AwardFilePlus™ - Client Welcome Pack

What is AwardFilePlus™? 

AwardFilePlus™ allows your organization to recognize a large group of employees in one go, with the simple upload of a file that includes the details of winners and award values. It’s ideal to acknowledge group achievements and long service milestones, or award annual bonuses, one-off gifts, and competition prizes.

How does AwardFilePlus™ work?

Things to consider when setting up AwardFilePlus™

1. What name would you like to give to your award program?
   
   
2. What awards would you like to set up?
   • Each award needs a name (e.g. 10 Years). You can set up multiple awards with the same name.
   • Each award needs a unique code of your choice (e.g. 10YEARS), 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.
     
     
4. Who will create the artwork for the awards?
   • Our Design team can create artwork for you. 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. What visual style would you like for 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 issue 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)
     
     
9. Are there any retailers you need to remove from award redemption options?

Before you start uploading your Award Files, you will need...

• At least one AwardFilePlus program has already been added to your platform. Please contact your Client Success Manager or the Client Support Team if you would like this set up for you, and read this guide (How to: manage your AwardFilePlus™ program) to learn how to access your programs.
• The RR Budget Holder role assigned to you (or any other users who need to be able to upload award files) in Reward Manager
• All award values that need sending to employees configured in Reward Manager (read this guide (How to: manage your AwardFilePlus™ program) to learn how to configure award types)
• Enough budget to cover the volume of awards you plan to send.
• A populated award file. This is a file in .csv format, with the column headings listed below, which depend on the AwardFilePlus™ program's Communications type.
  
  
  • Email Communications type (i.e.award winners receive an email notification)
    • Employee's Name (first name and last name need to go in the same cell)
    • Nomination Detail (the personal message the employee should see with their award. There is no character limit for this)
    • Nominator Name (this can be anything you want - the name of an individual, the program, the company, etc., as long as it is 160 characters or fewer)
    • Award Type (this will be the file import code available on the AwardFilePlus™ program configuration, in the Award Types section)
    • Employee ID (as logged in Reward Manager)
    • Employee's Email Address
      
      Award file example for Email communications:
      
      
      
  • Postal Communications type (i.e. award winners receive a letter letting them know they have an award, and onsite alerts go out when the awards are dispatched)
    
    • Employee's Address Line 1
    • Employee's Address Line 2
    • Employee's Postcode
    • Employee's Name (first name and last name need to go in the same cell)
    • Nomination Detail (the personal message the employee should see with their award)
    • Nominator Name (this can be anything you want - the name of an individual, the program, the company, etc., as long as it is 160 characters or fewer)
    • Award Type (this will be the file import code available on the AwardFilePlus™ program configuration, in the Award Types section)
    • Employee ID (as logged in Reward Manager)
      
      Award file example for Postal communications:
      
      
      
  • None Communications type (i.e. award winners do not receive any emails generated in the RG system; other internal communications are arranged and onsite alerts go out when the awards are dispatched)
    • Employee's Name (first name and last name need to go in the same cell)
    • Nomination Detail (the personal message the employee should see with their award)
    • Nominator Name (this can be anything you want - the name of an individual, the program, the company, etc., as long as it is 160 characters or fewer)
    • Award Type (this will be the file import code available on the AwardFilePlus™ program configuration, in the Award Types section)
    • Employee ID (as logged in Reward Manager)
      
      Award file example for the 'None' communications method: