Optimizing License Key Security: A Guide to Email Validation in Membership Uploads

Safeguarding the data we host is our top priority. We have implemented pivotal changes, ensuring license key updates based on email are no longer possible. This article offers additional context and guidance to help you effectively manage membership file uploads.

Key Points

Email Address Reuse

Email addresses cannot be reused unless the member is properly deprovisioned in advance. This ensures that each user account remains uniquely associated with the correct individual.

File Upload Validation

During a file upload, our system performs a rigorous check for matching email addresses. If an existing email address is found, the system compares the license key from the uploaded file with the one in our system. If a mismatch is detected, the upload will continue, but the rows with mismatched email addresses will not be allowed into our system, and the uploader will receive an error message. This proactive measure is implemented to ensure the utmost protection of your data.

What Does This Mean for You?

Note: The following information and tool is only available internally at this time. Message your Customer Success Manager for assistance. This has a public release date of Mid-July.

Instead of submitting a request to the engineering team, you can use the new License Migration Tool.

How to find and use the tool

1. Open Reward Manager and browse the Members tab on the left-hand side.
2. At the bottom of the drop-down menu, you will find “Licence Migration”.
3. Find your program and select “Get Started”.
4. Select “Select a file from your computer” and load the file with the new and old licenses (should be in 2 separate columns named “Old payroll” and “New payroll”, accepted file format is only *.csv), then select Upload.
5. The system would check if the licenses are valid and then you can select Update.
6. Once the system processes the changes, you will get a message that the operation is completed.”

Alternatively, if you would like to update the license keys of a handful of members, you can process this manually by going to: Members > Browser Members > Find the Members > Options > Edit

You can take advantage of the Edit Members Data WalkMe guide.

Note: Changes since June 1 2024

We’re releasing a change that would enable license key changes if the customer scheme has a provision master. This means that if the scheme has no enabled HRIS integration like MergeDev, SCIM (optional provision master, should be selected by the user), BambooHR, we consider the scheme to not have a provision master and therefore we wouldn’t allow license key changes based on an email identifier.

SFTP integrations cannot be set as a provisioning master. This means that when a license change through a SFTP integration is attempted, the upload would continue as usual, but the records with license changes would be skipped.

Required RM roles for client-facing access to the Licence Migration tool

The required RM roles for enabling the Licence Migration tool to client admin are any of the following:

• Member Administrator
• Member Access Control Administrator

Any external member having assigned any of the roles mentioned above would be able to see and use this powerful tool.