Concept: Kiosk Surveys

The kiosk mode is a survey channel for employees that don’t have business email addresses. Employees can access the survey on a communal or a personal device using a code or a sign-in unique to them.

You can enable kiosk mode on a per schedule basis. Employees with work email addresses can also use kiosk mode, however the range of functionality they can access is greater to kiosk-only employees.

Overview

Kiosk mode enables you to survey employees without email addresses. Employees can access the survey on a communal or a personal device using a code or login that is unique to them. Each employee's unique token limits them to 1 survey submission per round and ensures that their answers contribute to the correct segments.

Companies in sectors with workforces not digitally connected to their organization can use kiosk mode to deliver the same digital survey experience to employees and gather meaningful feedback.

You can use kiosk mode on its own or enable it in addition to other survey channels (Example: Email), to keep your entire workforce on the same survey schedule, reducing admin work. Employees with access to multiple survey channels can answer the survey using any of the available methods. If an employee has already completed their survey and they try to access it again using another channel, it will display as complete, with the option to reset their answers.

Companies with Single Sign-On enabled can use the Concept: Single Sign-On Survey Link functionality to share a unique survey link to all employees, which takes them to their unique survey. The link validates the user’s SSO details and takes them to their unique survey. If not logged in, users are prompted to sign in before continuing. This process prevents survey completion under another employee's Peakon account. Administrators can then share this link via the Kiosk or any preferred communication channel.

It's possible to use the Concept: SMS Survey Notifications to notify employees of their kiosk sign in credentials and survey link. No matter which additional survey channels you've enabled, if you enable SMS notifications on a survey schedule with kiosk mode, SMS notifications will contain kiosk information.

Supported Functionalities

Submitting survey responses during the survey round or the soft close phase.

Resetting survey answers through self-service during the open or soft close phase.

Contributing responses to survey attributes (Example: Shift preference)
or sensitive survey attributes (Example: Ethnicity)
, if enabled by Workday.

Survey responses from kiosk mode adhere to the organization's confidentiality and data visibility threshold settings. It's not possible to infer whether a score or a comment came from a kiosk survey.

Configurable survey session reset duration due to inactivity. Example: When selecting

Shared device

, sessions reset after 5 minutes of inactivity.

Multiple language support, based on language configuration in the survey schedule.

Survey and question targeting, same as the regular survey.

Test rounds.

Configuration

You need to configure kiosk mode on each survey schedule separately. After configuring kiosk mode, you can preview it by clicking

Preview kiosk

in the

Kiosk URL

section. See Enable Kiosk Mode for instructions.

When enabling kiosk mode, you need to:

Select the type of kiosk survey.

Create a kiosk survey URL.

Select whether employees will use personal or shared devices. Example: Communal tablet.

Kiosk Type	Description
Reusable kiosk codes	Reusable kiosk codes don't change from 1 round to the next so employees can keep using their unique code on an ongoing basis. You can also regenerate the reusable code for an employee, if needed. The codes are available for export after selecting reusable codes as the kiosk type in the schedule. You can use this export to distribute codes. Example: By post or through frontline managers. To export the codes, go to Administration Employees Export Export . Only users from access control groups with the Kiosk codes permission can export codes.
One-time kiosk codes	Each employee can use a unique one-time code that regenerates for each new survey round. To export the codes, go to Administration Schedules View Kiosk Export all in schedule . The Export all in schedule button only displays after the survey round has opened.
Employee number and first name	Employees access the survey by entering their first name and employee number. The employee number and first name must match the information on the employee record. Although this method requires the least admin, it often causes confusion with regard to special characters, and cases of multiple names. Communicate your policies on how to proceed or troubleshoot common access issues. Example: If you've standardized the practice for the First name field to include all names except for the surname, tell employees to enter all their names except for the surname.

Survey Participant Experience

When an employee opens the URL for your organization's kiosk survey, they must first authenticate using the method the organization selected. If Peakon identifies the employee based on a match in the system, the page directs them to their survey. Their survey displays the questions that you've enabled and that are due for the employee, based on the last time they answered.

Employees can also use the SSO Survey Link shared by their administrators to access their survey. The SSO Survey Link is a universal link that takes employees directly to their unique survey.

If you've enabled multiple languages in the survey, the survey will display in the first language that you selected in the

Survey settings

tab of your schedule. Employees can change the language using the language drop down menu.

Employees can reset their survey by opening the kiosk link and enter their details again. Example: If your company uses the reusable code as the kiosk method, employees can re-access their survey by reentering their reusable code on the kiosk link. The link will not display their answers (same as with regular surveys), but it will display an option to reset their survey if the survey round is still open or in the soft close period.

Recommendations

Communicate early and regularly to manage expectations.

Ensure that employees can take time to complete the survey during their working hours.

Where applicable, engage with unions early to help mitigate unforeseen delays and increase adoption from stakeholders.

Use an online QR code generator to create a unique QR code linking to the kiosk survey. Employees can scan the QR code with their mobile device camera and open the associated URL.

Print instructions on logging in, leaving comments, or skipping questions. Also include contact details of the administrators, if employees need to check their authentication details.

Save the survey sign-in page on the desktop or in the browser when using a communal device.

Integrate Peakon into new employee onboarding with information about the survey, authentication details, survey frequency, and what to expect.

Involve site managers to drive participation and commitment by providing employees the time to participate. Site managers are also a point of contact once the survey results are ready to share.

A short video from senior leadership explaining the importance of providing feedback can help drive participation.

Communicating survey results with blue collar employees requires additional consideration. Examples: Townhall meetings, posters, locker drops, and newsletters.

Limitations

Employees without email addresses can't receive any notifications. Example: Survey links, reminders, comment replies, and acknowledgments.

To protect employee confidentiality, scores and comments from kiosk surveys don't indicate that they came from a kiosk survey. However, if someone responds to a comment from an employee without an email address, the employee won't receive a notification or be able to respond.

If you've enabled personal dashboards, employees using kiosk mode won't be able to sign in to their personal dashboard at the end of their survey or respond to comment replies from the personal dashboard. This is because the personal dashboard only supports authentication through a matching email address. We currently have an early access programme for accessing the mobile app (and therefore personal dashboard) using SMS. See FAQ: Is It Possible to Sign in Using a Phone Number Instead of Email?.

Survey answers don't save if an employee leaves without completing their survey. To remedy this, a prompt asks the employee if they wish to exit.

To protect employee confidentiality, the engagement summary isn’t available on kiosk.

Employees that can answer the survey from both email and kiosk mode have access to additional functionality, in comparison to kiosk-only employees. Example: Personal dashboard and visibility of comment replies.

Peakon doesn't offer reporting on the method that each employee used to access their survey. However, you can use segment targeting to distinguish between email and kiosk employees.