Create a Nomination Program

Learn how to set up and customize a Nomination Program in JobPts, from defining criteria to managing winners and approvers. This guide provides step-by-step instructions for configuring key elements and ensuring a smooth nomination and voting proces.

Your quick guide to: 

• Create New Nomination Program
• Nomination Program Details
• Nominators
• Nominees 
• Voting
• Winners & Approvers
• Nomination values & settings

Create New Nomination Program 

To create a Nomination Program, log in to the Admin Center of the JobPts application. 

Image: JobPts application 

From the left–side panel, click on Programs and then Manage Nomination Programs, Create Nominations.

Image: JobPts application - Manage Nomination Programs

To create a nomination, click on the “Create Nomination” button. This action will open the Create Nominations page, where you will be able to configure the different parameters for the program.

Image: JobPts application – Create Nomination Program

• Active nomination program – enabling and disabling the program.
• Copy from existing program – use this option to copy the nomination program that was previously configured.
• Under Program Name give a specific name to the nomination program. It will appear in the Nomination and Voting and tile of the application.
• Select Nomination Type for e.g. Monetary Nomination if the nomination needs to be monetary.
• Under Approval Level select if the nomination will be without approval, with a first or second level of approval. If you choose the first or second level of approval, the nomination needs to be approved before it is visible under the Voting tile.
  

*Note: For a nomination to be approved, it must exclusively feature either individual nominees or teams.

• If the nominees are individuals, the approval process will involve the recipient's manager at either the 1st or 2nd level.
• If the nominees are a team, the approval process will shift to the sender's manager, also at either the 1st or 2nd level.
• Click on Nomination Program Details to add details for the nomination program such as Goal of the nomination, behavior that it reinforces, Award criteria, Tracking and measurement, budget and total cost.
• In the Nomination Description box give a short explanation of the nomination. This text will appear below the program name in the Nominate tile of the application.
• In the Nomination Assistance box, give a short guide to the users about the way how to nominate a colleague under the created program. This text will appear in the application on the right side after the respective program is selected.
  1. Fixed Value - Below this option, a numeric field will allow the admin to enter a fixed nomination value of 0 or greater. All employees, regardless of location, will receive the same points.
  2. Custom Value - If the admin selects this option, a "Custom Values" button will appear. By selecting it, it will open a modal with a multi-select dropdown listing all active countries from the "Active Locations" page. The admin can select one or more countries from this list.

 Image: JobPts application – Select Custom Values

*Note: After selecting countries, they will be listed below the dropdown with a numeric field next to each, requiring values of 0 or greater. The modal will have a save button. On saving, the system will ensure all selected countries have values. If any country is missing a value, an error message will prompt the admin to enter it.

Nomination Value – For monetary nomination programs, you can choose between a fixed or custom value. By default, the fixed value will be selected.

Image: Create a nomination

• Select a Nomination Image or Upload Nomination Image – choose from a preselected list or upload your own images for the nomination. With this option you can fully personalize the theme of JobPts. 
• Select a Nomination Winner Image or Upload Nomination Winner Image – choose from a preselected list or upload their own images for the nomination winners.
  
• Peer to Peer -switch allows you to select if the Nomination Program created should be connected to Peer–to–Peer Recognition Program. This means that anyone who has received Recognition Award will be eligible to be nominated by the recognition giver.

*Note: If this option is selected then the scope of available nominees is determined by the recognition award scope itself, there will be no option to change Nominees and Nominees. Also, nomination values will be replaced with the award reasons from the connected peer–to–peer program and the nomination will not be available to be used as a separate program.

Nominators

Nominators are users who can submit nominations for the program—for example, all employees or only managers may be eligible to nominate participants.

Image:  Create a nomination – Nominators

• Set up a number of nominations  – when selected, an additional field will appear allowing you to set the maximum number of nominations. For example, if you enter 3, each nominator will be allowed to nominate up to 3 employees."

Image:  Create a nomination – Nominators

• Nomination Start & Nomination End frame – the time period during which nominations are available (the time period in which employees can be nominated for this nomination program).

Image:  Create a nomination – Nominators

The user can choose or add eligible nominators by selecting from the following options:

• • All – each employee can nominate another employee with the nomination program.
  • Managers - Only managers will be able to nominate employees. 

• • By Company Structure – by clicking on each of the sub–categories (country, organizational unit, job title, company and individual users) the user can get precise filtering of the users who can be nominators for the program.

• • Upload excel file – to upload users from an Excel file you need to download the provided Excel template. Fill in the required user details and when finished upload the populated Excel file and click "Save"

Email nominators when nomination phase begins - when this checkbox is selected, all employees in the nominator group for the program will receive an email notification, as well as an in-app notification (if enabled for the logged-in user), on the specified date the program transitions into the nominating phase

Image:  Create a nomination – Nominators

Nominees

Nominees are individuals selected by nominators (for example, all employees who demonstrate exceptional performance in their respective departments are nominated by managers to participate in the program).

Image: Create a nomination – Nominees 

• Select Notify Nominees Upon Nomination - if the nominated nominees need to receive an email for their nomination.
• Enable Ad Hoc Team nomination – if this is selected the nomination can be sent to all teams already created by individuals. In addition, the creating of new teams from all users that are added as nominees to this nomination will be enabled. 
  
• Enable Global Team Nomination – Include global teams created by administrators. If only this option is selected, the nomination purpose will be nominating a global team with a common goal, without the possibility to add individuals or create new teams. When Enable Global Team Nomination is selected, Under 'Nominees' a fourth option 'Add Teams' will be available.  Here the Admin will be able to add one or several global teams eligible for the nomination.
  
  *Note: This option will be visible only if Enable Team Award is selected under System Settings. 
• Enable Individual Nomination – include individuals as nominees. In case team nominations are not allowed, individuals cannot be grouped as a team.

Voting

 

Image: Create a nomination- Voting

*Note: You need to disable voting if the nomination program is without a voting process

• Email voters when voting phase begins - if selected, all employees in the voter group for this nomination program will receive both an email and an in-app notification once voting opens.
• Voting Start & Voting End –the timeframe during which participants can submit their votes for the nominated candidates in the program.
• Nomination Voter – the user can choose or add eligible voters by using the following options:

              All – each employee can vote for another employee with the nomination program.
             By Company Structure – Users can filter eligible nominators by selecting specific sub-categories such as country, organizational unit, job title, company, or individual users.
             Upload excel file – To upload users via Excel, first download the provided template. Enter the required user details, then upload the completed file and click "Save."

• Vote for person – give your vote to a specific user.
• Vote for specific message – option to give you vote to a specific message.
• Vote Weight - admins have the option to enable a different voting weight by selecting the checkbox. By default, one vote equals 100%. 

Image: Create a notification- Voting

This feature now, allows admins to assign specific weighting factors to votes, independent of the overall vote limit. 
For example, a client might set the weight of a vote cast within a user’s own division to 0.7 (70%) and the weight of a vote cast outside the division to 0.3 (30%). This weighting system operates independently of any voting limits in place.

Winners & Approvers

 

Image: Create a nomination- Winners & Approvers

• Nomination Program Winners Visible From – select a starting date when the winners of the program will be visible to everyone.
• Display in Winners List – sets whether the winners will be visible in the winners' list.
• Nomination / Final Ranking Approvers are the users who can promote the winners of the nomination program. The user can select/add approvers by clicking on the following options:

Image: Create a nomination- Winners & Approvers

• • By Company Structure – – Clicking on each sub-category (country, organizational unit, job title, company, and individual users) allows the user to filter and view the specific users eligible to be nominators for the program.
  • Upload excel file – To upload users from an Excel file, first download the provided Excel template. Fill in the necessary user details, then upload the completed file and click "Save."
  • Email approvers when approval phase begins -  If this checkbox is selected, all employees in the approver group for this nomination program will receive an email notification when the program becomes active for approval.

*Note: If the Admin role of the user is set to 'Org Unit' admin, the Nominators; Nominees; Voters and Approvers will be seen for the Org units the admin is assigned to.

 Image: Create a nomination- Winners & Approvers

When the "Enable SMS" and "Allow admin to add phone number" options are checked, the admin gains the ability to select from a dropdown menu  "SMS recipients." From this menu, the admin can choose whether to send an SMS to all users or specifically to deskless users. This functionality allows the admin to control the target audience for the SMS message.

Nomination values & settings

Award Reason type

Predefined list – When this option is selected, additional field “Award Reason” appears and the user can select the available reasons.

 Image: Create a nomination- Nomination values & settings

Free text – When free text is selected, the user can manually write the reason under “Award reason” 

None – When this is selected the “Award reason” filed will not be visible in the application.

• Additional options
  • Program reason required – When this option is enabled, nominators must choose a reason for the award before submitting a nomination.
  • Automatic feed posts – If turned on, all received nominations will be automatically shared on the social feed wall.
  • Nomination Justification - When enabled, nominators must provide a justification along with their appreciation message. Approvers (e.g., managers) can then review the justification before approving or rejecting the nomination.
    
    *Note: Nomination justification message can be added for all 3 approval levels (0, 1 & 2).
  • Filter by Org Unit - if enabled, users can filter the employees by org unit.
  • Filter by Country - if enabled, users can filter the employees by country.
  • Filter by Division - if enabled, users can filter the employees by division.
  • Remove Upload Files from the nomination message – if this option is selected, the "Upload Files" button will be removed when sending this program. 
  • Remove eCard from the nomination message – if this option is selected, the "eCard" will be removed when sending this program. 
  • Remove Gif from the nomination message – if this option is selected, the "Gif" function will be removed when sending this program. 

Before you close the page, make sure to save all of your changes.

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