TINYpulse is a data-driven suite of tools designed to keep employees engaged in their work from the very day they start at your company. Unfortunately, there are times when employees do move on, either to retirement or to improve their work-life balance, and some may even decide on a career change. TINYpulse helps keep employees engaged throughout their entire lifecycle at your organization through anonymous pulse surveys and coaching opportunities. But we also want to help you understand exactly why employees are leaving and give you the information you need to improve the retention of those crucial top performers.
Enter exit data
The first step to visualizing retention is to enter some additional information about the employee when you deactivate them in TINYpulse. It only takes a moment but the results can be powerful, especially if you are not already tracking attrition somewhere else.
The easiest way to enter exit information is to do it right when a user is deactivated. Check out this article for detailed instructions on how to deactivate users.
*Be aware that you must be listed as an administrator for any one of the TINYpulse applications and/or be the direct manager of the employee in order to deactivate a user and enter exit data. Please speak to your TINYpulse administrator if you believe you should have access to deactivate TINYpulse users.
Enter exit information for a previously deactivated user
You have the opportunity to enter exit data for your previously deactivated TINYpulse users to get immediate attrition insights. Why wait to find out where your attrition pain points are when all of that information can be visualized in TINYpulse today?
Administrators can enter data manually through TINYpulse, or we can help! Just reach out to our Support team by clicking this link, and we can work with you to get your data updated. But, if you would prefer to go through it on your own and you have Admin permissions to Retention, here is how:
In the Admin View, go to the User Management page in Settings. In the Status dropdown, select the Deactivated: No Exit details option. This shows the list of all TINYpulse users who have been deactivated within your organization but do not have Exit Details entered to date.
Click on the three dots to the right of any employee that you would like to enter exit data and select Complete Details.
Fill out the exit form and click Update to save. Repeat for any other users in which you wish to enter data.
View retention insights
Once you have started entering exit data for employees who have left the company, or you have backfilled data on your previously deactivated TINYpulse users, insights will populate in real-time on the Retention dashboard. Keep in mind that the Retention dashboard contains sensitive personnel information and access should be restricted to key people in the company such as the CEO and HR managers. Permissions can be granted in User Management, but again, it should only be available to a very limited number of people.
Overview of Retention Dashboard
To get to the Retention Dashboard, click on the Retention page in the Dashboards tab.
All charts on the Retention Dashboard display metrics for the past 12 months. Here is an overview of each and how it can be useful to your business:
Attrition Rate*: View attrition trends month over month. Are you losing a lot of people at the end of the year? Or what about just before the summer months roll around? This chart can be used to pinpoint the exact point in time where you have been affected by attrition the most within the past 12 months.
Reasons for Leaving: Get a clear picture of the top reasons for leaving in comparison to the percentage of employees leaving voluntarily vs. involuntarily. Reasons for leaving have been determined by industry-standard termination codes so they should align well if you are also using an HRIS system at your organization.
Voluntary vs. Involuntary: Depending on the ratio on this graph, you can get a quick snapshot as to where your problem areas are from the hiring process to engagement and culture. If the majority of people are being let go (involuntary turnover), reflect back on the reasons for this turnover over time and think about how it can be reduced. On the other hand, if the majority of turnover is voluntary, are there any ways to prevent your people from leaving? Perhaps there is a cultural issue or a problem with employee engagement and coaching from leadership. This would be a good opportunity to go back to TINYpulse Engage and Coach to see exactly how those people were feeling in the lead up to their departure.
At the top of the page, you can see a synopsis of your Retention data where it is compared to the previous year's data so you can easily see how your metrics are trending.
To get to Retention Reporting, click on the Retention page in the Reports tab.
Reporting lets you manipulate your exit data to get specific insights into the areas you are most curious about. Use the filters to see the information most pertinent to you.
Type: Specify the type of exit that is most important. The most common and actionable combination being voluntary and regrettable. This view shows you the hardest hits to your company and culture: high-performing employees who made the decision to leave on their own.
Reasons: This lets you drill down into specific areas to see how different reasons for leaving change over time. Is work-life balance spiking around the holiday seasons or summer vacation? Do you know exactly when employees leave for personal reasons? Identifying where the problems are at certain periods of time can help you identify solutions and work together with employees to course-correct these trends in the future.
Segment: Segments are pulled from TINYpulse Engage. So not only can you view Engagement statistics and feedback by segment, but you can also view exit data. This is a key relationship between TINYpulse Engage and Retention. If you are seeing bad engagement numbers/feedback in Engage, chances are good that there will be higher turnover for that particular segment. This gives you the opportunity to know exactly where to go to start making changes for the better.
Manager: Managers are pulled from employee data in User Management. Viewing retention and attrition by manager can help you identify problematic managers who might not be coaching their teams effectively or those who may be hiring the wrong employees for the job, so visit TINYpulse Coach to view those insights.
At any time, you can export raw exit data to Excel by clicking Export Graph Data. The export will only include data that reflect the filters you applied to the graph.
*Attrition Rate is calculated over a 12 month period starting from the current day. Here is the exact calculation:
Attrition rate = (number of exits / average number of employees) x 100
Average number of employees = (total number of active receivers at the beginning of the 12 month period + total number of active receivers on the current date) / 2
Active receiver = Any user who exists in TINYpulse that has not been deactivated