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Setting Company Notifications

Updated

As an admin of the Awardco platform, you can configure notification preferences for your organization. This includes setting default notifications for new users, determining which notification settings users can modify, and controlling visibility options for recognition information.

 

  1. How Users Set Their Notification Preferences
  2. Accessing Notification Settings
  3. Notification Settings Overview
  4. Configuring Default Platform Notification Visibility 
  5. Notifications Best Practices

 

How Users Set Their Notification Preferences

Before diving into admin settings, it's helpful to understand how users manage their own notifications. Users can personalize their notification settings by following these steps:

  1. Log in to your account.
  2. Click your profile picture in the top navigation.
  3. Select "My Profile" from the dropdown menu.
  4. Click the "Settings" tab.
  5. Click the widget labeled "Notifications."

 

From the Notifications page, users can choose which notifications they receive and specify notification preferences for different groups within the organization. The sections below will explain how you, as an administrator, can modify these default settings and the configuration options available.

 

 

Accessing Notifications Settings

To access notification settings within the admin portal:

  1. On the homepage, select the Admin button at the bottom of the left navigation menu.
  2. From the left navigation menu, click “Platform”, “Notifications”, and then "Notification Settings."

 

 

Notification Settings Overview

The Notification Settings page allows you to configure:

  • Notification Channels: The methods through which users receive notifications.
  • Notification Types: The categories of events that trigger notifications.
  • Default and Locked Notifications: Default settings for new users and restrictions on users' ability to turn on or off certain notifications.
  • Default Platform Notification Visibility: Options for controlling the visibility of recognition information.

 

Notification Channels

The following notification channels can be configured:

  • In-Platform:
    • Users receive in-platform notifications via a bell icon in the top navigation. A red circle indicates the number of new notifications.
  • Email:
    • Users can receive email notifications for recognitions they receive, recognitions received by specific people, or comments on recognitions.
    •  
  • Slack and/or Microsoft Teams:
    • Users can receive recognition notifications through Slack and/or Microsoft Teams. If your organization has integrated with Slack, users will need to finalize the integration and set up their preferences.
    •  
  • Recognition Digest:
    • Users can receive a weekly summary email of recognitions received by others. This is sent on Friday mornings.

 

Notification Types

The following notification types can be configured:

  • Recognitions
    • My Recognitions: Notifications for recognitions that users receive.
    • Recognition Comments: Notifications for comments on recognitions that users have given, received, or been tagged in.
    • Others’ Recognitions: Notifications for recognitions received by others.
    • Recognition Digest: A weekly email summary of recognitions received by others.
  • Approvals
    • Approval Assignments: Notifications for approvals assigned to specific users.
    • Approval Completed: Notifications for when an approval you submitted has been approved or declined.
    • Approval Reminders: Notifications reminding the user that they have pending approvals to review.
  • Marketplace
    • Points to Spend: Reminders for current spend balance and points that are expiring soon.
    • Orders Placed: Confirmations of your placed orders
    • Activation Email: Email notification with an activation link to enable your order. 
      • Note:These notifications are not displayed on platforms where Hide Points is enabled.
  • Surveys
    • Invitation: Initial notification sent when the survey opens.
      • Important Note on Survey Email Notifications: The 'Send email invite' checkbox in the survey creation flow must be checked for any Survey Invitation notification to be created and sent. If the checkbox is not checked, no notification is created, regardless of the user's or admin's notification preferences.
    • Low Funds Alert: Alerts if award funds cannot cover all eligible participants; sends only to specified error recipient contacts (speak with your Awardco point of contact to configure these contacts).

 

Setting Default and Locked Notifications

Notification settings are presented in a table-like format, showing available notification categories and types. Use the checkboxes to select the desired combination of channels and types to set as default for new users.

Clicking a checkbox provides the following options:

  • Default Off: Users will not automatically receive these types of notifications but can opt in.
  • Default On: Users will automatically receive these types of notifications but can opt out.
  • Locked Off: Users will not automatically receive these types of notifications and cannot opt in.
  • Locked On: Users will automatically receive these types of notifications and cannot opt out.

 

 

Configuring Default Platform Notification Visibility 

Control the visibility of recognition information for users with the following options:

  • Recognition Comments (Select which options you want available to your organization):
    • None: Users can opt to receive no notifications about comments on recognitions
    • Mentions Only: Users can opt to receive a notification only when someone mentions then in a comment on a recognition.
      • This option is on by default and cannot be disabled.
    • All: Users can opt to receive notifications when anyone comments on a recognition they've given or received.
    • Recognition Comments Default Option:
      • Select the default option for your organization. This determines the type of comment notifications users will received when they log in for the first time.
  • Others' Recognitions Visibility Options (Select which options you want available for select to your organization):
    • None
    • Direct Reports: Only users that report directly to you if you are a manager.
    • Team: Includes your supervisor, anyone reporting to your supervisor, and anyone reporting directly to you.
    • My Circle: People added to their ‘My Circle’ 
    • Custom: Notifications for anyone with specific metadata tags. Note: Selecting this option will make ALL metadata you import or create via the Metadata Creator visible to end users.
    • Everyone: Everyone in your organization.
    • Others' Recognitions Default Option:
      • Select the default option for your organization. This determines which "Others' Recognitions" notifications will be automatically enabled for users when they log in for the first time.
  • Recognition Digests Visibility Options (Select which options you want available for selection to your organization):
    • None
    • Direct Reports: Only users that report directly to you if you are a manager.
    • Team: Includes your supervisor, anyone reporting to your supervisor, and anyone reporting directly to you.
    • My Circle: People added to their ‘My Circle.’ 
    • Custom: Notifications for anyone with specific metadata tags.
    • Everyone: Everyone in your organization
    • Recognition Digests Default Options:
      • Select the default option for your organization. This determines which groups of users will be automatically included in users’ Recognition Digests when they log in for the first time.

 

Click “Save Changes” after configuring your organization’s notification settings.

 

Notifications Best Practices 

Effective notification management is crucial for a positive user experience on the Awardco platform. Consider the following best practices when configuring your company's notification settings:

  • Use "Locked On" Sparingly: While "Locked On" provides administrators with control over essential notifications, it's generally best to use this option sparingly. Over-restricting notification preferences can lead to user frustration. Empowering users to customize their own notification settings fosters a sense of control and ensures they receive information relevant to them without feeling overwhelmed. Reserve "Locked On" for truly critical, non-negotiable communications.
  • Ensure Email Templates are Configured for Recognition Programs: For any email notifications you wish to be sent (e.g., for recognitions received, approvals, or declines), it is imperative that the corresponding email templates are configured and attached within their respective recognition programs. If email templates are not specified, the system will not be able to send out the intended email notifications, and users will not receive these important communications. When setting up or modifying a program, ensure the appropriate email template is selected in the program settings.
  • Initial Approval Notifications: The in-platform notification for approvals will be set to 'off' by default. You will need to manually toggle this setting 'on' in their notification preferences if you wish to receive these alerts in the platform.

 

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

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