Setup Considerations: Access Controls
You can use this topic to help make decisions when planning your configuration and use of Access Control. It explains:
- Why to set it up.
- How it fits into the rest of Peakon.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What It Is
Access control enables administrators to control group settings, regarding dashboards, employee records, and administration. Access controls work together with
Attributes
, to form the full scope of activities a user can perform within their assigned segments.Business Benefits
Configuring each access control group with the relevant permissions ensures data security and the appropriate access level for stakeholders.
You can create your own custom access groups to diversify the access levels within your organization. Each group also enables you to bulk notify or export its members.
Use Cases
You can use access control groups to:
- Control which groups have dashboard access.
- Control which groups can view comments.
- Control which groups have company level access.
- Enable local administrator level access.
- Enable specialist access for specific drivers.
- Enable personal dashboards for your employees.
Questions to Consider
Question | Considerations |
|---|---|
Which drivers require specialist oversight? | You can provide access to individual drivers within a question set. Example: Grant your Learning and Development lead access only to the Growth driver. |
How many administrators do you need? | An administrator is the highest level user, with authority over the account and automatic access to all settings. Administrators can add and remove other administrators, and delete the entire account.
For security reasons, we recommend keeping the number of administrators to a minimum, ideally 2 or 3 people. If other stakeholders need company level access, you can use the other All employees groups, such as Human Resources or Senior Leader, or create a custom group.If partnering with a consultant from a different organization to set up and configure Peakon, you can use the External Administrators access control group to grant them access. |
Are there any leader groups that you need to exclude from accessing their Peakon dashboard as a leader? | Disable the group directly in its editing panel to deactivate it, and stop its members from using its privileges. You can re-enable it later. |
Do you need to create different levels of settings access for your managers? | Having all managers in 1 group with the same settings is a recommended approach. Peakon automatically adds managers to the Managers group if they manage employees or segments.
You can use the standard groups already in Peakon to customize settings for different access control groups, or create custom groups. |
Which settings should only be accessible to administrators? | If you manage your survey and questions centrally, you should only enable these settings for administrators. To restrict certain functionalities, you must disable these settings in the relevant access control groups. |
Do local administrators need to add and remove leaders from access control groups? | Link access groups to segments, enabling local administrators to add or remove leaders from access control groups. |
How much do you want to restrict comments and comment information from leaders? | These settings can limit the information on comments:
If you disable these settings for managers and later enable them, they apply retroactively. |
How do you need to notify your leaders of their access? | Leaders receive digest emails during live survey rounds, if their access control group is active and has settings enabled. You can also bulk notify leaders directly within the access control group. |
Do you plan to enable the personal dashboard for survey participants? | Enable this setting in the standard Employees group or create a custom Individual type group, and enable it there. |
Are there any features that you need to trial with a small group before releasing them to all leaders or employees? | Create a new access control group with the relevant settings, then add test group members. When done testing, remove the group and enable the functionality in the intended group. |
Should results from all question sets be available for all access control groups? | Enable or disable question sets directly in each group. |
Should results from all question sets be available to everyone? | You can activate or deactivate question set and driver access directly in each group's configuration. |
Recommendations
- Keep the number of administrators to a minimum.
- Enable comment access for all managers from the start.
- Enable all question categories for all manager groups.
- Use General Access groups to grant specialists company-wide or segment-specific access to only the drivers they need.
- Disable the notifications that you don’t want managers to receive.
Requirements
No impact.
Limitations
- Values Questions: Values are part of the Engagement set; it is not possible to grant access to Values without granting access to the Engagement question set.
- Administrators: always have access to all question sets and drivers.
- Open-Ended Comments: Enabling the open-ended comments setting for a user with driver-level access allows them to view all open-ended comments, as these are not linked to specific drivers.
Tenant Setup
Navigate to the
Access Control
section on the Administration
menu to view the available settings.You can configure your access control settings before importing employee data, and update the settings at any time.
Security
Leaders of
Managed employees
groups only have access to their assigned areas. Leaders from All employees
groups have company level access. It’s important to keep the number of such employees to a minimum, and also to stay up to date with updating employee records, specifically separation dates. As a result, Peakon can remove separated employees from the group after separation.Business Processes
No impact.
Reporting
You can track sign-ins to Peakon manager dashboards using the
Manager behavior
usage metrics. Additionally, each access control group displays how recently each manager was active. It’s possible to export groups members by filtering on their last activity date.Integrations
You can use an integration to add or remove employees in groups that populate through segments. Once the integration populates the segment with employees, Peakon automatically adds them to the linked access control group. Note that if it's a
Managed employees
group, the employee must first have a reporting line or a managed segment.Connections and Touchpoints
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.