As a platform administrator, setting up birthday award automation is one of the easiest ways to take a recurring task off your plate. Whether you provide a monetary award for birthdays or simply send a celebratory email, the automation will take care of it for you.
Setting up birthday award automation in the Awardco platform has two parts.
Step One: Formatting the User File
In order for the automation to take effect, the user file sent to the Awardco servers must include a birthdate for each user in the platform. The birthdate will be accepted in any of the following formats:
As you consider sending this information, please contact your Implementation Coordinator or Account Manager before making any changes to your user file. The more our team knows about the information you're sending over, the better resource we will be for you.
Step Two: Building Out the Rules
For the system to know what to do with the birthdate information submitted in your user file, we will need to give it rules by uploading a CSV file. To find the template and birthday automation management page, go to the Admin side of your account, click Settings, and click Birthdays.
To download a template, click Upload CSV and click birthdays.csv.
Open the .CSV file in Microsoft Excel.
Rules will be entered based on country, so each country running a birthday recognition program will require one row. Begin by inputting the two letter country code for each participating country. For example, Canada is CA, the United Kingdom is GB, the United States is US, Mexico is MX, and Germany is DE. You can find two letter country codes at World Atlas or another similar site. There are a few countries with two letter codes that can be represented in different ways, so if you are unsure of the code you should use here, please contact your main Awardco point of contact.
The From Supervisor and Public columns are read as True/False statements. If you would like the recognition to come from an employee's supervisor instead of a single user, enter TRUE in the From Supervisor column. When you enter TRUE in the From Supervisor column, the system will use built-in logic to determine the correct manager to enter in the From column when sending the award. If you would like the recognition to show on the platform's social feed, enter TRUE in the Public column. Alternatively, to keep a recognition hidden, enter FALSE in the Public column.
If you would like the recognition to come from a single user instead of the employee's direct manager, leave the From Supervisor column blank and enter the user's ID number in the From User column. For example, if you would like the birthday recognition to come from the company recognition account, find the user ID for the account and enter the number here. If you would like the recognition to come from the CEO or President, enter their user ID here.
Next, enter the message you would like displayed as part of the recognition in the Note column. Amount and Budget will also be entered here and will be applied to all birthday recognitions awarded in this country. It is important to note that the amount will be awarded in the currency the platform was built in. If your platform uses USD, entering 15 will award $15 USD. If you use a point multiplier of 2, and you would like to award 20 points for the birthday award, you will enter 10. This will award $10 USD, which will appear as 20 points in a platform that uses a point multiplier. Budget information needs to match the budget name as it exists in the platform exactly. The budget must be configured before you will be able to load the CSV into the platform.
User Email Template and Supervisor Email Template are not required fields but are highly recommended. If you are recognizing an employee for their birthday, make sure they know about it! Work with your Implementation Coordinator or Account Manager to configure these templates. Like the budget, these templates will need to be configured before the file can be loaded. We recommend providing specific guidelines for managers when notifying them of their employees' birthdays, as some employees may not appreciate public recognition for their birthday. Providing manager guidelines helps to ensure that managers are mindful of how they help their employees celebrate. The User and Supervisor Email Templates must match the template names as they exist in the platform exactly.
Hour must be entered in a 24-hour format. If the award is set to be sent at 3 PM, please enter 15:00.
Enter the Time Zone by spelling the time zone out completely. For example, for East Coast time in the US, enter Eastern Standard Time or Eastern Daylight Time.
Once your countries are configured, save the file and load it into the site.
If any information is entered incorrectly, the system will pull errors that need to be addressed. You can contact your Implementation Coordinator or Account Manager for clarification on these issues.
After correcting any errors, load the file again and set the automation to 'ON'.
Please note that this automation does not award retroactively. Any past birthdays that need to be awarded will need to be sent through the Bulk Recognize function. The system will use the rules you have loaded to search the platform once a day and schedule upcoming awards in the bulk recognize function. You can see and delete these pending awards by going to Admin > Users > Bulk Recognize > Pending. Birthday recognitions, like automated service awards, will be scheduled one month in advance. Once the awards are scheduled, any changes to the award must be made manually. For example, if an employee leaves the company before their award is sent, the award will still process to their archived account unless it is deleted manually.