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InstantAwards™ Client Welcome Pack

Mohammad Mansoor
  • Updated

What is InstantAwards™?

InstantAwards™ is a monetary recognition tool that allows you to reward employees in a relevant and exciting way. The focus is on personalizing the experience of receiving an award, making the reward interesting and relevant to each individual. InstantAwards™ can be redeemed as gift cards and instant vouchers at a selection of retailers available on the platform.

How does InstantAwards™ work? 

Choose: InstantAwards™ support on-the-spot manager to employee recognition in line with your employer brand and company values. Awards can be sent to one or multiple recipients with a branded eCard and personal message. Managers can send them electronically or print them for offline users, and share them openly on a Social Wall on the platform, allowing others to add comments and reactions.

Note: If your eligibility method is Preloaded Members, all eligible receivers will be searchable by name. If you are using a different eligibility method, only users who have registered to the site will be searchable; to recognize employees who haven’t yet registered, senders will need to enter their email address and employee ID.

Choose: InstantAwards™ works on a system of 'award pots'. You can split your total awards budget into separate 'pots', so different managers in your organization have a set amount to spend on their teams. You can determine each pot’s budget and arrange automated top-ups on a regular basis, allow managers to request funds when they need them.

Choose: Award pots can be managed centrally by one or more Main Budget Owners. They can add, edit, and delete pots whenever they like, and shift budgets at any time to suit the changing needs of the business.

Note: InstantAwards™ is built with self-service in mind. Managers can take ownership of their own recognition program and have complete transparency on their budgets: they can generate invoices, monitor budgets, send and track awards directly from Reward Manager.

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Things to consider when setting up InstantAwards™

  1. What name would you like to give to your InstantAwards™ program?

  2. What awards would you like to set up?
    • Do you have internal values and behaviors to link recognition to?
    • Would you like a set of congratulations messages? (e.g. Thank You, etc.) 
    • Would you like to celebrate specific achievements? (e.g. Employee of the Month, Star of the Quarter, etc.)

  3. How much will each award be worth?
    • Each award must have at least one monetary value (e.g. £10 per award)
    • Each award can have different tiers - for example, a Thank You Award with £10, £20 and £50 values for the sender to choose as appropriate. 
    • If you are using InstantAwards™ globally, you will need to set up award values through our points-based system, to allow currency conversion

  4. Who will create the eCards artwork for the awards?
    • Our Design team can create the artwork for you. SLAs are 5 working days for first drafts and 2- 3 days for amends.
    • If you are creating the eCards in-house, make sure they are horizontal and 3300x2100 pixels in size. We will upload them to the site for you.

  5. What visual style would you like for your award eCards?
    • Our Design team will need your brand guidelines and a brief on your preferred colors, fonts and images (e.g. icons, illustrations, photos)
    • If you have internal artwork you’d like us to use, please share it in the highest resolution available (.eps or .ai format for illustrations)
    • You can share links to images you like on Shutterstock. We will purchase them at no extra cost to you

  6. Who will be sending awards in your business?
    • You can set up one level of sub-pots below your Main Budget, and create as many pots as you like for managers to own
    • Managers appointed to send awards need to activate their accounts on the platform before pots can be assigned to them
    • If you don’t need manager pots in your business, you can run your program centrally through one main pot (e.g. a Main Budget controlled by the HR team, or the senior leadership team)

  7. Who will oversee budgets?
    • Main Budget Owners can manage the total budget available for Instant Awards, create award pots for managers and allocate money to them
    • Pot Owners are the managers assigned to one or more sub-pots, and only have access to the budgets they have been assigned
    • Main Budget Owners can appoint Pot Owners individually, or through a bulk data file matching all Pot Owners to the relevant pots and budgets

  8. How would you like to manage payments to fund your Main Budget?
    • We recommend setting up a Direct Debit, so payments to RG are automated, and we can release funds within 24 hours of your request
    • If you choose not to set up a Direct Debit, you will need to request an invoice every time you need to fund your Main Budget, or agree a schedule (e.g. monthly, quarterly) for invoices to be sent to you. 
    • Our Finance Team issue invoices within 2 working days of request, and can only release award funds in the system after receiving the payment
    • We need you to confirm your launch budget as soon as possible, to allow plenty of time for the payment to reach us before launch
    • You can set up Balance Dependent Invoicing, to generate an invoice when your Main Budget falls below a trigger value of your choice
  9. Are there any retailers you need to remove from award redemption options?

  10. Would you like to display awards on the Social Wall?
    • Senders will have the option to share awards or send them privately
    • Receivers will have the option to delete their awards from the Wall

This knowledge article aims to empower you with the knowledge to enhance your platform operations. For more insights, we encourage you to explore our comprehensive knowledge base. 

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