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Step 3 - Build your employee database
Step 3 - Build your employee database
Emilie Roze avatar
Written by Emilie Roze
Updated over a week ago

You have been able to check that Whitelisting is working properly with Step 2: Setting up a test survey? We have now reached the phase of building your employee database.

The employee database is a complete list of your employees with contact information, demographic and organizational characteristics. This employee database will allow you to send out your surveys, apply filters to your results and set up access for managers.

Follow the steps below to build and integrate your database on the platform.

In this article:

Create analysis filters

You have extracted your employee database (in Excel format) with all their information? You can now decide which data you want to integrate into the platform.
Keep only the columns of your file containing useful data for sending surveys, analyses, and managing access rights.

To make your choice, take inspiration from this template and identify within your file :

⇒ the information used to communicate the surveys,
⇒ the criteria for analyzing your survey results,
⇒ the fields for defining the access perimeters.

⇒ the information used to communicate the surveys

Keep in your file:

  • the contact information required to distribute your surveys,

  • and the criteria needed to create your recipient lists.
    Some information may allow you to create dynamic recipient lists. You may need to send surveys exclusively to telecommuters, for example.

⇒ the criteria for analyzing your survey results

Identify the criteria on which you will base your analyses by asking the right questions.

  • What populations do you want to filter the results on (departments, services, etc.)?

  • According to what criteria do you want to compare the results (by the establishment, by seniority in the company, etc.)?

  • Is the data easily accessible?
    Avoid adding information that is not already in your tools. It will be difficult to keep them up to date on the platform.

  • Do the different segmentations respect the confidentiality threshold?

⚠️ Make sure that the values defined within the selected columns (Department, Team, etc.) are common to at least 5 employees.

The results will only be available in aggregate for groups of 5 or more participants. It is therefore not necessary to keep the fields grouping too small segments (between 2 and 6 people).

⇒ the fields for defining the access perimeters

In order for managers to access their team's results, it will be necessary to be able to identify these teams clearly - through a specific value (e.g. the "Sales" department). It is these values that you will use to define the rights of the result viewers.
If the structure of your organization (department, team, etc.) is not sufficient to define the division of future results viewers, think about integrating the data that allows this (e.g. "N+1" data, designation of cross-functional teams, etc.).

ℹ️ A scope is defined on a single value - it is not possible to cumulate them.
Example: It is possible to set the scope of a result viewer to either Department = Commercial or Department = Technical, but not both.

Have you selected your filters?
👉 Go to Teams > Analysis Filters and follow our guide to Define analysis filters.

Check the employee database

Once you have created your analysis filters, all you have to do is check that your database is well structured before integrating it into the platform.

Make sure that :

  • all data is compiled in a single Excel sheet;

  • there are no duplicate emails, personnel identifiers, or phone numbers

  • each value contains 5 or more employees;

  • the same population is not filled in with several typographies (open-ended contract, permanent contract, etc.);

  • the standards for filling in employee data are properly followed.

Do not hesitate to consult our help article: Preparing your employee database before importing it.

💡 Remember to transfer your file to your Account Manager for a final check.

Import the file

You're there! You can now import it into your account.

Any doubts or questions? Feel free to contact our support team at [email protected]! 🧑💻

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