Automated anniversary celebrations

Feature demo:

Who can use this feature?

• Only admins can set up and manage automated anniversary celebrations

What to expect

• When the celebration is enabled, your employees will receive the anniversary message on the designated anniversaries

• You can choose whether you want to celebrate work anniversaries every year, or only on specific milestones, or both!

How do automated anniversary celebrations work?

1. The employee must have their start date added to their profile in order to receive the anniversary message

   1. If it is not there on the day of the anniversary, the message will not send

2. The anniversary message will go out at 9:00AM in the designated time zone, for all employees with anniversaries that day (regardless of what time zone they are in)

3. Employees whose anniversary it is will be notified of the anniversary message via email as well as in Assembly in the notifications page

4. Their direct managers of the employees will also be notified

5. The anniversary message will appear as a post in the home feed

Customize the anniversary message

1. Go to your admin page

2. Select Automated celebrations -> Anniversaries

Year over year anniversary celebrations

You can configure an anniversary message to celebrate your employees' anniversary every year. This can be combined with milestone celebrations (see section below).

1. Enable the 'Year over year' increases toggle

2. Select the base points value for the first anniversary celebration

   1. If you want to send out a yearly anniversary message to your employees, but without sending any points, set this value to 0

   2. The message will still send, it just won't include any points

3. If you would like to give more points for employees each year they are with your organization, select how much you would like the points to increase year over year

   1. The points you designate here will get added to the base anniversary point value for each additional year with your organization

   2. For example

      1. Year 1 anniversary award = 100

         1. For each employees 1st work anniversary, they will receive 100 points

      2. Yearly award increase = 10

         1. For each employee's 2nd work anniversary, they will receive 110 points (year 1 value + extra 10 points for the additional year)

         2. For their 3rd they will receive 120 points (year 1 value + extra 10 points for year 2, extra 10 points for year 3)

   3. If you do not wish to increase the reward value year over year, you can enter a value of 0

      1. The anniversary message will still send each year, but the reward value will be the same each year

4. When the anniversary message is posted, the points will automatically be deposited in the new employee's earned balance

5. If you do not want to send a yearly anniversary message, simply turn this toggle off (and your employees will not receive a yearly anniversary message)

6. If you wish to celebrate specific milestones with a specific number of points, see the 'milestones' section below

Major anniversary milestones

If you want to celebrate major work anniversary milestones with a special point value, you can do so by enabling major anniversary milestones. You can enable this in addition to year-over-year celebrations, OR if you want to only celebrate specific milestones, you can configure milestones and turn off the year over year celebration. More on this below.

1. Enable the 'Major anniversary milestones' toggle

2. Determine which anniversary milestones you want to celebrate (i.e., 1, 5, 10, 15 year anniversaries)

3. Set the point value you want to give for each milestone

   1. If you want to celebrate the milestones but do not want to send points, you can set this value to 0

   2. The message will still send on the designated milestone(s), it just won't include any points

4. The point value you designate for each milestone will be sent on each employee's work anniversary when they reach that milestone

   1. For example

      1. You have the following milestones configured:

         1. Year 1 = 100

         2. Year 5 = 500

         3. Year 10 = 1,000

      2. If you do not have year over year increases enabled:

         1. Your employees will only receive a work anniversary message when they celebrate their 1, 5, and 10-year anniversaries with your organization, containing the designated points for that milestone

      3. If you have year over year celebrations enabled, as well as milestones enabled, the milestone value will override the year over year value:

         1. Year 1 anniversary award = 100

         2. Yearly award increase = 10

         3. Milestones enabled:

            1. Year 1 = 100

            2. Year 5 = 500

            3. Year 10 = 1,000

         4. Your employees will receive the following anniversary message and point values:

            1. Year 1 = 100

            2. Year 2 = 110

            3. Year 3 = 120

            4. Year 4 = 130

            5. Year 5 = 500

            6. Year 6 = 150

            7. Year 7 = 160

            8. Year 8 = 170

            9. Year 9 = 180

            10. Year 10 = 1,000

5. When the anniversary message is posted, the points will automatically be deposited in the new employee's earned balance

6. If you do not want to send anniversary milestone messages, simply turn this toggle off

Customize post image

We provide a few default images you can choose from, but you can upload your own for ultimate customizability

1. You can also click Choose image from library to browse default image options

2. To upload your own, click Upload your own in the Banner image section

Customize post message

The message you include here will be the message that all new employees receive in their anniversary post. You can customize it using some of our dynamic variables:

1. Employee first name - will include the first name of the new employee

2. Employee full name - will include the first and last name of the new employee

3. Anniversary reward - will include the total # of points and the currency name (i.e., 10 Carrots)

   1. NOTE: do not use this variable if your recognition settings are configured to hide points, the point value will not be hidden if this variable is used

   2. Also, do not use this variable if your reward amount is set to 0/you are not giving a reward with this post

4. Company name - will include the name of your company as it is shown in Assembly

5. Years of employment - will display the # of years the employee has been at your organization, in the format of ‘# year’ (i.e., ‘2 year’, ‘1 year’)

Email from name

• Customize the name of who the message is from

• This name will only appear in the email

Select GIF(s)

1. If you would like to include a GIF with your anniversary message, enable the 'Display GIF' toggle

2. If you would like to use different GIFs for each post, you can select up to 10 GIFs

3. When more than 1 GIF is selected, the GIFs will rotate for each new employees' anniversary message

4. If you do not want to include a GIF, simply turn this toggle off (the message will still send)

Hiding message + GIF in post

• You can choose to hide the message + GIF in your posts in the feed (for additional flexibility to keep your posts shorter and more focused)

• If you choose to hide the message + GIF in your post, it will still appear for all recipients in the email

Post settings

Message schedule

• You can choose the time of day and in which time zone you would like the anniversary posts to send

  • This will send all anniversary posts for that day, at that specific time, for all employees (even if the employees are in different time zones)

• If an employee’s anniversary date falls on a weekend, you can choose to send the post on the Friday before or Monday after

  • If Friday before is selected, if the employee’s Anniversary falls on a Saturday or Sunday, it will send their Anniversary celebration post on the Friday before, along with any other employees’ posts who have an Anniversary on Friday

  • If Monday after is selected, if the employee’s Anniversary falls on a Saturday or Sunday, it will send their Anniversary celebration post on the Monday after, along with any other employees’ posts who have an Anniversary on Monday

Allow others to boost the post

• If you select ‘yes’, all employees will be able to boost their replies to the post with extra points for the new hire

• If you select ‘no’, employees will not see the option to add a boost

NOTE: This setting is independent of your recognition settings for boosting; if you have boosts enabled for recognition and disabled for the new hire anniversary post, they will only be disabled for new hire anniversary posts.

Post visibility

• If set to Everyone, all employees in your organization will be able to see the post in the feed

• If set to Private, only the recipient and admins will be able to see the post in the feed

Deactivating your new hire anniversary celebration

If you want to turn off or pause the new hire anniversary automation, without losing any of your anniversary message settings, simply toggle OFF the automation at the top of the page

When the automation is off, new employees will not receive their anniversary message.

View upcoming and sent anniversary messages

You can view all upcoming anniversary messages for the current month, as well as all anniversary messages that have been sent (or did not send). If a message did not send, you can easily resend it with a simple click!

From the Employee anniversaries tab:

1. By default, we’ll show you all anniversaries for the current month

2. You can filter by any month within the previous 12 months

3. We will show upcoming anniversaries within the next 30 days

   1. All upcoming anniversaries within the next 30 days will show with an Upcoming status

   2. All anniversaries in the past will display with a Sent status if successfully sent

   3. Any anniversary post that did not send will display with a Not sent status

      1. Clicking Resend will send the anniversary message and email to the recipient

4. You can quickly filter to see all Sent messages by applying the Sent filter (this will exclude any messages that did not send, as well as any upcoming anniversaries)

5. You can quickly view the full list of employees who do not have a start date associated to their profile by selecting the Employees missing start date

   1. Click Add start date to easily add a start date to the employee’s profile