FAQ: Surveying Exited Employees

How does this feature work with my existing sync and custom override setup?: This feature works alongside your existing HRIS sync and custom overrides. To survey employees after they leave, you must collect and sync personal email addresses (or phone numbers, if supported). Custom overrides will still be respected.

You can enable personal email synchronization on the Workday Integration settings, or upload it manually. Once synced, Separation Dates and Separation Reasons must also be up to date so rules apply correctly. If overrides are in place, confirm that you have created a
Left
survey schedule.

Ensure you have internal agreement before syncing personal data, in line with your organization’s privacy guidelines.

When will future separation dates and reasons be synced from Workday to Peakon?: The sync that fetches future termination data runs once per day, around 4a.m CET. Only one sync can run at a time. When a sync sync is running, any other syncs will be skipped until the first one has completed. There are performance considerations for this sync, the further into the future we look then the longer the sync will take. 3 months fits the majority of use cases.

Will this sync be shown in the integration logs?: Yes, this sync provides unique log messages, so you will be able to identify when the sync has started/completed.

How do I target leavers for questions after they left? And how do I review and manage exited employees before the survey?: On the survey schedule configuration, by selecting the Left survey schedule option to survey only exited employees. Note that only employees with a valid personal email (or updated phone number) will be eligible for Exit surveys. You can review exited employees on the
Administration
Employees
page by using the search filter
Employment Status
Is: No Longer Employed
and also on the employee count on the
Administration
Attributes
Separation Date
attribute. You can also filter by
Personal Email
Is set
to view employees with a personal email address on record.

Where can I view Exit insight after the questions have been asked?: Exit survey insights are available on Question and Driver scores and on the Heat Map. Aggregated scores include responses according to the Inclusion of former employees and the Automatic Deletion of Employees setting in
Account
Data Control
.

What are the new schedule types (Employment Status) and how do they work?: Employed
: Targets employees who have not yet left the organization.
Left
: Targets employees who have already left, using personal contact details. The system considers their Separation Date to determine the survey population.

Can I have one survey schedule for questions before and after Exit?: No. You decide on the survey schedule set up if the survey schedule is targeted for
Employed
or
Left
. To survey employees before they leave, select the
Employed
survey schedule type. To survey exited employees select the
Left
survey schedule type. You cannot choose both schedule types for a single survey schedule.

Can I preview how Exit rules will work for employees?: Yes. You can preview and test your Exit survey setup to preview how rules will apply by selecting the attribute, segment and time configuration setting. To do this, choose
Preview survey
and
Send test round
when viewing the survey schedule in Administration.

How do rules get applied when I have both before and after rules on a question?: If an employee responds to a survey before leaving, they won’t be asked the same question again after departure. If they don’t respond before leaving, they remain eligible for the question when the “after” rule applies, provided their personal email address has been entered. If their separation date falls mid-round, they are removed from the round but still contribute to participation. Rules are applied in bulk or individually in
Administration
Questions
Exit
.

What considerations should I have when setting up surveys for exited employees?: Ensure personal email addresses are collected and synced. Note you must seek internal approvals to collect this data.
Confirm Separation Dates
and Separation Reasons
have been added to employee records, either manually or through HRIS sync. Decide which questions provide the most value before Exit, after Exit, or both. Add question timings (rules) for each question.

How is participation applied for exited employees?: Participation for exited employees is tracked based on the schedule for leavers; responses from eligible employees are included in the participation count. If an employee is removed mid-round, they will still be included in the participation metrics.