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 it 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
How does file provision happen and are there any specific restrictions and requirements?
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.
Can a file be replaced and how?
Yes, to replace a file already in the system the client will have to upload a file with the same name and it will override the old file.
How often can I upload new files?
There is no limitation to how often and when clients can upload new files. Files are processed instantly after upload so they become visible for employees once the file is fully consumed.
How long will files be kept on the Reward Gateway system?
File expiration is up to the client so they can choose for how long the files should be available on the RG platform. Once the defined period is over, the files will be permanently deleted.
Can a client host different file types?
Yes. Employee files works like a file directory where if a client hosts a number of different file types they'll be ordered and displayed in the corresponding categories for employees to easily access and reference back at any point.
Can a file be password-protected?
Yes. If the the files contain sensitive data the client may choose to have the files password protected so that employees are asked to enter a specific to them password to access the file. The passwords are to be provided by the client in a separate file as part of the implementation process.