As a platform admin, setting up onboarding award automation is an easy way to automate a recurring task. This article explains the information needed to set up 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 begin, create a "placeholder" recognition program. This ensures accurate reporting that reflects recognitions sent through onboarding automation. To set up an Onboarding recognition program:
- Select the Admin button at the bottom of the left navigation menu.
- From the left navigation menu, select “Recognition,” "Programs," then "Recognition Programs.”
- 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."
You are now ready to set up the Onboarding automation.
Accessing Onboarding Automation
To access Onboarding Automation settings:
- Select the Admin button at the bottom of the left navigation menu.
- From the left navigation menu, select “Recognition,” "Programs," then "Onboarding.”
Default Settings
Before adding new rules, adjust the default settings. To configure default settings, click the "Default Settings" button. These settings apply to all onboarding rules unless overridden by the CSV upload feature.
General
- From: Select the user from which the recognition will come (usually a general recognition account) or check the "From Supervisor" option to have the recognition come from each award recipient's direct supervisor.
- Visibility: Choose whether the recognition is visible on the social feed or private using this dropdown menu.
- Program Name: Designate the program under which the award is submitted using this dropdown menu. Selecting a program is optional but provides consistent reporting and can restrict awards to specific 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 the budget from which points will be drawn using the dropdown menu.
Click "Save."
Notifications
- Send Notification Time: Select the time the onboarding notification is sent to the recipient. The timezone for each employee is based on their associated country code in the user file. Refer to the country code spreadsheet to determine the appropriate timezone. Check the box if you want notifications sent on Saturdays and Sundays. If selected and the onboarding date falls on a weekend, the notification will be sent on the preceding weekday.
- Send Employee Notification: Enable this option to send a notification to the onboarding recipient. Then, select the email template used to notify the recipient from the dropdown menu. Verify the desired email template by selecting the "Manage Email Templates" option..
- Send Manager Notification: Enable this option to send a notification to the onboarding recipient's manager. Then, select the email template used to notify the manager from the dropdown menu. Verify the desired email template by selecting the "Manage Email Templates" option.
Click "Save."
Exclusions
Enable the "Exclusions" setting to make specific groups or individuals ineligible to receive onboarding notifications. Then, enter the individuals or metadata values to exclude.
Click "Save."
Adding/Editing Rules
To add an onboarding rule, click the "Add Rule" button.
- Note: Enter a message to be displayed with the recognition in the recognition feed. Depending on your email template configuration, this note may be sent directly to the employee's inbox. While notes are typically short, you can include a longer message (up to 1000 characters). The 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 specify who is eligible for the onboarding award.
Click "Save."
The saved rule appears on the Onboarding automation page. Click the pencil icon to edit the rule, the pages icon to copy the rule, and the trash can icon to delete the rule.
Launching Onboarding Automation
To launch the Onboarding automation, click the "Launch Now" button. To schedule the launch for a future date, click the "Schedule Launch" link and select a start date.
To deactivate the Onboarding automation, click "Show Advanced Settings" on the Onboarding automation page and select "Deactivate Onboarding."
Upload CSV
You can configure Onboarding automation 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 helpful when you need Default Settings to vary for different onboarding recognitions. For example, you can recognize at several points in the onboarding process, customize messages, adjust visibility, and set unique budgets for each recognition.
If you have any questions, please contact Awardco Admin Support.