Creating Custom Incentives

  • Updated

Creating new Incentives for your employees in WorkTango is simple, easy and scalable. Begin by navigating to the Admin Dashboard, in the left navigation under the “Recognition & Rewards” section there is an “Incentives” dropdown menu. Select “Incentives Library” and follow the steps outlined below to build your new Incentive.

Incentives library tab

If you would prefer to use and/or customize pre-built Incentives, see this article for more information on how to use Incentives templates.

General Details

  • Click the “Create new Incentive” button in the top right of the page and select "Start with a blank form" to begin building your new Incentive. Fill out the information on the page, starting with general details. Name your new Incentive and add a personal image, or select one from WorkTango’s library. 

    • We recommend uploading an image with a landscape orientation, at least 600 x 360 px in size.


Incentives creation form

  • Include important claim details for employees in the Description field, try to keep this concise so employees know exactly what actions are required to claim. This is also where you should describe what type of proof employees need to submit, if applicable.
  • Use the Catalog dropdown to: 
    • Specify who in your organization has access to claim the Incentive
    • Delegate Incentive administration to other leaders
    • Group Incentives together
  • The number of employees with access to claim the Incentive is reflected in the “Employees with access” section. You can manually edit the participants by clicking the “Edit participants”  link underneath. 
    • Edit participants by individual user, group or via an import file. Be cautious as the new import will replace existing user permissions.

Incentives User Access

  • Periodically look at the “Incentive preview” on the right hand side of the page while building your new Incentive for a glimpse of what your employees will see in the platform. Adjust the description, image and name as you see fit. 


Incentive Card

DID YOU KNOW the name of the feature “Incentives” can be customized* to align with your unique brand? Simply reach out to your customer success representative to set up your custom terminology.

*Custom terminology is not supported in column headers within reports or in dashboards, so the name “Incentives” will display in those areas.

Claim Settings

  • After completing the general details about your Incentive, scroll down to adjust your employees’ ability to claim the Incentive. 
  • Make the “Point value” equivalent to the magnitude of the action. 
  • Select how employees can claim the Incentive (manually or automatically) and how frequent claims can be made. If you prefer not to have limits on claim frequency, click “Do not limit claims”. This is not recommended due to unforeseeable budget implications. 
  • Optionally, you can enter a “Total claim cap” which is the maximum number of times the Incentive can be claimed in total. Once the limit has been reached, the Incentive will no longer be visible or claimable by employees. 

BEST PRACTICE: Leverage total claim caps if you have a limited budget for a particular Incentive. Set a claim cap that totals the amount you have budgeted. When the limit is reached, the Incentive will no longer be claimable. 


Estimating Budget Impact

As you fill out your Incentive details, the budget impact calculator on the right side of the page automatically updates to display the estimated impact this Incentive will have on your points budget. Adjust the time frame and estimated percentage of claims expected for a more accurate estimation. Any changes to “Claim settings” or catalog participants will impact the projected points generated. 


Incentive budget impact


Remember, points are only translated to actual dollar amounts upon a reward redemption. 


Moderation & Privacy Settings

  • Next, select if you would like employees to provide proof in order to claim the Incentive. Keep in mind that employees may submit multiple forms of documentation, but only one is required. Forms of proof include:
    • A file: .PDF, .JPG or .PNG files are supported with a maximum size of 10mb
    • A web link 
    • A written description 
  • Set your claim visibility as Public (visible in the Activity Feed) or Private (visible to admins and catalog owners) and choose whether employees can override your selection. 
    • Pay attention to the privacy settings to ensure that any Incentives that may be sensitive in nature are set to Private, if needed. 
  • Select to automatically or manually approve Incentive claims via an admin or catalog owner after submission.
    • WorkTango doesn’t recommend automatic approval for Incentives which require proof. 
  • When an Incentive is set to “Manual”, admins or catalog owners must manually approve each claim. More information on designating catalog owners is covered in the section below. 
  • Lastly, choose when your Incentive will be live. Set it live immediately, schedule a start and end date, choose to hold it until the status is changed, or simply save as a Draft for later. 
    • Scheduling will be based on your company’s timezone 

Hit “Save Incentive” and you’ll see your brand new Incentive in your library. 

If you’re creating multiple Incentives at once, you can copy any Incentive by clicking into it and hitting “Copy Incentive” in the top-right hand corner. This will duplicate all aspects of the original Incentive for easy updates. 


Copy/delete Incentive


BEST PRACTICE: Incentivize employees to take action quickly by scheduling an Incentive with start and end dates. Take it up a notch by creating multiple Incentives with different point values and schedules. The earlier employees complete the action and claim the Incentive, the more points they’ll receive.

    Example: If you want to nudge employees to complete training, you can schedule Incentives as follows:
        -September 1st - 7th: employees can claim a 500 point Incentive upon training completion
        -September 8th - 14th: employees can claim a 250 point Incentive upon training completion
        -September 15th - 22nd: employees can claim a 100 point Incentive upon training completion  

Scheduling Incentives reduces the burden of program management and administration. If you have Incentives that tie back to a particular month, season, or date you can simply set the dates you want the Incentive to be available and the platform will handle the rest. Say goodbye to marking your calendar and manually turning Incentives on and off.

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