As part of an ongoing survey process, major changes in the organization may require adjustments to your employee list.
Here are some scenarios and their alternatives for making the necessary adjustments to your employee database.
Also ! here's a video on the subject:
We have used the Department attribute as an example, but the instructions also apply to other attributes such as employee levels, locations, and job titles.
Correcting existing attributes
If the changes only affect a small number of employees or specific attributes, corrections can be made directly on the platform.
Creating new departments
You may wish to create new departments in the platform.
A new department can be created by editing an employee's profile.
By clicking on the (+) icon, you will be redirected to your account information to create the new attribute choice. You can then choose it from the drop-down list when editing the profile.
This change will classify the employee's future responses under the new department.
Like a team change, it will not affect the classification of the employee's past responses, which will remain compiled under their old department.
Please refer to our documentation on how to make changes to employees' profiles.
Modifying existing departments
If you have recently renamed your departments, you can edit the existing names to replace the current label with your new label.
To make this correction, go to Administration → Account → Departments. Edit the name of the department(s) concerned, then click "Update" to save your changes.
If necessary, you could also create new departments or include the translation of department names in the appropriate section and save your changes.
Attention! This change will apply to all employees included in the modified departments and to all results already accumulated in the platform.
The new labels will replace the old terminologies throughout the platform.
Deleting a department
It is possible that a department no longer exists in the organization or was created by mistake or duplicated and you want to remove it. A department can be deleted in Administration → Account → Departments.
If you try to delete a department that still includes employees, you will be asked to which other department these employees should be assigned from now on.
Make sure to create the new department beforehand. The employees will then be moved to this department and the old one will be removed.
Attention! When data has been compiled under a department at any time, it is recommended to keep it in order to keep the response history.
This way, you can always go back to consult the results by selecting an older viewing period. Deleting a department where responses are recorded will no longer allow you to view previous results for that department.
Add a custom attribute
You are allowed to add up to 6 custom attributes different from those we offer. This allows you to analyze your results based on attributes specific to your organization.
To do this, simply go to Administration → Account and click on Custom Attribute in the categories column.
You can then follow the steps below, referring to the screenshot:
Activate the custom attribute
Enter the name of the attribute in French and English as needed
Add possible options for this attribute (optional)
This step is only necessary if the attribute will be manually modified on employee profiles in the platform.
Please disregard step 3 if the information for this attribute will be added with the import of an employee list.
You will see after the import that the information will be automatically added to this location.
Exclude Attributes from Employee Profiles (and Recognition and Suggestion Modules)
If you handle sensitive data and need to access it (in the Results tab) without including it in employee profiles or various modules, Amélio offers an alternative solution to maintain absolute confidentiality. You can exclude these attributes from profiles and modules by following these steps:
1. Click on Administration > Account.
2. On the top of the page, select the desired attribute. Under Attribute Name, check the box that says "Do not include this attribute in recognition and suggestion modules."
To import a new employee list
A major reorganization, multiple internal movements or the addition of a new custom attribute are adjustments that may require a complete revision of your employee database.
When changes involve a large number of employees and affect multiple attributes, you can extract your employee list to make changes.
To do so, go to the Manage Employees page in the administration panel. Then, click on Import Employees.
The first step is to download your employee list. This feature allows you to download the current data of all active users on your account.
You can then import your updated Excel file in the second step by clicking on Upload Your Employee List. The platform will guide you if adjustments are required.
Following the import of this data update, the changes will apply to the next surveys.
Employee responses will now be compiled under these new attributes, but previous data will be kept to preserve result history.
If you have any questions, please contact us at [email protected].