Adding an Employee to an Open Survey

If an employee was not included in the employee list for the survey, they can be added to the survey by filling out the Add Employee form.

Emplify Tip: We recommend only including employees 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.

1. Go to the Active tab in the Settings > Employees section and click the + icon.

2. Enter the employee's information

In order to create a new employee, a unique phone number and/or email address is required. 

Their first, middle, and last name can also be entered along with the birthdate of the employee. Including the birthdate will allow the employee to be included in the Generation report for the Emplify Survey.

Review the information and click add.

3. Add the group memberships for the employee

In the Organization section, click on Group Memberships to assign the employee to the groups they should be included in for the assessment results.

You can also set their start date so their responses will be presented in the Tenure and Hire Cohort reports.

4. Determine their access to People Insights

If the employee should be able to view assessment results or manage employee data, you will want to give them access to People Insights. You can update 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.

If they have been assigned a leader or organization admin role, you will want to set their access level:

  • Full Access - Users with full access will see the assessment results, feedback, and actions for the entire organization.
  • Limited Access - Users with limited action 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.
  • None - Organization admins with no access can manage employee data, but will not see assessment results.

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 the Emplify Leader Portal will receive an email notification.

5. Add the employee to the participant list for the assessment

To add the employee to the survey, make sure to set the Receiving Surveys option to Yes. This will allow the employee to receive the survey invitation and any survey reminders.

Edit Employee Information

1. Go to the Settings > Employees

Employees that are included in the current survey will be on the Active tab.

2. To find a specific employee record, use the magnifying glass icon to search.

You can search for an employee using their name, email, phone, employee ID, or Emplify ID.

3. Click View to open the employee record and make edits.

Changes that take place before the Emplify Survey closes will be included in the survey results.

Remove an employee from the survey

1. Go to the Settings > Employees section and search for the employee record on the Active tab.

You can search for an employee using their name, email, phone, employee ID, or Emplify ID.

2. Click View to open the employee record

3. Go to the Employment Status section

The Employment Status allows an employee to be set to the following:

  • Active - Active employees reflect the current employees for an organization. Employees with an Active status will be included in the Emplify Survey unless set to be excluded.
  • On Leave - Employees that are On Leave are still with the organization but are not currently active. These employees will not be included in the Emplify Survey while they are set to On Leave. When they return to work, they can be set back to Active and will be included in the next Emplify Survey.
  • Terminated Voluntary - Employees that have been set to Terminated Voluntary are no longer with the company because they chose to leave on their own. Terminated Voluntary employees will not be included in the Emplify Survey, but can be restored to Active if they are rehired in the future.
  • Terminated Involuntary - Terminated Involuntary employees are no longer with the organization based on a decision by the organization. These employees will not be included in the Emplify Survey, but can be set to Active again if they are rehired in the future.

To save a status change for an employee, make sure the new status is set, then click CONFIRM.

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