Set-up Approval Based Awards

Step 1: To create a new award, navigate to Recognize Menu > Manage Awards & Values > Create Award

Step 2: The next step is to select the type of award you wish to create. Here are the three options. Select Award that needs approval option and click "Proceed".

Award that needs approval: This is best suited for high-value awards linked to long-term goals. Opt for this option when the award needs to go through an approval process before being given to the awardee.

Step 3: After selecting the award type, you’ll need to fill in award details like the name, description, image, and recipient type. Once you’ve finished adding the details, click Continue.

An award recipient can be an individual, a team, or kept flexible, allowing the award presenter to decide.

Step 4: The next step is to configure the reward where you can choose to reward points or gift-cards and merchandise. You can customize reward points based on the award type and objective.

For spot awards, the points can either be fixed or have a defined range.

Fixed: This award consistently assigns the same points each time it is given, and the award presenter cannot modify this allocation.

Range: The super admin can set the award's minimum and maximum points range. The award presenter can allocate points within this predefined range while recognising someone.

For team rewards, the super admin can either distribute the configured points equally among all team members or choose the option for each recipient to receive the configured point(s) independently.

Attach Certificate: Use this option to attach a certificate template to your award. Certificates are configurable and automatically populate with the awardee’s details.

Go to Add certifcates to awards for detailed steps for attaching a certificate.

You can also choose to add Products from the store: Collections provide the flexibility to reward or gift employees with merchandise and gift cards, replacing the conventional points system.

You can either select a collection from this list or create a new collection from scratch.

Go to Setup product based awards for detailed steps to setup collection for the awards

Step 5: Define the nominee, nominator, and approver eligibility criteria.

These settings allow the super admin to award anyone or restrict awards to specific groups of users by setting up constraints on the nominator, nominee, and approver eligibility.

Let’s look at two examples to simplify the process:

Example 1:

Your company has a ”Jerry Maguire” award for the best performer across the Sales department. Nominations can be submitted by first-line managers and require approval from the VP of Sales. The settings for each field should be configured as shown below.

Example 2:

ABC Corp. presents the ”Herman Boone” award to promote excellence among people managers. All employees, except for the vice presidents, are eligible for this award. Nominations can be submitted by anyone within the organisation, and final approval rests with either the CEO or the COO.

Use OR when matching ANY of the clauses is sufficient for eligibility. Use AND when matching ALL of the clauses is necessary for eligibility.

Step 6: Approver Selection

You can choose between the following options:

If you'd like the approval to happen automatically, simply check the Set to Auto-Approve box. The selected approver will be automatically assigned whenever an award is triggered, and all the selections reaching this level will be automatically approved, provided the approver has sufficient budgets.

To add more approvers, click "Add Second Level Approver".

To remove an approver, click the Remove button in red (as shown below). Once done, click "Save and Continue".

Step 7: Advanced Settings

Some advanced features allowed in the award setup are as follows:

A. Set Questions for Nominator - You can create a set of questions for the nominator to answer, such as why they believe the nominee deserves this award. You can set up to 20 questions in multiple-choice or short text-based formats.

If the question is text based and mandatory, then we can mark the attachment also as mandatory field.

B. Citation Input : When a mandatory and public question is added we can skip the input of taking citation.

C. Nomination Validity - You can set a validity period, after which open nominations are automatically declined.

D. Self Nomination - When enabled, this allows a nominator to nominate themselves for an award.

E. Notify Stakeholders - You can specify the stakeholders you wish to notify when the award is given. This can include relations with the manager, HRBP, department head, etc.

F. Award Visibility - You can choose to post the award publicly on the feed or keep it private so only the sender and the receiver can view it.

The award creator can configure the setting for the award feed in public/private

a) To show/hide the Nominator details

b) To show/hide the citation given by Nominator

c) To show/hide the Award name/image

G. Privacy Control - If you want to, you can give the choice to the Nominator/Approver to change the privacy of the award as public/private.

Note: If the award visibility is set to private, then the privacy control can not be configured.

H. Team Size - It enables you to choose the team size, with a minimum of 1 and a maximum of 50 members.

Click Confirm and Create to complete the Award setup

Note that the awardee’s teammates are notified through email and other notifications to crowdsource wishes for the award recipient.