How to manage users in Employee Surveys

What can I manage from the Users tab in Employee Surveys?

The Users tab in Employee Surveys gives you an overview of all users in the account. Most user information is synchronized from Simployer One. Use Employee Surveys to review users and perform actions that are specific to Employee Surveys.

• Find users and get an overview of all users
• Filter users by information shown in the user list, such as role, status, group membership, or any other available option
• Open a user profile to review more details
• Send or preview a welcome email
• Review settings that are managed directly in Employee Surveys

Important: Most user information in Employee Surveys is synchronized from Simployer One. Update the employee information in Simployer One, then run or wait for the next Employee Surveys sync. A direct change in Employee Surveys can be overwritten when Simployer One controls the same information.

How do I find or filter users in Employee Surveys?

1.    Go to Employee Surveys > People.

2.    Open the Users tab.

3.    Choose one way to find the users you need:

• Use the search field to find a specific user.
• Apply a column filter to narrow the list. For example, filter by role, status, or group membership.

4.    Use the arrows at the bottom of the user list to move between pages.

5.    Select a user name to open the user profile and review more details.

Expected result: The Users tab shows the users that match your search or selected filters.

Note: The status Never logged in only means that the user has not logged in to Employee Surveys. It does not show whether the user has answered survey questions. Users can answer surveys without logging in, and Employee Surveys responses are anonymous.

Tip: Filter by issues under status to see if anyone has an invalid email address. If an email address is incorrect, update it in Simployer One and run a new Employee Surveys sync. The updated email address is reflected in Employee Surveys after synchronization.

How do I temporarily deactivate a user in Employee Surveys?

Temporarily deactivate a user when the person should remain in Employee Surveys but should not receive surveys, for example during a long-term leave of absence. Deactivated users do not receive surveys and do not affect response rates or survey results.

1. Go to Employee Surveys > People > then select the Users tab. 
2. Find the relevant user and select a user name to open the user profile.
3. Select the pause icon for the user at the bottom to the left.

Expected result: The user is deactivated. Deactivated users do not receive surveys and do not affect response rates or survey results.

How do I reactivate a user in Employee Surveys?

When the user returns to work, find the user under Employee Surveys > People > Users and select the play icon at the bottom left. The user becomes active again and can receive surveys.

How do I correct incorrect synchronized user information?

If a user name, email address, attribute, or group membership is incorrect in Employee Surveys, update the relevant information in Simployer One and run a new Employee Surveys sync.

1. Go to Employee Surveys > People > then select the Users tab.
2. Open the relevant user and identify the information that is incorrect.
3. Open the user profile in Simployer One.
4. Correct the relevant name, email address, attribute, or group membership information in Simployer One.
5. Run a manual sync from Performance > Surveys > Export > Synchronize, or wait for the next scheduled sync.
6. Return to Employee Surveys > People > Users and confirm that the corrected information appears.

Expected result: Employee Surveys displays the corrected user information after the next successful synchronization.

Important: Do not edit synchronized names, email addresses, attributes, or group memberships directly in Employee Surveys. Changes to these values will be overwritten during the next synchronization from Simployer One.

Where do I manage roles, language, ownership, and viewing rights?

Some user settings are or can be managed differently from synchronized profile information.

Note: You can assign Owner of and Read rights to directly from a user profile in Employee Surveys. For details about group ownership, viewing rights, permissions, and synchronized access, see How do user roles work in Employee Surveys?

Note: A user's language is initially based on the default language configured for the Employee Surveys account. You can change the user's language individually in the user profile. For details about System language, Preferred language, and how language settings work, see How do I change my language in Employee Surveys?

Should I delete a user from Employee Surveys?

No. Never delete an employee directly in Employee Surveys.

Important: Manage employees in Simployer One instead:

• If the employee has left the company, offboard the employee in Simployer One.
• If the employee should permanently no longer be included in Employee Surveys, but should not yet be offboarded in Simployer One, exclude the employee from the Employee Surveys sync scope in Simployer One.
• If the employee is only temporarily away, for example on long-term leave, deactivate the user in Employee Surveys with the pause icon. Reactivate the user with the play icon when the employee returns.

How do I send a welcome email to a new user in Employee Surveys?

You can send a welcome email to a new user from the user profile in Employee Surveys. You can preview the email before you send it.

1. Go to Employee Surveys > People > then select the Users tab.
2. Open the new user.
3. Select the magnifying glass icon next to Send welcome email (preferred language) to preview the email.
4. Select Send welcome email (preferred language) to send the email to the user.

Note: You can preview the welcome email, but you cannot edit its content before sending it.

Expected result: Employee Surveys sends the welcome email to the email address saved for the user.

Important: Confirm that the user has a correct email address before you send the welcome email.

What information is synchronized from Simployer One to Employee Surveys?

Employee Surveys receives active employees, user information, group memberships, and selected attributes from Simployer One. Changes made in Simployer One appear in Employee Surveys after a successful synchronization. The exact exported information depends on the integration and attribute configuration.