Rewards Module Checklist

Essential Rewards Module Tasks for Administrators

To deploy reward programs for partners, customers, and employees, the Rewards Module must be properly configured with comprehensive program settings, activity management, gamification systems, and claim review workflows. Reward programs provide structured incentive experiences that motivate users through recognition, points or cash distribution, and optional gift card redemption while maintaining accountability and engagement visibility across organizational communities.

Foundation Setup

☐ Understanding the Rewards Module Familiarize yourself with comprehensive incentive program capabilities including points-based and cash-based reward systems, eleven distinct activity types (Login, Content View, Course Completion, Deal Registration, Qualified Deal Registration, Idea Submission, Event Registration, Classroom Training, Claimable Activity), automatic and claim-based assignment methods, conditional logic targeting, customizable claim forms, frequency controls, gamification systems with custom ranks and badges, and integration with the Redemption Module for gift card conversion. Understand how rewards integrate with existing Magentrix modules including Journey Builder, Training, Deal Registration, Events, and Ideas to create comprehensive engagement experiences.

☐ Configuring Reward Program General Settings Configure foundational Rewards Module settings including gamification enablement and default gamification type selection, ranking period definition (Last 60/90/180/365 days or All Time), point expiration period selection (Never Expires, Quarterly-CY, Semiannually-CY, Annually-CY), point redemption method selection (Disabled, Gift Card Redemption, or Custom Redemption App URL), terms and conditions creation with mandatory acceptance requirements, reward FAQ assignment, and claim-based reward email template configuration (Claim Submitted, Claim Approved, Claim Rejected, Claim Reimbursed). Enable point expiration email reminders to notify users three days before points expire. Establish the communication and policy framework that supports user engagement and administrative oversight throughout the reward program lifecycle.

☐ Configuring Currency Preferences Review and configure company-wide currency preferences to ensure all desired currencies are available for cash-based reward programs. Verify that currency locales are properly established for multi-currency program support. Remember that all global currencies are supported except precious metals and Bitcoin, and that 100 points equals one unit of any currency for redemption purposes.

Gamification Configuration

☐ Creating Custom Gamification Types Design and create custom gamification systems with unique type names, rank progressions, earnings thresholds, and badge images (recommended 250px by 250px). Configure multiple gamification types to support different program themes such as "Partner Levels," "Sales Champions," "Customer Advocates," or "Learning Leaders." Establish clear rank progression paths with achievable thresholds that provide regular advancement opportunities based on typical user activity completion rates and program objectives. Remember that each reward program can be assigned one gamification type, and users enrolled in multiple programs will see program-specific badges and leaderboard positions rather than profile-level gamification.

☐ Configuring Gamification Ranks For each gamification type, create comprehensive rank structures including rank names (e.g., Apprentice, Adept, Wizard, Conjurer, Enchanter), earnings thresholds defining minimum points or cash required to achieve each rank, and custom badge images representing each achievement level. Arrange ranks in ascending order with progressively higher thresholds to create compelling progression experiences. Consider that threshold modifications automatically adjust all user ranks retroactively, so plan threshold values carefully before program deployment.

Reward Program Creation and Management

☐ Creating Reward Programs Master comprehensive reward program creation including required fields (Program Name, Program Type selection between Points and Cash, Currency selection for cash programs, Program Manager assignment), optional time range configuration with start and end dates for time-sensitive campaigns, gamification type assignment to override default settings, and Active checkbox enablement to make programs available to users. Understand that programs reaching end dates automatically become hidden from users with unredeemed points becoming inaccessible, though administrators retain full access to historical data and reports.

☐ Configuring Program Audience Targeting Define program eligibility through comprehensive filtering using any user entity field including Username, Account, Role, Email, Department, Location, Custom Fields, and dozens of standard user attributes. Construct complex filter logic using AND/OR operators to create sophisticated audience definitions such as "(Role = Partner Admin OR Role = Partner User) AND Account Type = Reseller." Test audience filters to ensure only intended users match criteria and receive program access.

☐ Designing Program Descriptions and Benefits Create compelling program communications using rich text editors to describe program details, rules, eligibility requirements, available activities, and benefits of participation. Enable or disable "Display Rules Automatically" to control whether users can view and earn from available reward activities. Configure Claim Notes to provide specific instructions for claimable activity submission including documentation requirements, approval criteria, and timeline expectations. Understand that disabling Display Rules allows users to see their reward history but prevents earning new rewards, while enabling it resumes normal reward earning.

☐ Sharing Reward Programs Configure program sharing permissions to control which security roles and user groups can view and manage reward programs. Understand that sharing permissions combined with program audience filters determine final program visibility. Set appropriate permission levels to enable program managers to configure activities and review claims while restricting broader modifications to administrators.

Reward Activity Configuration

☐ Creating Reward Activities Configure comprehensive reward activities including required fields (Activity Name, Description, Activity Type selection, Assignment Method selection between Automatic and Claim Submission, Reward Value), optional Training Course specification for Course Completion activities, Reward Value Type and Amount Field configuration for Qualified Deal Registration percentage-based rewards, frequency controls (How Often selection from Once/Every Time/Every Month/Every Quarter/Every Year/Custom, and Frequency numeric limit), and Active checkbox enablement. Understand that automatic activities assign rewards in real-time when completion is detected and conditions are met, while claimable activities require user submission through custom forms.

☐ Implementing Conditional Logic Configure activity-level conditional logic for supported activity types (Deal Registration, Qualified Deal Registration, Course Completion, Idea Submission, Event Registration) to refine reward eligibility based on specific criteria. Construct conditions using appropriate comparison operators for field types, combining multiple conditions with AND/OR logical operators to create precise targeting such as "Course Status = Completed AND Course Score >= 80%" or "Deal Size >= 50000 AND Region = North America." Test conditional logic with sample scenarios before program activation to ensure rewards distribute as intended.

☐ Designing Custom Claim Forms For claimable activities, build custom claim forms using seven available field types (Text, Long Text, Email, Date, Checkbox, List with one option per line, and field type selection). Configure field labels, descriptions, and mandatory requirements for each form element. Arrange form fields in logical order to guide users through claim submission. Remember that users cannot edit claims after submission, so collect all necessary information upfront. Note that file upload fields are not currently supported.

☐ Configuring Frequency and Timing Controls Establish appropriate "How Often" settings based on desired reward repetition patterns. For "Every Month" settings, understand that frequency resets occur on the 1st of each calendar month regardless of when initial rewards were earned. For "Custom" settings, configure both the time range in days and the frequency limit within that range. Test frequency configurations to ensure users can earn rewards at intended intervals without unexpected restrictions or excessive repetition.

☐ Managing Training Course Specificity For Course Completion activity types, determine whether to reward completion of any course (leave Training Course field blank) or restrict rewards to specific courses (select particular course). Understand that specific course selection ensures rewards are distributed only for designated training while blank selection rewards all course completions, potentially accelerating point accumulation but reducing targeting precision.

☐ Configuring Percentage-Based Rewards For Qualified Deal Registration activities using percentage-based calculations, select "Percentage Of" as Reward Value Type and choose the appropriate currency field from CRM opportunity objects (Deal Amount, Revenue, Expected Revenue, etc.). Enter the percentage value in the Value field. Understand that calculations occur automatically when opportunities meet conditional logic criteria, distributing rewards proportional to deal value without manual intervention.

☐ Cloning Reward Activities Leverage activity cloning to accelerate configuration of similar reward activities within or across programs. Understand that cloning copies all activity settings including name, description, activity type, assignment method, reward value, conditional logic, claim form fields, frequency settings, and active status. Modify cloned activities as needed to differentiate reward criteria while maintaining consistent structural elements.

Advanced Program Management

☐ Managing Program Time Ranges Configure optional start and end dates for time-sensitive incentive campaigns such as quarterly promotions, annual initiatives, or specific project timelines. Communicate end dates clearly to users and enable point expiration email reminders to alert users three days before program conclusion. Understand that when programs end, they become hidden from users and all unredeemed points become inaccessible, so plan redemption communications accordingly. Extend or remove end dates before expiration if program continuation is desired.

☐ Controlling Display Rules Use the "Display Rules Automatically" setting strategically to pause and resume reward earning without fully deactivating programs. Disable Display Rules when program modifications are in progress, during budget constraints, or when user earning should be temporarily suspended while maintaining reward history visibility. Enable Display Rules to resume normal operations with users able to view available activities and earn rewards.

☐ Configuring Terms and Conditions Create comprehensive terms and conditions using the rich text editor to establish program rules, eligibility requirements, reward distribution policies, redemption procedures, expiration terms, and organizational policies. Enable "Users must agree with terms and conditions" to require explicit acceptance before program enrollment, or disable this setting to automatically enroll all users matching program audience criteria. Understand that terms acceptance is a global setting affecting all reward programs, and once users accept, they are automatically enrolled in all eligible programs.

☐ Linking Reward FAQs Create and publish dedicated FAQ content addressing common questions about reward earning, claim submission, approval processes, point expiration, redemption procedures, and program rules. Link the published FAQ in Reward Program General Settings to provide users with quick access to self-service support resources. Update FAQs regularly based on recurring user questions and program changes.

☐ Cloning Reward Programs Leverage program cloning to accelerate creation of similar incentive initiatives such as quarterly campaigns, regional variations, or parallel programs for different user types. Understand that cloning copies the entire program structure including all settings, reward activities, conditional logic, claim forms, and configurations. Modify cloned programs to reflect new audience criteria, time ranges, activity values, or gamification types while maintaining proven structural elements.

Claim Review and Approval

☐ Establishing Claim Review Workflows Define clear processes for reviewing submitted claims including review frequency, approval criteria, documentation requirements, rejection reason standards, and escalation procedures for flagged claims. Assign program managers with appropriate permissions to review and approve claims for their designated programs. Establish service level agreements for claim review timeframes to ensure timely reward distribution and maintain user trust.

☐ Reviewing Pending Claims Access the Review Claims interface regularly to process submitted claims. Filter claims by status (Pending Rewards, Approved Points Rewards, Approved Cash Rewards, Submitted, Reimbursed, Payout and Reimbursed Rewards, Rejected Rewards, Flagged Cash Rewards, Expired Rewards) to focus review efforts. Search for specific claims using user, program, date range, status, and reward activity filters. Review claim details including submitted form responses, user information, activity type, and requested reward value.

☐ Performing Bulk Claim Actions Use checkboxes to select multiple claims for bulk operations. Click "Approve Claims" to approve selected claims and distribute rewards to user balances. Click "Reject Claims" to deny selected claims with rejection reasons communicated via email. Click "Mark to Review" to flag selected claims for additional scrutiny, automatically setting status to Flagged Cash Rewards and enabling Reason field documentation of concerns or fraud indicators.

☐ Managing Individual Claims Click individual claims to view full details and perform granular actions. Use "Edit" to modify reward values before approval, change claim status, add detailed rejection reasons, set reimbursement dates, or add notes explaining flag reasons in the Reason field. Use "Delete" to remove claims entirely, which also removes any awarded points or cash. Understand that approved rewards can be reversed (automatically deducting points or cash from user balances) unless the status is "Reimbursed" indicating users have already redeemed points.

☐ Handling Flagged Claims Investigate flagged claims thoroughly to determine if additional documentation is needed, if claims represent legitimate activity, or if fraud indicators warrant rejection. Document investigation findings in the Reason field for audit trail purposes. Approve legitimate claims after investigation or reject fraudulent claims with detailed explanations. Understand that claims with payout status of PayoutPaid, PayoutFailed, or PayoutProcessing cannot have status updated to prevent payment processing conflicts.

☐ Maintaining Audit Trails Enable field audit tracking on reward entities to capture complete histories of status changes, approvals, reversals, value modifications, and the administrators who performed each action. Review audit trails regularly to identify process improvements, training needs, or potential fraud patterns. Use reward history reports to demonstrate program accountability and support budget reconciliation.

Email Communication Management

☐ Configuring Claim Lifecycle Email Templates Create and assign four email templates managing the claim submission and approval process: Claim Submitted Email confirming user submissions with claim details, Claim Approved Email notifying users of approval with reward amounts, Claim Rejected Email explaining rejection reasons and next steps, and Claim Reimbursed Email confirming payout completion for cash rewards. Leverage merge fields and tokens in all templates to personalize communications with user names, claim details, reward amounts, program names, and approval dates.

☐ Enabling Expiration Notifications Activate point expiration email reminders in Reward Program General Settings to automatically notify users three days before their points expire. Ensure reminder emails clearly communicate expiration dates, current point balances, redemption instructions, and urgency messaging encouraging immediate action. Test expiration notifications before program launch to verify timing, content, and recipient accuracy.

☐ Customizing Notification Recipients Configure internal notification recipients in program settings to ensure administrators and program managers receive alerts about program starts, completions, and significant milestones. Add comma-separated email lists for low funding reminders if gift card redemption is enabled. Establish notification cadences that provide oversight without overwhelming recipients.

Point Expiration Management

☐ Configuring Expiration Policies Select appropriate expiration periods based on program objectives and redemption behaviors: Never Expires for programs prioritizing long-term accumulation, Quarterly-CY for fast-paced campaigns with regular earning cycles, Semiannually-CY for moderate-term programs with mid-year and year-end redemption pushes, or Annually-CY for annual program cycles with December 31st expiration. Understand that expiration settings apply to new reward claims and may apply to existing approved claims not yet reimbursed, and that expired points are forfeited without recovery options.

☐ Monitoring Expiration Schedules Track upcoming expiration dates for approved but unredeemed points across all programs. Generate reports identifying users with significant balances approaching expiration. Proactively communicate with high-balance users to encourage redemption before forfeiture. Consider temporarily extending expiration periods during system outages, redemption issues, or other circumstances preventing user access to redemption functionality.

☐ Managing Expired Rewards Review expired reward reports to understand forfeiture volumes and user redemption behaviors. Analyze whether expiration policies are too aggressive or too lenient based on redemption rates and user feedback. Adjust expiration settings if patterns indicate users lack sufficient time for redemption or if unlimited expiration reduces redemption urgency.

Integration with Redemption Module

☐ Selecting Point Redemption Method In Reward Program General Settings under Point Rewards Settings, select the appropriate redemption approach: Point Redemption Disabled if rewards are recognition-only without conversion, Use Gift Card Redemption to enable Tango Card integration for gift card conversion, or Use a Custom Redemption App with URL configuration for proprietary redemption systems. Understand that custom redemption apps require coordination with support teams to ensure proper point deduction after external redemption completion.

☐ Enabling Gift Card Redemption If using gift card redemption, enable the Redemption Module by checking "Enable Point Redemption" in Gift Card Redemption settings, which automatically creates a production Tango Card account transparently without credential entry. Configure receipt email template for gift card delivery communications. Enable US Tax Tracking if required for calendar year earnings reporting. Complete all gift card configuration steps before allowing user redemption access to ensure seamless experiences.

☐ Managing Redemption Access Control In the Redemption Module Access Control tab, select whether all sign-in users matching program audiences can redeem points or restrict access to specific security roles. Understand that users whose roles change and lose redemption access can still view unredeemed points and redemption history but cannot initiate new redemptions. Align access controls with program objectives and user entitlements.

☐ Monitoring Redemption Activity Review fulfillment reports regularly to track redemption volumes, popular gift card brands, redemption amounts, and user redemption patterns. Analyze whether redemption options align with user preferences and whether additional countries or gift cards should be configured. Monitor unredeemed points balances to understand redemption rates and potential program liabilities.

Reporting and Analytics

☐ Analyzing Program Performance Generate and review reports tracking program participation rates, activity completion volumes, reward distribution totals, claim approval and rejection rates, gamification rank distributions, leaderboard standings, and redemption behaviors. Identify high-performing activities driving desired behaviors and low-engagement activities requiring adjustment or removal. Compare program performance across user segments, time periods, and organizational divisions to understand effectiveness and inform optimization strategies.

☐ Monitoring User Engagement Track individual user reward histories to identify highly engaged participants for recognition and disengaged users requiring outreach. Analyze which activity types generate highest participation and which remain underutilized. Review leaderboard data to understand competitive dynamics and whether gamification is driving desired engagement increases.

☐ Budget Management and Forecasting Calculate total points and cash distributed across all programs to understand reward investment levels. Monitor unredeemed points representing potential future liabilities. If gift card redemption is enabled, compare Tango Card account balances against unredeemed points to ensure adequate funding. Forecast future reward distribution based on historical activity completion rates and planned program expansions.

☐ Audit and Compliance Reporting Generate comprehensive audit trails demonstrating reward distribution, claim approval processes, status changes, and administrator actions. Use field audit reports to track all modifications to programs, activities, and claim records. If US Tax Tracking is enabled for gift card redemption, export earnings reports filtered by calendar year and tax thresholds to support tax reporting obligations. Maintain documentation supporting reward program administration for internal and external audit purposes.

Best Practices and Recommendations

Strategic Program Design

Start with Clear Objectives: Define specific business objectives each reward program should achieve such as increased training completion, higher deal registration volumes, improved customer engagement, or enhanced partner loyalty. Design activity types, reward values, and frequency settings to directly incentivize these behaviors.

Pilot Before Scaling: Launch reward programs with small user groups before broad deployment to identify usability issues, validate conditional logic, test claim review workflows, and optimize reward values based on real-world feedback and participation rates.

Balance Reward Generosity with Sustainability: Set reward values high enough to motivate participation but sustainable within budget constraints. Monitor distribution rates and adjust values if participation is lower or higher than projected.

Activity Configuration

Prioritize Automatic Activities: Where possible, configure automatic reward assignment to reduce administrative overhead and provide immediate gratification to users. Reserve claimable activities for behaviors that cannot be automatically tracked or require documentation validation.

Test Conditional Logic Thoroughly: Before activating programs with conditional logic, test with sample scenarios covering normal cases and edge conditions. Verify that AND/OR operators produce intended results and that field values trigger rewards appropriately.

Design Simple Claim Forms: Request only information essential for claim validation. Each additional field increases abandonment risk and submission friction. Use clear labels, helpful descriptions, and logical field ordering.

User Communication

Provide Clear Instructions: Use Program Descriptions to explain how to earn rewards, what activities qualify, frequency limitations, expiration policies, and redemption procedures. Write Claim Notes that guide users through submission requirements with specific examples.

Celebrate Achievements: Regularly communicate program milestones, top performers, recent reward recipients, and success stories to demonstrate program value and encourage broader participation.

Reminder Campaigns: Send periodic reminders about available activities, approaching expiration dates, redemption options, and leaderboard standings to maintain awareness and engagement.

Administrative Efficiency

Establish Review Cadences: Review pending claims on consistent schedules (daily, weekly, bi-weekly) to ensure timely distribution and maintain user confidence in program administration. Communicate expected review timeframes to set appropriate expectations.

Document Rejection Reasons: Provide clear, specific rejection reasons helping users understand what was missing or incorrect and how to submit successful claims in the future. Consistent rejection reasons enable pattern identification and program instruction improvements.

Leverage Bulk Actions: Use bulk approval, rejection, and flagging operations to efficiently process high claim volumes while maintaining individual claim detail review for complex or high-value submissions.

Continuous Optimization

Regular Performance Reviews: Schedule quarterly reviews of program analytics, user feedback, activity completion rates, claim approval patterns, and redemption behaviors. Identify optimization opportunities and implement iterative improvements.

Threshold Adjustments: Monitor gamification rank progression rates and adjust thresholds if users advance too quickly (diminishing achievement value) or too slowly (reducing motivation and engagement).

Activity Value Calibration: Analyze whether reward values appropriately incentivize desired behaviors. Increase values for underutilized activities or decrease values for activities with excessive participation relative to importance.

Implementation Roadmap

Phase 1: Foundation (Week 1-2)

• Configure Reward Program General Settings
• Create custom gamification types
• Configure currency preferences
• Establish email templates
• Configure terms and conditions

Phase 2: Program Design (Week 3-4)

• Create initial reward programs
• Configure program audience targeting
• Design program descriptions and benefits
• Establish sharing permissions
• Configure time ranges if applicable

Phase 3: Activity Configuration (Week 5-6)

• Create reward activities for each program
• Configure conditional logic for applicable activities
• Design custom claim forms for claimable activities
• Set frequency controls and timing restrictions
• Test activity configurations thoroughly

Phase 4: Testing and Refinement (Week 7-8)

• Pilot programs with small user groups
• Test automatic reward assignment
• Validate conditional logic with sample scenarios
• Review claim submission and approval workflows
• Gather pilot user feedback
• Refine configurations based on testing

Phase 5: Launch and Monitoring (Week 9+)

• Activate programs for full user audiences
• Communicate program availability and benefits
• Monitor participation rates and engagement
• Review and approve claims consistently
• Analyze program performance metrics
• Implement continuous optimization improvements

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