Concept: Removing an Employee
This topic is based on the recommendations of Workday on how to manage users in the platform. Refer to your internal policies and processes for managing users in Peakon.
Gaining insights from leavers is vital in attempting to mitigate contributing factors leading to employee attrition. The termination attributes enable you to manage employee termination from the organization.
You can set the
Termination date
as a date that is in the past or the future. If the date is in the future, the employee will be able to continue receiving surveys, and using their dashboard until the termination date is in the past. After the termination date is in the past, the employee will no longer be able to use Peakon. Their employee record will delete in accordance with the time limit you set on the Automatic deletion of former employees
setting. Until deletion, you can view the employee record of a leaver by using the Employment Status
filter in .Score Aggregation
Employees that have left are no longer part of subsequent survey, unless you have set up a Left survey schedule to survey exited employess. To protect the confidentiality of leavers, their latest scores and participation leaves the dashboard gradually.
During each survey round, the system consults the termination dates of leavers and checks whether they are within the
Inclusion of former employees
window. Once the termination date is outside this window, the employee no longer contributes to the current score of the segment and isn't visible in the participation list. Historical scores of the leaver remain in the dashboard, and old survey round dashboards don’t change when an employee leaves. The score aggregation process doesn’t affect comments, so they’ll remain in the account until account deletion.
Employees that you delete follow the same process, using the deletion date instead of termination date.
Configuration
You can update the
Termination date
field just like any other information on an employee record. You can update termination dates directly on employee records, through a data upload, or through an integration sync.Recommendation
Configure termination dates before a survey round begins, to avoid leavers contributing to the participation list for that specific round.
Delete Employees
It's possible to delete employees manually, as well as automatically by setting a threshold for the number of days past termination dates. You can find this setting in the
Account
settings within Administration
.There's a safeguard that prevents immediate deletion of recently changed employees from the last 7 days. Example: If you set an employee's termination date to a date that's already past the deletion day threshold. This gives administrators the chance to correct any incorrectly assigned termination dates.
When deleting employees manually, you can delete 1 or more employees and all their data from Peakon.
When you delete employee profiles, it's not possible to undo the deletion and retrieve the deleted data.
If you delete an employee who is also a manager, then you’ll also lose all the segments and segment data associated with that manager. Type the word
DELETE
into the confirmation box when deleting an employee. This step helps prevent the loss of employee data through errors. This confirmation is language-specific. Example: Type DELETE
if your selected language is English. Type EFFACER
if your selected language is French.Deleted Employees on Survey Recipients List
Deleted employee records can be displayed on the survey recipients list. If you click on the employee name, you can view the employee record at the time when the employee was active. It is not possible to edit the employee record.
When employees are deleted, they become former employees. Their participation and aggregated data, excluding comments, follow the
Inclusion of former employees
setting. Once deleted, it is not possible to remove these employees from the Survey Recipients list. For example:
- If employees are mistakenly added to a round and their Survey Inclusion checkbox is cleared before they can respond, their names still appear on the Survey Recipients list.
- Deleting these employees does not remove them from the list.
In those scenarios, names of former employees are removed from the Survey Recipients list once the
Inclusion of former employees
aggregation window expires and a new survey round starts.Prior to the employee record deletion, adjust the employees' termination dates to fall before the round opens. This action prevents their inclusion in the Survey Recipients list.