Wellbeing+| What is AwardFilePlus™? – RG Help Center

Overview

How to use AwardFilePlus™ to reward users with point-in-time recognition in Reward Gateway

AwardFilePlus™ is the engine that supports point-in-time recognition, such as completing wellbeing challenges or large group achievements. It allows managers to acknowledge multiple employees for their contributions in one go, with no manual processing or complexity.

A department manager, or another appointed person, can gather a list of employees they would like to reward and simply upload it in .csv format to Reward Gateway's administration portal, Reward Manager.

Availability & Cost

AwardFilePlus™ is a chargeable feature, available to all Reward Gateway clients with the Rewards product included in their contract and have activated it. To speak to one of our Consultants, Account Managers, or Client Success Managers about this, send us a message and we’ll get back to you.

Things to Consider When Setting Up AwardFilePlus™

1. What name would you like to give to your award program? (ex. Wellbeing Challenge Rewards)

2. What awards would you like to set up?

Each award needs a name (e.g. Monthly Step Goal Achievers). You can set up multiple awards with the same name.
Each award needs a unique code of your choice (e.g. MSG25), which you will need to enter in your award file next to each winner’s details.

3. How much will each award be worth?

Each award needs to have one fixed value (e.g. $10 per award).
If your award program is global, you will need to set up award values through our points-based system, to allow currency conversion.

Examples:

Award Name	Unique code	Description	Award Amount	Report
Monthly Step Goal Achievers	MSG1	Employees who meet 100% or more of their monthly step goal	$5	Monthly step goal report
Participation Trophy	Join1	Employees who join a wellbeing challenges	$5	Report based on the main challenge module Ex. Streak, Stick to it
Challenge Achiever	Achieve1	Employees who meet a challenge module goal	$10	Report based on the main challenge module Ex. Streak, Stick to it

4. Who will create the artwork for the awards?

We will offer templated eCards. Our Design team can create artwork for you for an additional cost.

1. SLAs are 5 working days for first drafts and 2- 3 days for amends.

If you are creating designs in-house, make sure they are horizontal and 3300x2100 pixels in size.
You will have access to upload your award artwork to the platform.

5. If purchasing design services, how can you customize the visual style of your award artwork?

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. How would you like to manage payments to fund your awards 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 add funds to your budget, or agree a schedule (e.g. monthly, quarterly) for invoices to be sent to you.
Our Finance Team issues 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.

7. Would you like award winners to receive an email notification?

We can only dispatch notifications if email addresses are provided for all employees in the award file.
Award winners will be notified of their award through the email address provided in the award file (even when this is different from the one they registered with)
If there are winners you can’t access email addresses for, you can upload them in a separate file. They will still receive an onsite alert on their next login.
If you prefer to arrange your own communications, our system emails can be turned off.

8. Enter these details when preparing your award file:

Employee name
Employee ID
Employee email address (not required if notification emails are disabled)
Award Type (the unique code linked to each winner’s award value)
Nominator name (award sender that can feature in the notification email)
Nomination Detail (a message that can feature in the notification email)

Employee Name	Employee ID	Employee Email Address	Award Type	Nominator Name	Nomination Detail
Jon Doe	0001	jon.doe@email.com	MSG1	Company Name	Congrats on hitting your Monthly Step Goal!

9. Are there any retailers you need to remove from award redemption options?

FAQs

What Wellbeing+ report can I use for this?

We suggest using the following reports depending on the reward you are sending out to pull the recipients:

Monthly Step Goal Report (for rewarding Monthly Step Goal rewards)
Challenge Report Based on Module Within Challenge (for Joining a Challenge)
Challenge Report Based on Module Within Challenge (for Meeting a Challenge Goal)

What happens after bulk awards are sent?

Once an award has been sent, the employee(s) will instantly receive a congratulations email to surprise them with the award, directing them to their recognition platform.

When they click through on their notifications, a new tab will open, directing them to a dedicated page where they can see their award and the personal message attached to it. Here, they will also find a link to the wide selection of retailers they can redeem their award voucher on.

They'll also be shown their Recognition account balance – this allows for award accumulation – and can choose to redeem the money with multiple retailers, helping to make it a highly useful, relevant and beneficial award for every single employee.

Can I include a unique message with each award?
Unique recognition messages can be included, as part of the file sent through to us, for each recipient, so the experience remains personal and specific. The relevant admin can then process the file, and the awards can be sent out on the client's selected day.

Can I include multiple award codes in a single file?
Yes, as long as the award codes have been set up in Reward Manager you can include them in the file. For files with 2000+ awards please reach out to your Account Team prior to submitting.

Does my award need to have a monetary value?
No, when setting up the award code you can apply a $0 value to the award.

What if I don’t have an email address?
Clients who want to reward employees without providing an email address can still do so: the employees will receive an onsite alert about their award on their next login.

Will this always be manual?
No, we are working on a more integrated solution and your Account Team will be in touch with you as this develops.

Who is responsible for setting this up?
Your Account Team and our Client Support Team will assist with the initial implementation of the program. From there, both teams will be available for any questions.