Maybe you have tried it before: offering your non-desk employees the opportunity to choose a gift from the company (maybe a christmas gift, annual summer treat or something else).
It can be a complex and time consuming process with a lot of paperwork and manual follow up, enhancing the risk of making mistakes.
In this guide, we will demonstrate how you can build an easy and simple process in Actimo for making your non-desk workers select their personal gift - and make it easy to handle the entire process.
Follow the steps below to ensure a smooth process for the following actions:
Sending out information regarding gift selection
Ensure that contacts can only choose one gift
Easily see and document which contacts have chosen which gift
Send reminders to contacts that have not selected a gift within a certain time
Send information to contacts regarding pick up time and place for specific gifts
Send reminders to contacts that have not picked up their gift within a certain time
Easily see and document which contacts have picked up their gifts
In this guide we will build our example around a company offering a Christmas gift with the possibility to choose between two gifts - a Loudspeaker 🎶 and a Wine box 🍷.
Step 1: Create groups
The first thing you need to do is to create a couple of groups that you are going to use in the process.
Create a manual “All” group and add all the contacts, which are going to be able to choose a gift. It is important that it is a manual group, because we need to move contacts out of the group when they have confirmed their choice of a specific gift.
Create a manual “Gift selection” group for each possible gift. Don’t add any contacts in that group from the beginning. We are going to move contacts into the different groups depending on their choice of gift.
Create a manual “Picked up gift” group for each possible gift. Don’t add any contacts in that group from the beginning. We are going to move contacts into the different groups when they pick up their gift.
Groups created in platform:
Step 2: Create your messages
The next thing you need to do is to create the messages for the process.
The overall gift selection message
Create an “Overall gift selection” message with overall information and add a button that leads a message with a list of all the gifts
Publish the “Overall gift selection” message to the manual created “All” group, when you are ready to start the gift selection process. Remember to add a category for the feed where you want the message to be visible.
List of gifts message
Create a message with a list of all the gifts and add navigation that leads to a landing page for each specific gift
Overall Gift selection & List of gifts messages:
Landing pages for each gift
Create a landing page message for each gift (this messages should contain 2 pages)
Add detailed information about the gift and add a confirm slider with the opportunity to choose this gift.
Add the following actions to the confirm slider:
Add action 1: Remove contact from the manually created “All” group (This action is done to remove the contacts access to the overall gift selection message and to avoid that they choose more than one gift. It also provides a quick overview of which contacts that has not yet selected their gift)
Add action 2: Add contact to the manually created “Gift selection” group for this specific gift (This is done to provide a fast overview of the contacts that has selected each gift and to be able to communicate directly with the contacts that have selected each gift)
Landing page message for Loudspeaker:
Actions added to confirmation slider:
Confirmation message for each specific gift
Create a confirmation message with information about what gift they have chosen, delivery, pick up etc.and publish it to the news feed or somewhere else in the app.
Create a “Confirmation” message for each gift with information regarding delivery/pick up etc.
If you have created a social wall for each gift group, then add a button that leads to the social wall for this specific group
Publish each “Confirmation” message to the manually created group for each specific gift. Remember to add a category for the feed where you want the message to be visible. (When the message is published to the group, then the contact will receive the message as soon as the contact is moved into the group).
Ready for pick up messages
Create a “Ready for pick up” message for each gift with information regarding pick up time, place, deadline etc.
Add a confirmation slider that confirms that the contact has been handed over the gift. The confirmation slider should NOT be slided before the employee has been handed over their gift.
Add the following actions to the confirmation slider:
Add an action 1: Remove the contact from the manually created “Gift selection” groups. (This will provide a quick overview of which employees that still haven’t picked up their gifts and the administration can easily send reminders)
Add an action 2: Add the contact to the manually created “Picked up gift” groups for that specific gift (This will provide a quick overview of which employees have picked up their gifts and is good for documentation.)
Publish each “Ready for pick up” message to each specific gift group when the gift is ready for pick up.
Pick up message - Loudspeaker:
Actions added to confirmation slider:
Congratulations!
You have now created all the groups and messages for an easy and simple process for handling the gift selection of your non desk employees and the administration around it.
Below we will sum up the process that you have created with this setup:
All employees (in the manually created all group) have access to the overall gift selection message, until the employees confirm their gift selection, which will remove them from the manually created all group and add them to manually created groups for each gift selection.
As the employees confirm their gift selections, the manually created “All” group will be emptied and this will provide a quick overview to the administration of the ones that haven’t selected their gifts yet. They can easily send reminders to the remainders in the group.
As the employees confirm their gifts, the manually created groups of each gift will be filled with employees selecting that specific gift. This will provide the administration, with a quick overview of which employees have selected which gifts. This will be useful when sending out information about pick up of selected gifts.
Each “ready for pick up” message contains a confirmation slider that the administration can swipe when they hand over the gift to the employee. The actions on the slider will take the employee out of the specific gift selection group and add them to the Picked up group. This will provide a quick overview to the administration of the employees that haven’t picked up their gifts yet and they can easily send out a reminder.
You can choose to activate a social wall for each individual gift selection group if you would like to communicate with the groups on a social wall when they have selected their gift (it could be regarding delivery/pick up etc.).