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Building Service Awards Automation (Legacy)

Updated

This is a Legacy article. If you are using the current Awardco 2.0 Interface, please search for the updated version to ensure accuracy.

This article will help you to automate your Service Awards. The service award automation is a must use feature in the Awardco platform. Instead of maintaining complicated lists of employee anniversaries or worrying about that upcoming reminder to schedule a massive file of fast approaching awards, configure the automation in your Awardco platform and never worry about celebratory administration again.
 

  1. Creating a Service Awards Recognition Program
  2. Accessing Service Awards Automation
  3. Default Settings
  4. Adding/Editing Rules
  5. Launching Service Awards Automation
  6. Upload CSV

 

Creating a Service Awards Recognition Program

Before you start, create a "placeholder" recognition program. This will ensure clean reporting that accurately reflects recognitions sent through service awards automation. To set up a Service Awards recognition program:

  1. Click the Admin button at the top right of the homepage.
  2. Go to the Settings tab.
  3. Select Create Automated Program on the Recognition Program settings page.
  4. Enter the program name (e.g., Service Awards), program type (Service Awards), and Award Network (the network of redemption options available for points earned through service awards).
  5. Click Create Program.

That's it! You’re now ready to set up the service awards automation.

 

Accessing Service Awards Automation

To access Service Awards Automation settings:

  1. Select the Admin button at the top right of the homepage
  2. Click the Settings tab
  3. Click Service Awards on the left hand side of the page

 

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Default Settings

Before adding new rules, you must adjust the default settings. Start configuring default settings by clicking the Default Settings button. Follow the steps below to complete the configuration. Keep in mind that these settings will apply to all service award rules unless overridden by the CSV upload feature.
 

General

  1. From - Select the user from which the recognition will come (this user is usually a general recognition account) or check the “From Supervisor” option to have the recognition come from each award recipient’s direct supervisor.
  2. Note - Enter a message that will be displayed with the recognition in the recognition feed. Depending on the configuration of your attached email template, this note may be sent directly to the employee’s inbox. These notes are typically kept short but it is possible to include a lengthy message in this cell. This message has a 1000 character limit. Add {Year} to dynamically insert the anniversary year number (E.g. Congrats on your {year} anniversary!)
  3. Visibility - Make this recognition visible on the social feed or private using this dropdown menu. We recommend keeping recognitions public so all anniversaries can be recognized by others on the social feed.
  4. Program Name - Designate the program that the award is being submitted under using this dropdown menu. Selecting a program is optional but allows you to stay consistent in your reporting and can help restrict the awards to certain award networks. To create an automated recognition program:
    1. Go to Recognition Program Settings
    2. Click Add Automated Program
    3. Name the program, select the program type and Award Network, and click Submit.
  5. Budget - Select a budget on the dropdown menu from which points will come.


Click Save.


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Notifications

  1. Send Notification Time - Select the time the service award notification will be sent to the service award recipient. The timezone for each employee will be based on their associated country code in the user file; reference this spreadsheet to know the time zone associated with each country code. Click the check box if you’d like the notifications to be sent on Saturdays and Sundays. If this is checked off and the anniversary falls on a weekend, the notification will be sent on the Friday.
  2. Send Employee Notification - Toggle on if you’d like a notification to be sent to the service award recipient. Then, designate which email template will be used to notify the recipient of the recognition by selecting an email template name from the dropdown menu. Verify the email template you wish to use in the Email Templates tab in Admin Settings.
  3. Send Manager Notification - Toggle on if you’d like a notification to be sent to the service award recipient’s manager. Then, designate which email template will be used to notify the recipient of the recognition by selecting an email template name from the dropdown menu. Verify the email template you wish to use in the Email Templates tab in Admin Settings. Next, set the date the manager will be notified on their direct report’s upcoming anniversary with the Notification Timing field. Entering “0” will send the manager notification email on the day of the recipient’s anniversary.


Click Save.
 

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Exclusions

Toggle the Exclusions settings On to make certain groups or people ineligible to receive service awards. Then, enter individuals or metadata values ineligible for service awards.
 

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Click Save.
 

Adding Rules

To add a service year rule, click the Add Rule button. Enter the service year and the associated amount to be awarded. If applicable, enter a metadata value in the Eligible Metadata field to determine who is eligible for the service award. Click Save.
 

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Your saved rule will appear on the Service Awards automation page. Click the pencil icon to edit the rule. Select the pages icon to copy the rule; if any setting overrides are tied to the copied rule, they will also apply to the newly created rule. Click the trash can icon to delete the rule. Deleting a rule will remove existing rules that match in the queue (unless tied to a MemoryBook); however, deactivating a program will allow for awards to stay in the queue.
 

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Launching Service Awards Automation

To launch the Service Awards automation, click the Launch Now button. If you’d like the launch to be scheduled in the future, click the Schedule Launch link and select a start date.


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Anytime you’d like to deactivate the Service Awards automation, click Show Advanced Settings on the Service Awards automation page and then select Deactivate Service Awards.


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Note - If a service award has a MemoryBook tied to it, the only way it will delete out of the queue is if it's manually done (Admin > Queues > MemoryBooks).
 

Upload CSV

Service Award automation can be configured using a CSV file. To do this, click Upload CSV and download the provided template. Refer to this support article for guidance of completing a uploading the file.

 

Configuring Service Award automation with a CSV file is especially useful if you want settings in Default Settings to vary by recognition year. For example, you can assign a different sender for specific years, customize messages, adjust visibility, set unique budgets, and more.


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If you have any questions, please contact Awardco Admin Support.

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