Points Allocations determine how many "Points to Give" a user receives per month. Users can then send their ‘Points to Give’ to coworkers through recognition messages and K+ endorsements (see How Do Kudos® Points Work? for more information). All Points Allocations must be set up and managed by a Kudos® Admin or Super Admin.
❗️We recommend connecting with your Client Onboarding Specialist to learn our best practices when setting up Points Allocations for your program.
Points Allocations are typically tied to Job Titles, which means that each Job Title is assigned with a certain number of ‘Points to Give’, and then each user with that Title receives the specified allocation.
Please note that Points Allocations cannot be configured through any user provisioning integrations. Job Titles can be imported through our user provisioning integrations and will be assigned the default points allocation associated with your Default Job Title. If you update your default job title before syncing an HRIS system, all imported Titles will have the Default Point Allocation.
If you need to adjust the ‘Points Allocations’ for all existing users with a specific Job Title, you can simply edit the value associated with the corresponding Job Title. To do this, navigate to Admin Gear > User Admin > Titles, find the Title you’d like to edit, and click on it to edit the Points Allocation:
You can assign the point allocations for each user through User Admin > Bulk Changes. You can reload this CSV at any time to change point allocations for all or part of the organization. However, it is important to note that updating points through Bulk Changes will put a Points Override in place. This will override the user's points from the allocation associated with their Title, and the override will stay in place even if you change the user’s Title. For more information on how Points Overrides work, please see below.
❗️It is important to understand that if you chose to adjust points allocations through Bulk Changes, when you add any new users, they will receive their Points Allocation based on their title; if you need to adjust this, you can use a Points Override through User Admin > Bulk Changes or individually through User Admin.
If you’d like to adjust points allocations using Bulk Changes, navigate to Admin Gear ⚙️ > User Admin > Bulk Changes. To edit your existing user data, click Export XLSX under Step 2. Once the file of your existing users has downloaded, simply add or edit the Points Allocations in the “Kudos®” column, and then save your file as an XLSX file. Next, return to User Admin > Bulk Changes, and scroll to Step 3 to import your file. Select Match on Email and choose the date format that was used in your import file. Select your file and click Import. Once the upload is complete, you will receive an email confirmation. Any errors will be detailed in the email so you can make the necessary changes in your import file and upload it again. If the upload was successful, the changes will be effective immediately.
Setting a Point Override for a user changes their points allocation from their Title Allocation to an allocation determined by an Administrator. Points overrides are most commonly used when a user needs to send out an Award to multiple people, and they do not have enough Points to Give in their regular allocation.
Points overrides can be put in place through Bulk Changes or individually. If a user is receiving a points override mid-month and they have already sent recognition, you will need to account for the points already sent when setting the override amount. When changing a Point Allocation it is important to remember to account for points already sent in the current month. The override amount must be [points sent in current month] + [additional points needed for the remainder of the month]. Reducing a user’s points allocation or removed a points override will not affect any points that were already sent with the higher allocation.
When you set a points override for a user, you can determine whether you’d like the override to stay in place indefinitely or if you’d like the user to return to their Job Title Allocation at the end of the month. You cannot set a points override to expire mid-month. If you set a points override to expire it will automatically expire at the end of the calendar month based on UTC time.
Setting and Removing Point Allocations Overrides in Bulk
If you’d like to adjust points allocations using Bulk Changes, navigate to Admin Gear ⚙️ > User Admin > Bulk Changes. To edit your existing user data, click Export XLSX under Step 2. Once the file of your existing users has been downloaded, simply add or edit the Points Allocations in the “Kudos®” column and mark Y or N in the “Override” column. If you enter Y into the Override column, the user will be reset to their Job Title points allocation at the end of the current month. If you enter N, the user will continue to receive the points override indefinitely.
Once you’re done editing the Kudos and Override columns, save your file as an XLSX file. Next, return to User Admin > Bulk Changes, and scroll to Step 3 to import your file. Select Match on Email and choose the date format that was used in your import file. Select your file and click Import. Once the upload is complete, you will receive an email confirmation. Any errors will be detailed in the email so you can make the necessary changes in your import file and upload it again. If the upload was successful, the changes will be effective immediately.
To remove Points Overrides in bulk, download your existing user data by following the steps outlined above. When you have downloaded the file, enter NULL into the “Kudos®” column for the users you would like to remove the override. Once you’ve completed this, you can save the file and upload it back onto your Kudos® platform by following the steps outlined above.
Setting and Removing Points Allocation Override for an Individual User
To edit points for an individual user, navigate to Admin Gear ⚙️ > User Admin > Users. Search for the user you wish to change the points allocation for, and click their name to open the edit window. Scroll to "Points Allocation Override". Using the drop-down box, you can select the points override amount you’d like to put in place for the user.
Please note that if you select the same amount as the user’s current Job Title Allocation, no override will be put in place.
Once you've selected a points override amount, you will see the expiry options available. If you’d like the points override to continue indefinitely, select “No” under Expiry. If you’d like the override to expire at the end of the current month, select “Yes” – this will ensure the user’s allocation returns to their Job Title allocation at the end of the calendar month based on UTC time.
To remove a user’s points override, use the drop-down menu to select “No Override”. Once you have selected this, click save and your changes will be reflected immediately in your Kudos® system.