Switching the registration criteria to preload

Why Switch to preload?

• A better user experience for employees when initially registering for their account. Employees can be proactively invited to join and reminders can be sent on Reward Gateway's side!
• The most secure registration criteria. The self-registration option is disabled, only employees included in the eligibility list will be able to access the site through a welcome email. 
• Using our Reward + Recognition Products?  All users will be searchable for eCards, Nominations and Instant Awards programmes, not just those registered meaning more appreciation can be sent! 

More information can be seen in Registration criteria for RG Programmes.

Steps to Turn on Preload: 

1. Confirm what data is to be uploaded into the membership file (complete Appendix 1)
2. Decide if employees are to be allowed to edit their email addresses - This is a critical decision. 
3. Confirm the text of the welcome email (see Appendix 2) 
4. Confirm how often reminder emails need to be sent. 
5. Send a communication to employees to inform them that a change is taking place- Recommended best Practices. (see Appendix 3)
6. The client checks to ensure that all of the Unique identifiers are consistent with the information that they are uploading - this will be the data that accounts are mapped to, if they are incorrect in the system accounts will not match. The best way to do this is to download a membership file to confirm - This is a critical step. 
7. RG set up the back end of the system.
8. The client completes a membership refresh. 
9. Note. This refresh of data will almost certainly be blocked as the client will be changing over 10% of the data. Therefore the client will need to verify the changes to the data and confirm with Client Support that the data is correct. The client should review the ‘warnings’ to be certain. 
10. Client to send welcome emails are sent to non-registered employees

A Client Success Manager will help to decide the response needed for points 1,2,3 and 4 above.

More information to help make those decisions can be seen below.

Supporting Information and considerations

1. Data for the membership file. 

Certain data is needed for preload. We capture this data in the membership file. To add this data to current employees we will complete a membership refresh.

Data that is needed /  Recommended

Optional Additions for data that could be added

Any data that might be useful for managing the platform can be added to the membership file i.e. to add segmentation for surveys or blogs, to help with reporting, to drive engagement, or to help with data analysis. 
Other fields that might be included are: Division, Location, Line Manager ID.  

There is a table in Appendix 1 with any other Data additions that might be included. 

2. Can employees edit their email address (ie. their username)?

Option 1:
Employees cannot edit the email address that was put into the data file from the front end of the system. 

Change everyone’s email addresses to work email addresses / the email address they gave to payroll and make this email address mandatory and non-editable:

• Registered employees who have logged in previously- Potential for their email address (and therefore their username) to be changed from what they registered. Will need to communicate the change. 
• New Starters or employees who have not logged in - the welcome email would be sent to the designated email address held on the membership file. 

Option 2:
Employees are allowed to edit the email addresses that were put into the membership file. 

Allow users to change their email addresses. 

• Registered employees - A refresh file will be uploaded once the switch to preload has been made which will not change any email addresses on file; the employees who wish to change their email addresses will need to successfully log in with the email address currently linked to the account in order to process it. Any future refresh uploads will not override the email addresses.
• New Starters or employees who have not logged in - The welcome email will be sent to the email address the employee provided. The employee can change their email address and the system will remember this when the membership refreshes. 

Things to consider when deciding on option 1 or 2. 

1. SSOs + Integrations
   1. Is there currently an active SSO? 
   2. Will the email address be needed for any future SSO’s or integrations?
   3. If yes, it might be easier to say the employee cannot change their email address. 
2. Do they have access to the email in personal time? - If the App sends them a ‘magic code’, will they be able to retrieve it? 

3. Confirm the text of the welcome email and how often reminder emails are to be sent.

The Welcome email is sent to employees to invite them to join the programme. This is editable - please see appendix 2. 

The welcome email has an activation link that needs to be clicked on to activate the employee's account. Due to security measures, the link is valid for up to three weeks. 

It is recommended that reminder emails are automated. These can be scheduled at the following intervals 15, 30, 45 or 60 days. 

Appendix

Appendix 1 - Data for membership file

Please complete the ‘Data Collected’ table with any other pieces of data needed to be included in the Insights reporting. 

If the responses need to be mandatory - please type exactly all the options that could be utilised in the exact text that it will be written. The system will match the responses set up to the data file, it will not be able to complete the upload if the data differs. 

Appendix 2 - Welcome Email

Please edit the text in the table below, if any of the information needs to be changed. 

Please confirm how often reminder emails are to be sent? 

(Option 15, 30, 45 or 60 days)

Example template email and available replacement tags

Appendix 3 - Example Communication to Employees 

Hi [first_name], 

We are making some changes to <Scheme Name> to help improve <Company Name> employees’ user experience - from the initial login and how we communicate with you, to how we all get the most out of our benefits. 

What is changing?

We will be providing Reward Gateway (our technology partner for <Scheme Name>) with your email address that you provided to the HR and Payroll team when you joined. This means it’s easier for anyone who hasn’t already registered to get signed up quickly, just by activating their account. 

Your email address that you log in to <Scheme Name> will be amended to your work email address / the email address that you provided HR/Payroll.

Please remember this for the next time that you log on!

Why is it changing?

We have some exciting plans up our sleeves to make our recognition more visible and accessible at <Company Name>, and this lays the foundation for us to be able to celebrate everyone’s achievements and recognise more people! 

We also want to make sure that as many of you as possible have access to <Scheme Name> so that you can access your Policies and Procedures, Communications, Discounts, Salary Sacrifice Benefits, and Recognition schemes.

What is the benefit? 

• You will now be able to find every employee on the platform, so that you can send them an eCard even if they haven’t logged in before. 
• We will now be able to invite employees to join <Scheme Name>. Employees will just need to set-up a password to get started. This will be a quicker start for our new <Company Name> employees.  

What do I need to do?

If you’re already registered on <Scheme Name> - you won't need to do anything! Just keep your eyes peeled for some exciting changes coming soon on <Scheme Name>! 

If you’ve never registered on <Scheme Name> before - wait for an email inviting you to join! Then check out <Scheme Name> for your company updates and benefit details. If you have changed your email address since you first joined us, email XXX by xxx date so that you don’t miss your invite! 

Remember, once you’re registered, you can change your email address in the system at any time in your <Scheme Name> account settings. *Delete as needed. 

The Important Information

We will be uploading your data, from the information you provided in the HR and Payroll system. Data provided includes your name, email address, payroll number, date of birth and work location to ensure that we can provide you with the best benefits and communications tailored to you! Please note, these details may be subject to change as the benefits we provide also change. 

Please keep in mind that whenever the email address of an employee is changed, they will receive the below email informing them of the change:

Hi [employee],

Your email address on [programme] has been modified by your employer.</b>

The way that [programme] has been setup means that you are not able to change your own email address by yourself. Your employer uses automated processes to update email address on [programme].

You don't need to do anything else to confirm this and we'll process it now for you.

If this email change concerns you, you may wish to confirm this change with your employer, usually with the HR department.

Please only click the link below if you need to cancel the email change and reset your password. You would normally only need to do this if advised by your employer.

Best wishes,
[programme] Support

Appendix 4 - How Communication Works

1. On Manual Membership Upload template you can configure it with Communication or not.
   1. If Communication is On and a member is added, a batch will be generated that needs issuing from the uploader to dispatch the registration emails through the members. Otherwise, the newly added members will never receive the emails
   2. If Communication is Off, you need to Open ResendRegistrationEmails page located in RM->Communication->Resend Registration Emails and click on Resend All button to send the emails to all unregistered members.

2. By Enabling the RESEND ALL REGISTRATION EMAILS toggle
   1. If resend is ON emails will be sent every 15/30/45/60 days to all unregistered members.
      1. If the member is uploaded with Communication ON in order for the member to receive emails every scheduled date, the initial created batch first needs to be issued.
      2. If the member is uploaded with Communication OFF it will get the email on the next registration schedule. If the member is uploaded on 14.02 and the next schedule is on 16.03 the email won’t be dispatched because it is not in -15 day schedule period. The email will be dispatched 16.03 + 15 days or 31.03
         
         
   2. If resend is Off
      1.  The Resend all button will appear and will dispatch the emails to all unregistered members.

Take a closer at how Reward Gateway looks after data in these articles:

How Reward Gateway complies with the GDPR

Security Overview