📧Email Notification📍

Schedule

  • Details about setting up email notification can be found here

  • Auto Approved Win - On the day the winner(s) are selected, the following notification will be sent to the recipients:

    • Winner email -> The winner(s)

    • Non-winner email -> The non-winners (optional, if it is set up in the ballot contract)

    • Summary report/Winner list -> Account Manager/Client HR

  • HR Approval Win - After HR clicks the 'Finalize Balloting Event' button (the button appears after HR approved all winners), the following notification will be sent to the recipients:

    • Winner email -> The winner(s)

    • Non-winner email -> The non-winners (optional, if it is set up in the ballot contract)

    • Summary report/Winner list -> Account Manager/Client HR

  • Example:

Draw Date
Winners updated in Avalon & B2B portal
Email to Winner (schedule)

8 May (Auto-win)

8 May (morning)

8 May (morning)

8 May

  • HR approved on 8 May

  • HR approved on 10 May

8 May or 10 May, respectively (upon approval)

8 May or 10 May respectively (after clicking the 'finalize balloting event' button) >> sent to the winners, non-winners, summary report of winners and participants

8 May (Auto-win)

  • HR changed winner on 11 May

11 May (upon change)

11 May (after change)

8 May - HR approval

  • HR changed winner on 8 May (or any other date) before finalize balloting event (regardless of whether HR had approved the winner prior to the change)

8 May (upon change), or any other date. The new winner status is changed to approved (B2B) and 'Is Approved' is checked (Avalon)

Email will not be sent to new winner until after HR clicks the finalize balloting event button.

8 May - HR approval

  • HR changed winner after finalize balloting event (Winner's status is Approved) on 8 May or any other date

8 May (upon change), or any other date. The new winner status is changed to approved (B2B) and 'Is Approved' is checked (Avalon)

A win email is sent to the new winner, and a non-winner email is sent to the old winner.

  1. Email to Client HR - Approval Required for selected Winners notification

  1. Bid Submission Notification

  • The email is sent to the employee when a bid is successfully placed or submitted.

  1. Winner Notification Email

  1. Non-Winner Email

  • The setup and schedule are the same process as the Winner Notification email (above).

  1. Summary Report of Ballot Winners and Participants

  • The setup and schedule are the same process as the Winner Notification email (above).

continue below

  1. Unclaimed Win Prize Reminder (Optional)

  • The setup and schedule are the same process as the Winner Notification email (above).

  • Client HR can decide whether to send the reminder to the winner during ballot creation, as this process is optional. Please refer to the image below.

    • Example: Send reminder email this number of days before win expiry date (optional) = 5 days

Email reminder for ballot : [TEST] BAL-TEST2-003 (UAT)-01 PACKAGE-DAILY SUBMISSION

  1. HR Approval Notification

  • The setup and schedule are the same process as the Winner Notification email (above).

  • The email will be sent to the Client HR if the 'HR Approval Needed for Winner' is checked in the Balloting Contract Edit screen—please refer to the example in the image below.

Email for Ballot : [TEST] BAL-TEST2-001 / UAT001

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