Business Continuity
Q. What happens if the Xoxoday employee engagement platform faces performance issues? How are critical functions handled in degraded mode?
The Xoxoday employee engagement solution is designed for high availability and resilience, leveraging multi-AZ (Availability Zone) architecture, containerized microservices, auto-scaling, and real-time monitoring to minimize service disruption. This ensures your rewards and recognition (R&R) platform remains operational and reliable.
In degraded mode:
Core functions prioritized: Users can continue accessing key features like employee recognition, reward redemption, and engagement surveys without interruption.
Background tasks queued: Non-critical processes such as batch jobs, reports, and analytics are paused and resumed once system resources are available.
Failover & scaling: Auto-failover and dynamic scaling manage sudden load spikes, while proactive alerts enable quick incident response.
Data
Q. How is historical data archived and purged, and what flexibility do customers have?
The Xoxoday employee engagement platform is GDPR-compliant and follows global data retention standards. System logs are archived after 7 days, while customer-specific data—like recognition history, engagement metrics, and surveys—is retained for the contract duration.
Customers can request immediate purging at any time, including at contract termination, ensuring full control, flexibility, and compliance over historical employee engagement and recognition data. This approach safeguards data privacy while meeting organizational compliance needs.
Q. How does Xoxoday prevent data loss during system failures, and does it have a disaster recovery plan?
The Xoxoday employee engagement platform ensures robust data protection with daily secure backups on AWS, replicating data across multiple servers for redundancy. It also features a tested Disaster Recovery Plan (DRP) and Business Continuity Plan (BCP), guaranteeing uninterrupted platform operations during system failures or unforeseen events.
Q. Who from Xoxoday’s employee engagement solution team can access company data entered on the platform?
Access to company data within Xoxoday’s employee engagement solution is highly restricted to ensure data privacy and security. Only designated senior personnel — specifically the CTO and production heads — have access to the data entered on the platform. This controlled access structure ensures that sensitive information remains protected at all times.
Q. How is customer data segregated?
The solution is delivered via a multi-tenant SaaS model. Each client's data is uniquely encrypted with a client-level encryption key. Customer data is secured through a multi-tenant SaaS architecture where each client’s data is logically segregated to ensure privacy and integrity. Data isolation is enforced using client-level encryption keys, ensuring that data belonging to one client cannot be accessed by another.
Q. Does Xoxoday store any personal data offsite or use offsite equipment?
Xoxoday does not maintain any offsite equipment. However, personal data collected to deliver services under the contract is securely stored on AWS servers located in the United States. AWS is responsible for data center monitoring and management, adhering to strict compliance controls. For more details on AWS data center security, visit: https://aws.amazon.com/trust-center/data-center/our-controls/
Q. Can learning data from an LMS be transferred to Xoxoday?
The Xoxoday employee engagement platform does not directly import LMS data. However, it integrates via a Rewards SDK, embedding recognition and reward features within your LMS. This enables automatic rewards for learning milestones—like completed certifications, skill achievements, or training hours—seamlessly linking employee engagement with learning and development.
Q. Can historical survey data be imported?
Yes. Xoxoday supports backend uploads of historical survey data via structured formats like CSV. The implementation team works with you to validate and match existing datasets to the platform’s data model, ensuring accurate migration of prior responses and insights.
Q. Can data be exported to external BI tools?
Yes. Data can be exported in CSV, Excel, or JSON formats and integrated with tools like Tableau, Power BI, or Excel for deeper analysis, dashboard creation, and reporting.
Global Capabilities
Q. Is currency converted on the backend?
Yes, the currency conversion from the base currency to USD or vice-versa happens on the backend of the platform.
Q. What are the critical success factors for effective global Rewards & Recognition (R&R) programs?
Successful global R&R programs depend on several key factors that drive engagement, cultural alignment, and measurable results:
Cultural Relevance & Localization
Tailor recognition to regional preferences: public acknowledgment vs. private recognition.
Localize languages, currencies, and reward catalogs to enhance engagement.
Comply with local taxation and labor laws for seamless operations.
Align colors and brand elements with regional cultural expectations.
Flexible & Scalable Technology
Leverage cloud-based infrastructure for smooth deployment across diverse employee bases.
Integrate seamlessly with HRMS, payroll, and communication platforms.
Prioritize mobile accessibility for frontline and distributed teams.
Consider regional hosting and compliance requirements for faster rollout.
Personalized & Meaningful Rewards
Offer diverse rewards: gift cards, experiences, and donations tailored to local preferences.
Use AI-driven recommendations to personalize rewards based on engagement history.
Ensure inclusive recognition with both peer-to-peer and manager-led programs.
Global Governance & Consistency
Maintain standardized branding, messaging, and corporate values.
Implement fair yet regionally adaptable compensation structures.
Provide customizable permissions and approval workflows within compliance boundaries.
Empower Regional Stakeholders
Enable local HR and business leaders to manage programs and budgets effectively.
Tailor campaigns and rewards for regional relevance to drive participation.
Identify internal champions to ensure adoption and long-term program success.
Compliance & Data Security
Adhere to GDPR, SOC2, ISO 27001, and local data protection regulations.
Ensure secure transactions and fraud prevention to maintain trust.
Strategic Alignment with Business Goals
Align R&R programs with company values and objectives for meaningful engagement.
Secure leadership buy-in and clearly communicate objectives to employees.
Prepare internal data and plans to accelerate go-live and adoption.
Measurement & Continuous Improvement
Use data-driven dashboards to monitor effectiveness, participation, and ROI.
Gather regular employee feedback and engagement surveys to refine initiatives.
Benchmark against industry standards for continuous improvement and competitiveness.
Governance
Q. Can the system provide an audit trail and support corrective actions?
Yes, Xoxoday’s employee engagement platform offers comprehensive audit trail capabilities. Activity logs capture all key updates and actions across the platform, including changes to configurations, rewards, nominations, and user access.
These audit logs allow administrators to:
Review user activities for compliance, security, and operational transparency.
Verify and implement corrective actions, even if direct reversal through the UI is unavailable.
Generate system reports for internal or external audits, ensuring accountability and traceability.
Migration Process
Q. What is the process and timeline for migrating historical reward allocation and redemption data, including taxation details?
Xoxoday offers a secure, audit-compliant migration process to help businesses transition smoothly from legacy R&R systems.
Steps include:
Account Setup: Configure reward policies, budget allocations, workflows, and HRMS/payroll integrations.
Employee Data Sync: Ensure employee profiles are accurately created for mapping old data.
Data Migration: Upload legacy recognition, point balances, and taxation tags using standardized CSV templates.
Validation: Perform multi-level data checks and reconciliation reports for finance/HR review.
Go-Live: Post-approval, the platform reflects historical data accurately in user dashboards.
The overall process takes 2–4 weeks based on program complexity. Data migration itself is completed in under 4 hours.