About Membership Updates
In order to provision your uses on the Reward Gateway platform we require regular membership updates. These can be carried out by our range of integrations which can work in different ways to cater to your administration needs.
The data you provide us on the membership file from your HRIS will need to be formatted in specific ways for us to be able to use it to provision your users and run certain products on your Reward Gateway platform.
Please, note that all field names and data input into the membership files must contain UTF8 characters only.
| Field Name | Validation Rule | Mandatory |
| Unique ID |
MUST be unique across the instance |
Yes |
| Email Address | MUST be unique across the instance MUST be a valid email address MUST BE between 1-200 characters All characters except "<" and ">" Emails should be in RFC 822 format, we use the build in validation of PHP called FILTER_VALIDATE_EMAIL, see https://www.php.net/manual/en/filter.filters.validate.php for details |
Varies |
| First Name | MUST be between 1-50 characters All letters in UTF-8 encoding, whitespaces, hyphens, dots, single quotes, and apostrophes We validate names with this regex (must be interpreted with Perl-Compatible interpreter): /[^\p{L}'’\-\s\.]/ui |
No |
| Last Name | MUST be between 1-50 characters All letters in UTF-8 encoding, whitespaces, hyphens, dots, single quotes, and apostrophes We validate names with this regex (must be interpreted with Perl-Compatible interpreter): /[^\p{L}'’\-\s\.]/ui |
No |
| Gender |
MUST be added in membership file uploads as: M = Male F = Female X = Not Specified N = Non-Binary |
No |
| Date of Birth | MUST be in the correct format for a specific locale US - mm/dd/yyyy Other - dd/mm/yyyy |
Varies |
| Address Line 1 | MUST be between 1-80 characters All characters except "<" and ">" |
No |
| Address Line 2 | MUST be between 1-50 characters All characters except "<" and ">" |
No |
| Address Line 3 | MUST be between 1-50 characters All characters except "<" and ">" |
No |
| Address Line 4 | MUST be between 1-50 characters All characters except "<" and ">" |
No |
| Postal Code |
MUST be a valid postal code for the set locale
|
No |
| Phone Number |
MUST be a valid phone number for the set locale We validate mobile phone numbers with this regex: |
No |
| Start Date |
MUST be in the correct format for a specific locale
*If left blank upload will still process |
No |
| Eligible Until | MUST be in the correct format for a specific locale US - mm/dd/yyyy Other - dd/mm/yyyy *If left blank would be considered as Eligible until programme closure |
No |
| Custom Fields | MUST be between 1-255 characters *If used for reporting, MUST be a value that matches a pre-defined list provided to Reward Gateway |
Varies |
| Registration Questions - Text | MUST be between 1-255 characters Accepts anything but cannot be used for reporting |
Varies |
| Registration Questions - List | MUST be between 1-255 characters MUST match a value from a predefined list of values Can be used for reporting |
Varies |
| Registration Questions - Number | Positive number from 0 to 4 294 967 295 Cannot be used for reporting |
Varies |
| Registration Questions - Date | MUST be a valid date in a format based on the locale US - mm/dd/yyyy Other - dd/mm/yyyy Cannot be used for reporting |
Varies |
| Registration Questions - Multi-line text | MUST be between 1-65535 characters Accepts anything but cannot be used for reporting |
Varies |
| Country | MUST be 2 characters MUST be ISO 3166-1 alpha-2 compliant |
Mandatory for Clients with Global R&R |
| Timezone |
See codes for each timezone here. If no timezone is set for a user, we default to Europe/London. In regards to Scheduled Recognition, timezones can be used in the membership file upload to set employees' timezones. |
Recommended for Scheduled Recognition |
| Payroll Name | Indicator of the payroll the person belongs to as setup in SmartPay e.g. "Weekly" "Monthly" | Yes |
| Annual Salary | Base Annual Gross salary Used for NMW checks Positive decimal from 0 to 99999999.99 |
No |
| Total Additional Allowance Amount | An annual figure of any additional payments e.g. bonuses, allowances if they're to be taken into account for NMW purposes Positive decimal from 0 to 99999999.99 |
No |
| Weekly Hours Worked | Actual weekly hours Used for NMW purposes. If not provided defaults to 40 hours |
No (recommended for NMW accuracy) |
| Annual Weeks Worked |
How many weeks the employee works annually. Used for NMW purposes. If not provided defaults to 52 weeks Must be an integer. |
No (recommended for NMW accuracy) |
| Total Annual Sacrifice Amount | The sum of all annual gross deductions done outside of the RG platform e.g. PMI if done offline etc Positive decimal from 0 to 99999999.99 |
No (recommended for NMW accuracy) |
| Eligible Until | Format: dd/mm/yyyy Leaving date. Used to define when the employee is leaving the company and their access is to be revoked | No |
| Long Term Leave | e.g. Yes/No Used to define if an employee is on long-term leave. If empty the system will assume No. |
No |
| Contract Start Date | MUST be in the correct format for a specific locale US - mm/dd/yyyy Other - dd/mm/yyyy |
No |
| Is Apprentice | Used to mark the user an an apprentice and apply the respective NMW rate. To mark someone as an apprentice value should be TRUE or 1. Any other value will default to 0 and the user wouldn't be considered an apprentice. |
No |
| Tax Code | Used for Automated CCV Basic Earning Assessment at the beginning of the new tax year | No (recommended for BEA March 2020) |
| Holiday Trading Maximum Buy | Populated if the client wants to set an individual max buy limit to override the default one Positive decimal from 0 to 9999.99 |
Optional (only if client has Holiday Trading) |
| Holiday Trading Maximum Sell | Populated if the client wants to set an individual max sell limit to override the default one Positive decimal from 0 to 9999.99 |
Optional (only if client has Holiday Trading) |
| Holiday Trading Units | Required for Holiday Trading only. Used to define if the employee can trade days or hours. Possible values "days", "hours" or "none", "1", "2" or "3" It can be an integer or string: 1 means type days, 2 means type hours and 3 means type none. |
Mandatory (only if client has Holiday Trading) |
| Line Manager | MUST be a Unique ID of the manager and must be present in the file or already present in the system. Can be left blank if an employee has no manager. Used for Holiday Trading only if the product is on post-approval to define the approver |
Optional (only if client has Holiday Trading) |
| CycleToWork Spending Limit | Used if the client wants to set individual CTW limits to override the default one for the scheme Positive decimal from 0 to 99999999.99 |
No |
| Pensionable Pay | Used to calculate pension contributions Positive decimal from 0 to 99999999.99 |
Yes |
| Pensions Auto- enrolment flag | Flag to trigger auto-enrolment for an employee | Yes |
| Benefit Start Date | MUST be in the correct format for a specific locale US - mm/dd/yyyy Other - dd/mm/yyyy Used for new joiners |
No |
| Flex allowance | Populated if the client wants to set individual Flex Allowance to override the default one Positive decimal from 0 to 99999999.99 |
No |
| Personal Allowance | Used when calculating CCV assessments | No |
| Total Basic Hourly Rate | Used for calculating HT rates | No |
| Show Birthday to Others | Must be an integer. Allowed integers for scheme compliance: GDPR - only 0 (“hide”) Non-GDPR - 0 or 1 (“hide” or “show”) |
No |