As a platform administrator, setting up the onboarding award automation is one of the easiest ways to take a recurring task off your plate. This article will help you to understand the content that needs to be uploaded for onboarding automation.
- Creating an Onboarding Recognition Program
- Accessing Onboarding Automation
- Default Settings
- Adding/Editing Rules
- Launching Onboarding Automation
- Upload CSV
Creating an Onboarding Recognition Program
Before you start, create a "placeholder" recognition program. This will ensure clean reporting that accurately reflects recognitions sent through onboarding automation. To set up an Onboarding recognition program:
- Click the Admin button at the top right of the homepage.
- Go to the Settings tab.
- Select Create Automated Program on the Recognition Program settings page.
- Enter the program name (e.g., Onboarding), program type (Onboarding), and Award Network (the network of redemption options available for points earned through onboarding awards).
- Click Create Program.
That's it! You’re now ready to set up the Onboarding automation.
Accessing Onboarding Automation
To access Onboarding Automation settings:
- Select the Admin button at the top right of the homepage
- Click the Settings tab
- Click Onboarding on the left hand side of the page
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 onboarding rules unless overridden by the CSV upload feature.
General
- 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.
- Visibility - Make this recognition visible on the social feed or private using this dropdown menu.
- 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:
- Go to Recognition Program Settings
- Click Add Automated Program
- Name the program, select the program type and Award Network, and click Submit.
- Budget - Select a budget on the dropdown menu from which points will come.
Click Save.
Notifications
- Send Notification Time - Select the time the onboarding notification will be sent to the 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 onboarding date falls on a weekend, the notification will be sent on the weekday before the event.
- Send Employee Notification - Toggle on if you’d like a notification to be sent to the onboarding 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.
- Send Manager Notification - Toggle on if you’d like a notification to be sent to the onboarding 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.
Click Save.
Exclusions
Toggle the Exclusions settings On to make certain groups or people ineligible to receive onboarding notifications. Then, enter individuals or metadata values ineligible for onboarding awards.
Click Save.
Adding/Editing Rules
To add an onboarding rule, click the Add Rule button.
- 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.
- Send on Day - Enter the number of days after the hire date that the award will be sent.
- Amount - Enter the award amount each person will receive.
- Eligible Metadata - If applicable, enter a metadata value in the Eligible Metadata field to determine who is eligible for the onboarding award.
Click Save.
Your saved rule will appear on the Onboarding automation page. Click the pencil icon to edit the rule. Select the pages icon to copy the rule. Click the trash can icon to delete the rule.
Launching Onboarding Automation
To launch the Onboarding 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.
Anytime you’d like to deactivate the Onboarding automation, click Show Advanced Settings on the Onboarding automation page and then select Deactivate Onboarding.
Upload CSV
Onboarding 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 and uploading the file.
Configuring Onboarding automation with a CSV file is especially useful if you want settings in Default Settings to vary for different onboarding recognitions. For example, you can recognize at several points in the onboarding process, customize messages, adjust visibility, set unique budgets for each recognition, and more.
If you have any questions, please contact Awardco Admin Support.