Importing Users into Awardco

Ensuring the smooth transference of data from your HRIS to Awardco's servers requires consistency in timing and formatting. The easiest way to guarantee a worry free data feed is to automate your user file's transfer to Awardco. While it is possible to transfer data to Awardco manually, we highly recommend configuring your systems to complete this transfer automatically through SFTP or API whenever possible. The Awardco import format allows for chain of command to be derived automatically based on the supervisor role and also allows for additional identifiers to be linked to each employee through optional metadata fields. A sample user file with a full hierarchy and multiple metadata fields is attached at the bottom of this article. 

Format

Whether you send your user file through a manual drop-off or automated transfer through SFTP or API, you will need to format your user file according to the following guidelines:

1. The file must be formatted as .CSV
2. Your full user directory must be transferred on each upload. This allows the Awardco system to promptly remove access for terminated employees and update constantly changing user hierarchies
3. Column headers must contain the text listed in the documentation below. If you are unable to generate a report from your HRIS system with headers that conform to the values below, speak with your Awardco point of contact to see if custom header mapping is an option for you
4. Include the '#' symbol as the prefix for all custom fields such as #Location or #JobGrade. When a header begins with the '#' symbol, the system will identify the value as metadata and will affix that data point to the system users. It may be necessary to include certain custom fields to accurately configure recognition programs reliant on robust metadata. Work with your point of contact to understand how metadata is used in the Awardco software
5. Awardco may request additional fields for the purpose of managing deliverable items

Required Fields for All User Uploads

Employee ID	A unique identifier for each employee and the primary login credential. Typically a number combination but could be email or letters if no other unique identifier exists. (Maximum of 40 characters)	04686 2749218 [e-mail]
First Name	Employee’s first (or preferred) name	James
Last Name	Employee’s last name	Hendricks

 

Other Standard Fields - Optional

Bold denotes fields we strongly recommend including in your file.

Email	The employee’s unique email address. This can be modified by the employee, used as a login credential and primary method of communication.	[e-mail]
Username	Optional username designation to be used in accessing the platform. User ID and email can be used to access the platform so username is rarely needed.	FLast FirstLast FL0730
Supervisor ID	Supervisor ID is used to build the platform hierarchy. All entries must match an ID in the Employee ID column to properly assign users to a supervisor.	04686 2749218 [e-mail]
Role	^Role is an override to the hierarchy created by the supervisor ID hierarchy creation. Must be one of the four predefined roles to the right. (See the “Admin and Executive Managers” note below.)	Admin Executive Manager Group Manager Employee
Group Name	Group Name is an override to the group’s display name. If left blank, default is the name of the supervisor. Group Name only affected by the group name of a supervisor.
Country Code	ISO 2 letter country code (must be in ISO2 format)	US, CA, GB, FR
Password	Preassigned login credentials for each employee. Unnecessary when SSO is configured.	uw54gw84fs
Hire Date	The date on which an anniversary recognition trigger will be made. (Use hire year, NOT current year.) If you load a blank value for a user who previously had a hire date listed, the system will remove the user's hire date.	M/D/YYYY YYYY-MM-DD
Birth Date	The date the employee was born (Year is optional. It may be included, but will be trimmed)	M/D/YYYY YYYY-MM-DD

Language

The preferred language of the employee. This is important for transactional emails.

The language codes can be found in the multi-language email article.

Notes on the Required and Optional Fields

• Supervisor ID: Any individual listed in any supervisor field will be considered a group manager and have a group created for them. Any individual not listed as a supervisor will be considered an employee, and be put in a group with their manager.
• Role override: An individual may be assigned a different role than what is derived in the hierarchy. An individual can be assigned to be an ‘Employee’, ‘Group Manager’, ‘Executive Manager’, or ‘Admin’. This will change the individuals permissions within the group that was created for their manager. For example, an individual who would otherwise be an employee who has “Group Manager” listed would have the same permissions as the person they report to and would essentially be a co-manager of said group. An individual who would otherwise be a Group Manager who has “Employee” listed as their role will lose all manager permissions, including manager notifications.
• Admins and Executive Managers are NOT derived from the hierarchy built from the Supervisor ID field. These roles MUST be added in this field OR manually in the system. Users already in the system as Admins and EMs will NOT have their roles adjusted if the user’s role filed is left blank. If the role field specifies a role, the role will be updated.
• Passwords: Preferred verification method varies greatly between organizations. In most situations, dummy-passwords must be generated for employees, even if the employee will never use the password.
• Single sign on is Awardco’s preferred verification method. Dummy-passwords must be created for all SSO users if any user is not being authenticated through SSO (not required if exclusively SSO).
• Activation Link is the preferred method when SSO is not available. Employees will be emailed a unique activation link upon program launch. This will grant the employee initial access and prompt them to create a password for future use. Emails are required for all users using an activation link. Dummy-passwords must be used to keep accounts secure prior to initial access.
• Unique Passwords are suggested for companies unable to utilize either SSO or Activation Link via Email. Unique passwords are easily communicated values, while generally protecting the password. Examples include last four digits of SSN, 4-digit birth date, 8-digit birthdate, etc.
• Uniform Passwords are NOT suggested. Uniform passwords would include generic passwords such as “Password”, “awards”, or “Company2018”.
• Language: Adding the preferred language of the employee is helpful when you wish to send transactional emails in a different language. The language codes can be found in the multi-language email article.

Metadata Fields

For a custom field to be included in the Awardco system, the column header MUST start with a ‘#’. Any additional columns added to the file without a ‘#’ on the header will be ignored by the import. Additional fields are used for reporting purposes and will be available to filter off of in reports.

Deliverables Fields

If your organization uses Awardco to send deliverable items to your employees - acrylic plaques, certificates, congratulatory letters, etc. - it may be necessary to add additional information to your user file. This information is used to generate and ship these deliverable items. In the "Deliverables Fields" sample and template files attached to this article, the deliverable fields are filled with sample data to demonstrate how the file should be configured. Please note, the names for the headers in the deliverable fields can be customized. If you're unsure of whether or not the deliverable fields are required for your program, please speak with your account manager. 

Finally, remember that with these fields, consistency is key. After your file feed is set up, changes should not be made to this section without first discussing the possible change with your Awardco account manager. 

If you feel this article left your questions unanswered, please contact your client success manager so that we may better assist you.