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Planning Employee Service Awards with Applauz

published: February 27, 2020

Years of Service Awards Programs have long been considered as a way to improve employee satisfaction and engagement, while also celebrating individual employee contributions, loyalty and dedication to the job. 

Applauz offers Program Administrators the option to easily set up and manage their company's yearly employee anniversary celebrations without the hassles associated with managing a traditional Service Awards Program. Combine Applauz Service Awards with a comprehensive Applauz-powered employee recognition strategy and maximize the impact of your overall employee engagement initiatives.

What we'll cover:

 

Configuring your Service Award Milestones

Access the Service Awards Page by navigating to the “Service Awards” drop down in the main menu and selecting “Manage”.

You will be prompted to begin by setting up your celebration milestones. Click on the "Define my celebrations" button displayed on the page to initiate the configuration wizard.

 

Step 1- Select Milestones

"Milestones" define the service anniversaries you wish to recognize as part of your company's official Employee Service Awards Program. 

Note: For ease of use, we've already listed some of the most popular Milestones that companies celebrate. 

To add a milestone, click on the "Add a Celebration" square displayed on the screen. You will be prompted to select the anniversary year being celebrated and then confirm to add it to the list.

To delete a milestone, just click on the red “X”, and it will be removed from the list. (if a mistake was made, it can always be added back.)

 

Step 2- Set Award Values

Applauz Service Awards works with "Gift-Vouchers." Gift-Vouchers act much like a gift card would, in that they're prepaid and denominations are pre-selected by the giver. You can decide how much to spend per participant, depending on which milestone they are celebrating. 

When assigning a monetary value to a Gift-Voucher, you'll also be able to see how many products are currently available from the Marketplace at that value. You can click the link to preview them as well.

 

Step 3- Message Customization

Each milestone has a default message associated with it. This is the message that will be sent to employees in the celebration email for their service award. 

You can customize the message for each milestone to better reflect your personality and brand.

Once you’re happy with the changes, click on the “Save” button at the bottom of the page to complete the configuration wizard. You will then be redirected to the dashboard where you see the milestones you've just set up, like below.

 

 

Purchasing Gift-Vouchers

Now that you have established parameters for your Service Awards Program by deciding which milestones you will be officially celebrating and define your budget for each—it’s time to purchase Gift-Vouchers for your existing employees!

Access the Service Awards Purchase wizard by navigating to the “Service Awards” drop down in the main menu and selecting “Purchase Vouchers”.

 

Step 1- Purchase Mode

There are two ways to purchase Gift-Vouchers: automatically or manually.

Automatically

Automatically selecting gift vouchers is ideal if you’re looking to purchase in bulk for anywhere between a month up to an entire year. This is also a great tool for large teams, as it will automatically complete step 2 for you by going through your employee list and designating which Gift-Vouchers (if any) need to be purchased for the selected time frame.

"Time frame," as the name suggests, lets you decide on the length of time you wish to purchase Gift-Vouchers for.

Manually

The manual purchase of Gift-Vouchers is useful for small teams or for Spot Gifting individuals. Alternatively, for unique cases where employees may have been absent from work during their work anniversary, and you wish to celebrate their work anniversary at a later time.

 

Step 2- Gift-Voucher Assignation

Automatic Mode

The system will automatically go through your employee list and designate which Gift-Vouchers (if any) need to be purchased for the selected time frame.

For example, if you select March 1st - 31st, only employees with work anniversaries in March will automatically be found by the system.

Note: The system will ignore those who have already been celebrated within the time frame. 

Manual Mode

You will simply be presented with your employee list and you can pick and choose which employees you would like to purchase a Gift-Voucher for.

Click “Add Gift-Voucher” and then select which milestone you would like to assign to the participant.

Modifying Gift-Vouchers (Automatic & Manual)

At this point, you can make some modifications like removing a Gift-Voucher by clicking “Remove”, adding an extra Gift-Voucher by clicking “Add Gift-Voucher,” or modifying the celebration date. 

Note: The celebration date is set by default to the employee's “hire date” on file. 

You can override default celebration dates by setting a Global Celebration Date. For example, if your purchasing gift-vouchers with a time frame of November 1st-30th, and you set the Celebration Date to November 1st, every employee with a November work anniversary will receive their celebration email on November 1st.

If you want to modify an individual celebration date, click on the “edit” icon next to the default date. A small window will populate, allowing you to modify the celebration date. This custom date will also override any Global Celebration Date that was set.

Once you are pleased with everything, click “Next” to move onto the payment step.

 

Step 3- Payment

Here you will be presented with your purchase summary. If all looks good, select your preferred payment method and click “Pay Now” to confirm the purchase. 

Note: Each Gift-Voucher is paired with a 3 month Service Awards License for the user.

 

Spot Gifting

In the case of employees who demonstrate outstanding work ethic and performances, spot gifting is used to spontaneously reward and recognize these employees outside of a yearly work anniversary. It also allows more budget flexibility, as you decide what the value of the Gift-Voucher will be.

Easily purchase Spot-Gifts through the Purchase Wizard in Manual Mode.

Just like when assigning a Milestone gift-voucher to a participant, click “Add Gift-Voucher” to view the list of available choices. Select “Spot-Gift”.

Enter the value of the Spot-Gift you want to award and view the available products at that price point. When you’re all set, make sure to click “add Spot-Gift” to confirm assignation.

You can then modify the Spot-Gift celebration date just like any other Milestone celebration. Continue through the purchase wizard until the checkout process is complete.

 

Visualizing Your Service Awards Program

Once your Service Award Program is set up, you will be able to have a global view of the status of all employee celebrations.

The colour of the celebration badge reflects the status of the Gift-Voucher. The number in the badge represents the scheduled anniversary. For example, in the image below, in the case of Morgan Anderson, her 3rd-year anniversary Gift-Voucher is purchased and scheduled for celebration.

 

Editing Gift-Vouchers

Locate the Service Award you would like to modify within the Scheduled Service Awards list and click on the edit icon to open up the edit window.

Modify the message sent to the individual by replacing the default text displayed in the message field with a more personalized one. Click “Save Changes” to finalize the modifications.

The default delivery date is the one that was set during the purchase process of this gift-voucher. This date can be modified once again here or,  If you wish to send the voucher immediately, select the radio button “Send message immediately” and the participant will receive their email as soon as you save the changes.

 

Downloading Service Award Certificates

When a participant is assigned a Service Award, Applauz generates a printable certificate for the company to award in person.

Click the “download” icon on the desired Gift-Voucher to view the PDF Certificate.