A major part of maintaining your Awardco platform is making sure the user file is up-to-date. This is crucial for two main reasons:
- Recognition: Ensures all awards scheduled to active employees are timely, and that points and budgets are managed accurately.
- Engage (Surveys): Ensures all eligible users can participate in surveys and that engagement data is accurately tied to active employees for analysis.
Organizational changes happen with employees leaving or terminations, and these shifts need to be reflected in your Awardco platform so that awards aren't erroneously given and survey data remains clean. This article will discuss how to manage employee exits and terminations on your platform.
- User File Uploads (Applies to Recognition and Engage)
- Reactivating Employees (Applies to Recognition and Engage)
- Queue Monitoring (Recognition specific)
- Where Do Archived Employees' Points Go? (Recognition specific)
User File Uploads
When it comes to user file uploads and making certain only active employees are listed on the platform, the process is the same for all Awardco clients:
- Automate your user file transfers: Awardco provides secure, automated options (SFTP, API, HRIS Integrations) to regularly transfer your user file from your HRIS, reducing manual work and errors. We recommend a frequent transfer schedule (daily, weekly, or biweekly).
- Enable "Archive" Setting: “Archive” needs to be enabled on Import User settings. Activating this setting will automatically archive any employee not included on the user file; this setting works with any user transfer method. Please discuss with your Awardco point-of-contact to get this set up.
To ensure former employees are archived, regularly update the user file with current employee info and enable “Archive” in Import User settings. Manual archiving is possible for smaller teams but not recommended, as automated processes reduce admin workload. Note that user file uploads will override any manual changes made on the platform.
Reactivating Employees
Once an employee is archived, either through a user file upload or manually, their information is still accessible in the “Users” tab in Admin settings.
You’re able to reactivate the employee manually by selecting the ellipses icon to the right of their name and selecting “Restore User,” but this approach isn’t recommended, as manual processes leave greater room for error.
For purposes of automation, the best practice is to include the information of the employee you’d like to reactivate in your next user file upload. Ensure their Employee ID is the same as before, otherwise a new account will be created for that user. For extenuating circumstances, reach out to your Client Success Manager for assistance with issues concerning archived accounts.
Queue Monitoring (Recognition Specific)
Automated employee awards (Service Award, MemoryBooks, Birthday, Onboarding) and bulk recognitions appear in the Queues tab of Admin settings. Awards are scheduled 35 days ahead and show in the “Pending” tab until sent on the recognition date. Once sent, they move to the “Completed” tab. Issues like archived employees or low budget place awards in the “Errors” tab.
If employees are archived and they have a pending award, you’re able to select the checkbox to the left of the recognition and click “Delete.” If this step is not completed, this isn’t cause for worry. The awards will show up in the “Errors” tab with the error “User is Archived.”
Where Do Archived Employees’ Points Go? (Recognition Specific)
If archived employees still have a balance in their wallet and the “Archive User Points” feature is enabled, the remaining points will return to the Company Account; you’ll see this amount reflected in the Points Summary on the “Budgets” tab.
- Point Retention: Speak with your Awardco representative if you’d like to enable the Archive User Points feature, which can allow employee points to remain in the employee’s wallet for a certain number of days after being archived.
- Point Redemption: Check out our Point Auto Redemption feature to give archived employees their remaining balance as a Virtual Prepaid Card.
If you have any questions, please contact Awardco Admin Support.