Purpose #

The voting process in HRSimplified allows managers and employees to participate in recognizing achievements by voting on award recipients. This guide explains how to set up a voting session, assign voters, and finalize the winner. Voting-based awards are ideal for recognitions like “Employee of the Month,” where broader team input can enhance engagement and transparency.

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Steps to Set Up a Voting Process #

1. Create the Achievement #

Before starting a voting session, you’ll need to set up the achievement that will be awarded to the winner.

1. Go to Setup:
   • In the Setup menu, select Create Achievement.
2. Define Achievement Details:
   • Achievement Name: Enter a clear name, like “Employee of the Month” or “Best Team Player.”
   • Description: Add a description to explain the purpose of the award and any criteria.
   • Achievement Type: Select a relevant category, such as “Monthly Recognition” or “Special Contribution.”
   • Badge: Choose a badge color (e.g., Bronze, Silver) to represent the award.
   • Points: Assign points to the award that will contribute to the recipient’s cumulative score.
3. Save the Achievement:
   • Click Save to create the achievement. It will now be available for the voting process.

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2. Set Up the Voting Session #

Once the achievement is created, you can initiate the voting session for it.

1. Initiate Voting Setup:
   • Go to Setup and select Create Vote from the action menu.
2. Select the Achievement for Voting:
   • In the voting setup, choose the achievement you created (e.g., “Employee of the Month”) from the list.
   • Set the end date for the voting session, which determines when voting will close.
3. Save the Vote Setup:
   • Click Save to finalize the setup. The voting session will now appear in the Votes menu, where you can assign voters and monitor progress.

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3. Assign Voters and Manage the Voting Session #

After setting up the voting session, you need to assign eligible employees or managers as voters.

1. Navigate to the Votes Menu:
   • Go to the Votes menu and find the voting session you created.
2. Manage Voting Session:
   • Select Manage Award next to the voting session to open the voting setup modal.
3. Assign Voters:
   • In the modal, assign employees or managers who are eligible to vote. Only users with active accounts will be available in the selection list.
   • Once assigned, voters will see the voting request in their Open Votes Application section on their dashboard.

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4. Voting Process for Employees and Managers #

Once voters have been assigned, they can cast their votes by following these steps:

1. Open Voting Request:
   • Voters receive a notification in the Open Votes Application section on their dashboard.
2. Submit a Vote:
   • Voters can view the list of candidates for the award and select the employee they believe is most deserving.
   • After submitting their vote, their input will be recorded in the system.
3. Monitoring Voting Progress:
   • The voting progress and participation status can be viewed in real-time by managers in the Votes menu.

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5. Reviewing Voting Results and Finalizing the Winner #

Once the voting session is complete, managers can review the results and confirm the winner.

1. Access Voting Results:
   • Go to the Votes menu, find the voting session, and click Manage Award to open the Votes modal.
2. Review Results in the Votes Modal:
   • Voters Tab: This tab displays the completion status of each voter, showing who has submitted their votes.
   • Votes Tab: This tab displays the scores for each candidate. The system highlights the employee with the highest votes as the potential winner.
3. Finalize the Winner:
   • Once all votes are in or the voting end date has passed, the system will confirm the candidate with the most votes as the award recipient.
   • The winning employee receives the award’s badge and points, which will appear in their My Awards dashboard.

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Example: Setting Up a Vote for “Employee of the Month” #

Here’s an example to guide you through setting up a vote for the “Employee of the Month”:

1. Achievement Setup:
   • Go to Setup > Create Achievement.
   • Enter Achievement Name as “Employee of the Month,” add a description, select “Monthly Recognition” as the type, and assign a Silver Badge with 100 points.
2. Create Voting Session:
   • Go to Setup > Create Vote.
   • Select “Employee of the Month” as the achievement and set the end date to the last day of the month.
3. Assign Voters:
   • Go to Votes > Manage Award for the “Employee of the Month” session.
   • Assign managers or relevant employees as voters.
4. Finalizing:
   • Once voting closes, check the Votes modal in the Votes menu to confirm the winner based on votes received.

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Best Practices for Using Voting-Based Awards #

• Set Clear Criteria: Clearly communicate the criteria for each award to voters and candidates, so votes are based on relevant achievements.
• Encourage Participation: Remind voters to participate before the end date to ensure the voting process is meaningful and inclusive.
• Regular Recognition: Consider setting up recurring voting sessions, like “Employee of the Month,” to create a consistent and engaging recognition culture.