Preloaded Members (recommended)
The Preload option enables you to upload key information about your eligible employees to our system in advance, so all eligible employees can receive an email prompting them to activate their account on the site.
We recommend using this method for the reasons below:
Employees don’t need to proactively visit the site URL and register manually. The welcome email prompts them to activate their account straight from their inbox.
The welcome email gives you the opportunity to proactively invite employees to sign up to the platform. In our experience, this leads to quicker and more numerous registrations.
Preload is one of the most secure methods to maintain employee access. The self-registration option is disabled, only employees on your eligibility list will have the chance to access the site through their welcome email.
If your eligibility method is Preloaded Members, all eligible receivers of eCards, Nominations, and Instant Awards will be searchable by name. If you are using a different eligibility method, only users who have registered to the site will be searchable; to recognize employees who haven’t yet registered, senders will need to enter their email address and employee ID (or whatever identifier you choose to use).
The minimum data we need for Preload to work with the required data field and the explanation needed is listed below:
- Payroll Number / Employee Number/ NI Number (Unique Identifier): Mandatory - This is the unique identifier for employee accounts.
- Email Address: Mandatory - second unique identifier for an employee and how we can send the welcome email.
- First & Last Name: Optional - recommended so employee names can feed into their welcome emails, and so that employees can be found when sending recognition.
- Date of Birth: Optional - recommended as another identifier for added security. Mandatory - if you want an automated Birthday eCard or the Birthday tile on your platform. Also, if Holiday Trading and/or Cycle to Work products will be set with the pre-approval option.
Please note: You can add additional fields for reporting such as Division and Location for example. We will need Annual Salary for any salary sacrifice benefits on pre-approval.
Payroll List With Date of Birth
The Payroll List option enables you to upload two unique identifiers for your employees in advance, to ensure only eligible individuals can register to the site.
In order to register, employees will need to visit the site URL and enter their personal details, including first name, last name, email address, and their two unique identifiers. If these identifiers match your records, they will be able to complete the process and receive an email to activate their accounts.
You may want to consider the Payroll List option if you are unable to provide email addresses upfront for all eligible employees (i.e. can't use Preload). As employees will be required to enter an email address of their choice when they first register (i.e. the employer won't have to add emails to eligibility files), they will be able to use a personal or work email, depending on their preference.
Please note: with Payroll List, only users who have registered to the site will be searchable as recognition receivers. To recognize employees who haven’t yet registered, senders will need to enter their email address and employee ID.
If you want to set up SSO, we strongly recommend using the unique ID (Payroll/Employee/NI Number) as the unique ID for the SSO. Email address won’t be allowed as we won’t have it included in the file.
The minimum data we need for Payroll List with Date of Birth to work is listed with the required data field and the explanation needed below:
- Payroll Number / Employee Number/ NI Number (Unique Identifier): Mandatory - This is the unique identifier for employee accounts.
- Date of Birth: Mandatory - second unique identifier for employee and how we create their accounts
Payroll List with Postal Code
The following information is uploaded in our system, this creates licenses for the eligible employees. The employees should then go to program URL and register themselves.
The minimum data we need for Payroll List with Postal Code to work is listed with the required data field and the explanation needed below:
- Payroll Number / Employee Number/ NI Number (Unique Identifier): Mandatory - This is the unique identifier for employee accounts.
- Postal Code: Mandatory - second unique identifier for employee and how we create their accounts
Payroll List with Start Date
The following information is uploaded in our system, this creates licenses for the eligible employees. The employees should then go to program URL and register themselves.
The minimum data we need for Payroll List with Start Date to work is listed with the required data field and the explanation needed below:
- Payroll Number / Employee Number/ NI Number (Unique Identifier): Mandatory - This is the unique identifier for employee accounts.
- Start Date: Mandatory - second unique identifier for employee and how we create their accounts
Payroll List with Last Name
The following information is uploaded in our system, this creates licenses for the eligible employees. The employees should then go to program URL and register themselves.
The minimum data we need for Payroll List with Last Name to work is listed with the required data field and the explanation needed below:
- Payroll Number / Employee Number/ NI Number (Unique Identifier): Mandatory - This is the unique identifier for employee accounts.
- Last Name: Mandatory - second unique identifier for employee and how we create their accounts
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