Access codes (user IDs) are for employees that do not have a workplace-generated employee email address.
You must request access codes for eligible employees without email. We cannot exclude them. Access codes allow employees to enter the survey through a website, rather than by clicking an emailed link. You will request access codes within the Employee Upload Portal for all employees without company email addresses. You will receive the access codes in a spreadsheet along with a login letter to distribute to employees without email prior to the survey launch date. Each provided code is unique, so please provide only one code to each employee.
We can now provide up to 100% of employees with access codes, if needed.
Why does BCG recommend using access codes instead of personal email addresses? Your IT department cannot change Allowlisting settings for personal email addresses (e.g. Yahoo, Gmail, etc.). The survey may go to junk or trash folders instead of employees’ inboxes, which can impact your survey completion percentage and your company’s ranking. If an employee only has a personal email address, please request an access code for them. If you would rather use personal email addresses, ask employees to add Surveys@BestCompaniesGroup.com to their address book. If you submit a personal email address for an employee, then you do not also request an access code for them. BCG cannot give technical assistance for personal email accounts.
How can you get access codes to employees? BCG will email them to you by the day the employee survey begins.
Acceptable means of distribution include:
• Send access code letters through interoffice mail.
• Send access code letters with company paychecks.
• Mail the access code letters to employees’ homes.
• Hand-deliver letters to employees from the supervisor or survey coordinator.
• Text mail merge app to cell phones.
You will need to provide BCG with your company’s method of random selection (if applicable) and distribution of the access codes on the Access Code Checklist (sent along with your access codes).
How can you perform a random selection (if over 250 employees)? If you have more than 250 employees, and you have not chosen to survey all employees, you will need to randomly select employees from your total pool of employees without email. Click here to see our sampling chart. Sort (alphabetically or by ID, etc.) a list of all eligible employees without email. Select every 3rd or 5th employee, etc. or use the RAND function in Excel.
Please keep the following in mind when distributing the access codes:
• Do not pull employees together in a separate location at the same time to complete the surveys.
• Do not ask employees to complete the survey in the presence of a supervisor or other company
representative, as this can influence responses and jeopardize employee confidentiality.