On The Spot Recognition - How To Create On The Spot Recognition Awards

Overview

This guide walks you through creating and uploading awards in the On The Spot Recognition programme on Reward Gateway, including what errors may occur during the upload process and how to address them.

Before You Start

Before uploading award files, make sure you have:

• An On The Spot Recognition programme already set up in your platform.
• The correct permissions to upload awards.
• Award types configured in the programme with correct award import codes.
• Enough budget to cover the value of awards you are sending.
• A populated CSV award file with the required columns.

Step 1: Prepare Your Award File

Before uploading:

1. Use a supported file format:

• Reward Gateway recommends .csv.

2. Include all required columns with exact headings:

• Nomination Detail: The personalized message awardees will see.
• Nominator Name: The name shown as the nominating individual or group.
• Award Type: The award import code that matches an award type you have already created.

3. Ensure every row is complete and make sure there are no blank cells.

4. Make sure all fields are plain text with no formulas or filters.

5. Verify award codes in the file match the award types set up in your programme.

Step 2: Upload Your Awards File

1. Go to your On The Spot programme in Reward Manager.

2. Click Select file from your computer

3. Choose your CSV file from your computer.

4. Click Upload.

5. You will then see a list of columns from your file. Match them to the fields expected (Nomination Detail, Nominator Name, Award Type).

6. Click Next to proceed.

Step 3: System File Validation & Errors

Once your file is uploaded, the system checks it and may flag errors. 

Possible Errors During Upload

If the system highlights problems, you must fix them and upload a new version of the file. The most common errors are:

• Unsupported format: The file is not a compatible type (e.g., not CSV).
• Missing required fields: One or more expected column headers are absent.
• Blank cells: There are empty spots where data should exist.
• Award import codes don’t match the award types you’ve configured in your programme.

If errors are flagged, correct them in your original file and restart the upload with the updated CSV.

Step 4: Complete Upload & Dispatch

1. If no errors are found, you’ll be able to select Continue with Upload.

2. A success message will appear to confirm the file was successfully imported.

3. Select Continue to dispatch the awards at the bottom right of the success message.

4. This takes you to the Dispatch Batches page, where you can see and manage all batches you’ve created, which are now ready for distribution.

What Happens Next

Once awards are dispatched, employees receive their award codes. They can redeem them on their company Reward Gateway platform.