Client HR receives an email notification about pending winners awaiting approval. See the email example here.
B2B Portal
Information in here is the same as the one in the 'Winners - Auto-approved win'
Status >> This indicates the status of the ballot. Completed means the ballot has ended.
WinStatus >> Winner status (both scenarios below permit Client HR to modify the winner):
Approved: Auto win selected by the system, or the winner has been selected by Client HR
Pending Approval: The system has selected the winner, pending Client HR approval.
Claim Status >> Multiple types of status indicate whether the prize has not yet been claimed, claimed, or expired.
Must be claimed before DD MMM YYY >> A reminder to claim the prize before expiration.
Expired on DD MMM YYY >> The winning prize has expired.
Claimed >> The prize for winning has been claimed (the invoice number will be in the 'Notes' column for reference).
Notes >> Multiple types of notes:
Invoice XXXXX >> When a winner claims the prize, an invoice number will be generated and recorded in this column to show that the winner has claimed their prize.
Change winner information, by whom and reason >> Example: This winner replaced Staff001 on 03/01/2025 by HR1, Reason: To verify new win expiry date and time
Action column
Change >> This action button lets Client HR change the (approved) winner to a new recipient.
Change | Approve >> There are two action buttons. This applies to ballots for which a contract has been set up in advance, requiring the approval of all selected winners.
Click the Approve link or the 'Approve All Winners' button
Click OK to approve
a Winner is approved
WinStatus changed to Approved.
ClaimStatus is updated - must be claimed before 16 March (in this example)
Click on the 'Finalize Balloting Event' button for all participants to receive the email.
Email notifications were sent to winners and non-winners
The summary report is sent to the Client HR/Account Manager
Avalon (the information is the same as Winners - Auto-approved win)
Is Winner? >> The box is checked - this indicates the winner
Bid Won Date >> signifies the date when the bid is won
Win Expiry Date >> The prize will expire after the displayed date & time. Please refer here to learn more about Win expiry date calculations.
Event Status: This indicates the status of the ballot. Completed means the ballot has ended.
Is Approved? >> Uncheck - this indicates pending approval.
Note: Once HR approves the winner, the box will be updated to 'checked'.
List of Winners and Non-Winners
In this example, HR updates the 'Days Allowed for Winner to Accept' to 5 days; therefore, the win expiry will be adjusted based on the date HR approves the winner.
Example: If HR approves on 8 May, the win expiry is 13 May [ 8 May + 5 days ]. Refer here for more info. A reminder email will be sent to the winner to claim the prize 3 days before the expiry date.
Is Approved? >> Checked
Example: HR approved the pending approval winners on 8 May; the new win expiry is 13 May.
If HR approves the winner(s) at a later date, for example, 10 May, the bid won date will be updated to 10 May, and the new win expiry will change to 15 May.
Notes Section: The notes section will display information about the different types of email notifications sent to each participant.
Please refer here for more information on email notifications.
