Membership Uploads - How To Upload an Eligibility List (aka Membership List)

Introduction

This article was written for our clients and explains how to upload an Eligibility List (also known as a membership file or membership list) in Reward Manager. The Eligibility List determines which employees have access to your programme, so keeping it accurate and up to date is essential.

Accessing the Membership List Upload Tool

Once you have logged into Reward Manager, go to Member > Update Membership List. If you don't see this option or can't access it, contact your Client Success Manager to have the correct permissions assigned.

Setting Up a Template

The first time a client accesses the Member Upload Tool, they will be asked to create a Template. 

Click Create your first Template.

Step 1: Configure Your Template

> Give your Template a name. 

This name will be used when processing the file, so choose something clear and easy to remember. Next, select the appropriate workflow. 

If you're not sure which workflow to use, see the guide: Managing Membership Eligibility

> Then, click Continue.

Step 2: Provide the Data

You'll need to upload an example file so we can confirm the structure and the columns the client plans to provide us with.

The file must include all fields listed under Required Fields. You can also include fields from the Optional Fields section, depending on how your programme is set up. If you're unsure, speak with your Implementation Specialist or Client Success Manager.

When your example file is ready, click Select file from your computer, then select it from your files and click Continue.

Step 3: Match Columns

After you upload an example file, you'll need to match its columns to the fields in Reward Gateway. Once you've mapped all fields, click Continue.

Step 4: Review and Complete

Your template is now ready to process membership files. Return to the Membership Upload Dashboard to start processing files.

Uploading a File Using a Template

In the Update Membership List section, you'll see the template you created in the previous steps.

Step 1: Selecting a File 

Under the template name, the Status will update to show what action is needed next. Click Select file from your computer to browse for a file (accepted formats are CSV, XLS, or XLSX). 

After selecting a file, click Upload to begin processing. If your file has more than 5000 rows, processing may take longer, and we'll send you an email notification when it is ready to review.

Step 2: Review the Changes

Once the file is uploaded, you'll see the impact it will have on the programme’s membership. This includes changes to registered and available member counts. 

If the numbers look correct, click Complete Update to confirm. If you need to stop, click Cancel Update.

Step 3: Upload Complete and Confirmed

When the upload is complete, members are added or removed from the Eligibility List according to the workflow you selected. You can review the results in this step.

Viewing Upload History

From the Update Membership List section, select the template you want to review. 

Click the See upload history for this template link to open the Membership Update History page. Here, you can view all uploads completed with this template, along with details about their impact on your programme.

Handling File Errors

Your file must include the same columns you mapped when setting up the template, and the data in those columns must be valid. For example, a column mapped to the Email Address field must contain only valid email addresses.

When you upload a file, the system automatically verifies and validates the data. If there are errors, they will appear on the screen immediately. You can also download a list of errors, which shows the exact rows that need correction.

Processing Account Updates

With employees leaving and joining our clients at various rates, we expect there to be frequent updates to the membership eligibility lists. You can process account updates through the Membership Eligibility Tool. 

There are two scenarios when a client's eligibility upload might be paused or blocked.

1. Changes Over 10% of Registered Members on the Eligibility List

If the upload would change more than 10% of your Eligibility List, the update will be paused. A Client Support Specialist will need to review and confirm the upload before it can proceed. You can download a list of the proposed changes by clicking Download the list of Changes.

Please keep in mind that, in order to leverage the Download the list of Changes option, an admin needs to have the Membership Upload Supervisor role assigned to them. This will help admins download the list of changes after an upload was done by another admin who is not present at the moment (on annual leave or left the business).

2. Changes Between 1% to 10% of Registered Members on the Eligibility List

If the update would change between 1% and 10% of your Eligibility List, you'll still need to confirm you've reviewed the proposed updates. Download the list of changes, review them, and then tick I have reviewed and accept the changes proposed through this upload and then click Complete Update.