Please note Employee Files is a legacy feature which is not suitable for any new programmes. We plan to sunset it in the future once no more programmes are using it.
What is 'Employee Files'?
Employee Files allows clients to host and store any type of electronic files on their Reward Gateway platform and make them instantly available, similar to a digital files library or archive. Employees can access at any time with their account login. Each file is specific to the employee and will be associated with the respective employee account.
What are the benefits for employees?
Employees won't need to go on many different platforms to access important files or information. They'll be able to easily access information in a single place that is easy to find and, importantly, that they access and use on a regular basis.
Important information that is secured but also in a place where an employee is going to be encouraged to look at it, namely their engagement platform which has all the essentials they need to know about their benefits programs, communication and recognition (depending on the solutions available to them).
Employees can also be informed by their employers when something new is added to their employee file locker through an onsite alert.
What are the benefits for clients?
Employee files gives clients the ability to fully digitalise all offline processes and/or use their Reward Gateway platform as a single and secure repository for all employee documentation, instead of having to access them across different platforms.
Clients will also be able to easily communicate to their employees about things that may have traditionally very low readership or difficult to access because of where they are stored, maximising employee usage and awareness.
Lastly, clients will also be able to know who has and had not looked at or accessed any report or document stored in their Employee Files product. This saves time, efforts and the manpower associated with obtaining signatures and confirmations.
What files can be stored in the digital library?
The use cases vary based on the client needs. Some of the most common cases are:
- Tax Documents (e.g. P11Ds)
- Share Letters
- Physical Total Reward Statements
- Employee contracts
- Bonus letters
- Pay review letters
Note: please make sure the uploads are limited to less than 250MB each.
How does it work?
Clients will have to upload the employee files grouped in a zip. format securely to their dedicated RG SFTP folder. As part of the product implementation and setup, each client will be supplied with their SFTP credentials.
It's important to note that each individual file should have the employee number as a prefix. The employee number could be the full name of the file or just the prefix but the file name should always start with the employee number so that it's associated with the employee's account.
Things to consider when setting up Employee Files
- We’ll need an IT admin from the client’s end who will be responsible for the SFTP integration
- They’ll need to have the IT Administrator role
- They’ll need to set up a new integration with Employee Documents type
- Once the SFTP integration is set up the Implementation Team will enable Employee Files and will link them to the integration
The format of the files
- IntegrationName_FileName.extension (extension will be .zip)
- Within this zip the client needs to add all of the files they wish to upload for the employees. And the files within the zip need to be named starting with the employees' unique identifier (i.e. UniqieID_File Name.extension (pdf,jpg etc), 58693_Salary.pdf)
In order to finish the SFTP Integration, the client will need to upload an example file. Once the integration is published the client can start providing the employee data files.
Additional information can be found in Employee Files - FAQs .