Add or edit employees in Engagement

In this article, you will learn...

If you're making a large number of changes, you can bulk update employee settings.

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Note

If you've already added employees in 15Five, you can sync their data to Engagement by following the steps in our "Sync data from 15Five to Engagement" Help Center article.


Add an employee to Engagement

  1. Click on the Settings gear in Engagement's main, lefthand navigation. You'll land in the 'Employee List' tab.
    EngagementSettings.png
  2. Click the Add Employee button in the upper-righthand corner of the 'Active Employees' box.
    EngagementAddEmployeeButton.png
  3. Fill out employee information, then click Add. To create a new employee, a unique phone number or email address is required.
    EngagementAddButton.png
  4. You'll be directed to the employee record. Here, you can add additional employee information. Your changes will be saved automatically, so when you're done you can navigate away from the page.

Edit an employee's settings

  1. Click on the Settings gear in Engagement's main, lefthand navigation. You'll land in the 'Employee List' tab.
    EngagementSettings.png
  2. Find the employee whose settings you want to edit, then click View next to their name.
    EngagementViewEmployeeSettings.png
  3. You're now on the employee's settings page, where you can make any desired edits. Your changes will be saved automatically, so when you're done you can navigate away from the page.

Employee setting options

Personal Details

  • First Name
  • Middle Name
  • Last Name
  • Email Address: To create a new employee, a unique phone number or email address is required. If you update employee contact info (phone or email) during a live assessment, the next scheduled reminder will be sent to the new address or number. 
  • Phone Number: To create a new employee, a unique phone number or email address is required. If you update employee contact info (phone or email) during a live assessment, the next scheduled reminder will be sent to the new address or number. 
  • Birth Date: If you include birthdate, the employee will be included in the Generate report for the engagement survey.

Organization

Changes to group memberships that take place before an engagement survey closes will be included in the survey results. To protect anonymity and our "Rule of 5" policy, changes made after the survey closes will not be reflected in survey results or SmartPulse groupings. These will be used in your next engagement survey.

  • Group Memberships: Adding employees to groups will cause them to be included in the group reports for those groups in engagement surveys and results. Memberships are:
    • Compensation
    • Department
    • Ethnicity
    • Gender
    • Location
    • Manager
    • Role
    • Shift
  • Attributes: This section includes any custom attributes your organization has created. These are used when displaying survey results for Hidden Attributes.
  • Employer ID: 
  • Employee Start Date: A person's start date is used to determine what group an employee should be associated with for Tenure and Hire Cohort reports.

Access to People Insights

Role in People Insights: If the employee should have access to People Insights, select their role:

  • Employee: The employee role allows users to be included in the engagement assessment. Users with the employee role do not have access to People Insights.
  • Leader: The leader role allows users to have full or limited access to assessment results.
  • Organization Admin: The organization admin role can manage employee and group data. This role can also be given full, limited, or no access to assessment results.
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Note

If you have reached the leader limit for your product package, this section will be disabled and display the following message, "Leader Limit Reached." To adjust your limit, contact your Account Manager.

Access level: Here, choose the employee's access level, which dictates what engagement results they can access. You can also add or remove permissions to the results at a later date by editing an employee record. Employees who have been given access to People Insights will receive an email notification to set their password and login. 

  • Full Access: Users with full access will see the assessment results, feedback, and actions for the entire organization.
  • Limited Access: Users with limited access will only see assessment results, feedback, and actions for the groups they have access to. To give an employee Limited Access, select that permission level and choose the groups they should have access to.
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Note

Limited Access is not available for all product packages. If your package does not include this functionality, contact your Account Manager.

Settings

  • Receiving Surveys: This field determines whether or not the person is an engagement survey participant. If you want someone to have access to the People Insights Dashboard, but not be a survey participant, you can turn the Receiving Surveys setting to No.
  • SMS Notifications: If you're sending the survey via SMS, but as employee has requested to not receive SMS messages, set this field to No.
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Note

We recommend only including employees in an engagement survey who have been with your organization for at least six weeks. This allows them to have enough context to answer about their work experience when participating in the survey.

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