting segments - if either one of the original attributes requires consent, the combination attribute will be restricted |
| Importing data into a sensitive attribute | If 'sensitive personal data' is uploaded via a CSV file import or HRIS integration, employees will only be asked for consent if they change the existing data via the employee editable attribute feature. In short, consent will only be asked when sensitive data is being collected by Peakon via surveys. |
| Kiosk mode |
It is not possible to use editable attributes requiring consent for sensitive personal data when using kiosk mode. Note: this can be changed on request. Additionally, the employee type attribute is restricted. For example, it would not be possible to ask employees to select who their manager is on a kiosk mode. |
Comments
0 comments
Article is closed for comments.