InstantAwards - How To Manage Instant Award Pots via Bulk Upload

Introduction

This guide will explain how to manage Instant Awards pots in Reward Manager via bulk upload. Details are given for the entire process and also file requirements are explained. This article is useful for members working with Instant Awards Programme.

Process

Follow the steps below to enable bulk update: 

1. From the Instant Awards Programme Admin page
2. Select Manage Award Pots > Bulk Change

Main Budget Owners will see this same option when they log in to Reward Manager; it will allow them to change pot settings in bulk, as opposed to updating each pot manually.

The workflows available are: 

• Add (used to create brand new pots)
• Refresh (used to process new pot creation, outdated pot removal, and existing pot updates in bulk) 
• and Remove (used to delete outdated pots)

Note: Employees on self-registration must register on the platform before a pot can be created. Employees on preload can have pots created without activation of their account.

File Requirements 

All files must be in .csv format and contain ALL the fields below:

• Manager Budget Name (unique pot name that needs creating in the system)
• Payroll Number (unique employee ID of the main budget holder)
• Budget
• Budget Allowance (Weekly, Monthly, Quarterly or Yearly)
• Fill this pot now? (Yes or No, see below)
• Allow owners to request additional funds? (Yes or No)

Pot Owners

Pots that have multiple owners need to appear on multiple lines, with the same values in all fields aside from Payroll Number (which will state each individual pot owner’s ID) and Fill this pot now? as No (only the first owner will have the value as Yes).

If you are refreshing pot owners but not performing any pot top-ups, the value for the Fill in this pot now column should be No. This will not change the budget in the pots in any way.

• When Fill this pot now is marked as No: the number in the Budget column will change the maximum budget allowance for the pot - that is to say, the total amount that will be added to the pot with the next top-up. So, if the client is always planning to fill the pots with the same amounts, the numbers in the Budget column should be the same with every upload.
• When Fill this pot now is marked as Yes, the amount in the pot will immediately change to the number in the Budget column (i.e. the pot balance will be cancelled if this is set as 0).

Existing Pots

The amount in the Budget column of the file will override the existing amount in the pot. If you wish to add funds to an existing pot's balance, the number in the Budget column should include both the existing budget and the new allocation:

Example: if a pot has £35 already and you wish to add £50, the Budget column for that pot will need to state £85 to achieve the desired total.

If your scheme uses points instead of dollars or pounds, please enter the points value in the Budget column. Please make sure the number in the Budget column is in the unit used by your award programs.