Email notifications are an integral part of our platform that help drive engagement of staff and remind users to log in and participate in your programs. One of the first things you'll want to do during the implementation phase with Recognize is enable email deliverability for your organization so that emails from Recognize can reach your users. Then, you'll need to decide which engagement emails you'd like to utilize as an organization to enhance your user experience.
Use the below links to jump to more information on each topic:
Enabling Engagement Emails for Your Organization
List of Emails sent from the Recognize Platform (by System Role)
Enabling Email Deliverability
Recognize may send emails to you or your staff for a number of reasons based on your company settings or the settings of you or your employees individually. To get a list of emails Recognize might send by role, click here. In order to ensure the deliverability of these emails, please whitelist the following:
- Domain: recognizeapp.com
- IP address: 198.2.180.129
- Sender address: donotreply@recognizeapp.com
If you are missing emails from Recognize, check to see if any of these emails are getting routed to your SPAM/JUNK folder and, if so, mark them as safe. If you are using Outlook, check to see that you don’t have any Outlook rules set that might be moving or blocking the email or quarantining it.
Enabling Engagement Emails for Your Organization
Engagement emails for your organization can be turned on and off through your company settings tab. Further, any email notifications that have been turned on for the company can be controlled at the individual level within user profiles. Engagement emails enable users to keep up with the latest activity in Recognize, as well as give managers more visibility regarding direct reports. They also supply admins with monthly email summaries of manager activity in the platform.
Use the below links to learn more about each topic:
Daily Email Summary to All Users (Global Setting)
Manager Recognition Notification Emails for Direct Reports (Global Setting)
Individual Notification Settings for Emails
Receiving Recognition Notifications for Non-Direct Reports: What to Check
Daily Email Summary to All Users (Global Setting)
If you would like your entire staff to receive a Daily Email Summary of recognition activity for your organization, you'll want to make sure this feature is enabled. Here's how:
- Click 'Menu in the upper right corner of Recognize
- Select 'Company Admin' from the center of the dropdown menu
- Select 'Settings' from the navigation menu on the far left
- Locate the 'General' section of the 'Settings' page near the top
- Toggle 'Send daily recognition summary email to all users' to 'ON'
Note: Users will still be able to turn this notification 'OFF' individually within their profiles if this setting is turned on at the organization level.
Manager Recognition Notification Emails for Direct Reports (Global Setting)
If you would like all Admins and Managers to receive notification emails for their respective Direct Reports, you can make sure that this feature is enabled in the 'Settings' tab of your Company Admin Portal. Here, you can set global default settings for receiving peer Recognition, Birthday, and Anniversary notification emails. Then, individuals can choose to turn these off if they wish by visiting the notification settings in their profile.
- Click 'Menu' in the upper right corner of Recognize
- Select 'Company Admin' from the center of the dropdown menu
- Select 'Settings' from the navigation menu on the far left
- Locate the 'Manager Defaults' section of the 'Settings' tab
- Toggle 'Receive direct report peer recognition notifications' to 'ON'
- Toggle 'Receive direct report anniversary notifications' to 'ON'
- Toggle 'Receive direct report birthday notifications' to 'ON'
Note: Turning these settings on will override any preceding individual settings in user profiles. If you would like to like managers to choose whether they want to receive these notification emails or not by default, toggle these options to 'OFF' before launching your programs.
Individual Notification Settings for Emails
To further enhance the visibility of recognition and activity in the Recognize platform, users may receive email or SMS notifications. Depending on your company's default settings upon launching Recognize, users may receive notifications when they receive a recognition, when someone comments on a recognition that was sent to them, or when another user comments on a recognition that they commented on. Company Admins and Managers may also be notified when direct reports receive recognition or reach milestones.
Recognize allows you to change your individual notification preferences so that you can be notified as much or as little as you'd like regarding recognition at your company. Changes to your personal settings can be made within your User Profile in just a few easy steps.
- Click on your Avatar/Name in the upper right corner of Recognize, next to the Menu button
- Select the 'Edit Profile' button in your profile header
- From here, you can select which email notifications you wish to receive on the far right side of the screen in the section titled 'Notifications.' Click the toggle next to each notification you wish to turn on or off, or you can 'Unsubscribe from all' at the bottom if you don't wish to receive any notifications
NOTE: You may only see certain notification options here depending on your role.
- Click 'Save' at the bottom of the page when you are finished
Manager Summary for Direct Reports
Managers can receive a recognition summary on a monthly basis for their direct reports, which is distributed on the first day of each month. Below you will find a preview of the email they receive.
To enable these emails for Managers, see the below instructions:
- After signing into Recognize, select 'Menu' from the upper left corner of the page
- From the drop-down menu, select 'Company Admin' to access your admin portal
- Choose the Settings option at the bottom, from the navigation pane on the left
- Select 'User Settings' in the navigation menu to the right of the settings page to be directed to the 'User settings: Engagement emails for manager & admins' section
- Toggle the option 'On' or 'Off' for Admin email about Managers
- Toggle the option 'On' or 'Off' for Manager email about direct reports
Receiving Recognition Notifications for Non-Direct Reports: What to Check
If Managers have noticed that they are receiving recognition notifications by email for users who are not their direct reports, there could be two reasons for this. First, if the organization's reporting structure has recently changed, it may not yet be reflected in Recognize. The second reason for this could be that a setting for 'Allow Recognition Notifications for manager's manager' is turned 'ON' in the Company Admin > Settings. These notifications can only be controlled at the Company Admin level, and managers will not be able to suppress them from within their profiles as they can with other notifications.
To Change this Setting as an Admin:Go to Menu > Company Admin Portal > Settings > General > 'Allow Recognition Notifications for manager's manager' and toggle to 'OFF'
List of Emails Sent from Recognize (by System Role)
Here is a comprehensive list of emails that could be sent to users from the Recognize system:
Employees
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Invitation Email – Can be sent by Company Admins to pending users to complete the sign-up process. This Is usually only used for users who need to set a password and don’t use SSO or oAuth. This can be done by going to Company Admin > Users > Locate pending employee by selecting ‘Pending invite’ from the filter option > Select ‘Send invitation’ next to that user’s name
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Recognition Notification Email – Automatically sends to a recipient when they receive a Recognition. This is automatically enabled and can be disabled by going to Profile > Edit Profile > Notifications > and unchecking the box next to ‘New recognition notification’.
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Anniversary Email – Sends an email to a user when they receive a Recognition for a company anniversary. These are enabled by default. If Recognition notifications are turned on, this includes anniversary email notifications.
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Birthday Email - Sends an email to a user when they receive a Recognition for their birthday. These are enabled by default. If Recognition notifications are turned on, this includes birthday email notifications.
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Comment Notification Email - Automatically sends to recipient when they receive a comment on a recognition. This is enabled by default and can be disabled by going to Profile > Edit Profile > Notifications > and unchecking the box next to ‘New comment notification’.
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Daily Recognition summary email (all users) – This sends a daily recognition summary to all users. To enable this feature, go to Company Admin > Settings > General > Toggle options ‘Send daily recognition summary email to all users’ from ‘OFF’ to ‘ON’.
- SMS notifications for Recognitions (Gold and Platinum packages only) – Sends a text message to users when they receive a Recognition. This can be enabled by going to Company Admin > Settings > Programs > Toggle option ‘Allow SMS notifications for recognitions’ from ‘OFF’ to ‘ON’. A phone number must be added to the user for this to work.
Managers
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Direct Report Peer Recognition Notifications – If enabled, automatically sends a notification of a peer Recognition sent to a direct report. This can be enabled by mangers by going to Profile > Edit Profile > Notifications > and checking the box next to ‘Direct report peer recognition notification’. Admins can enable this option by going to Company Admin > Settings > Manager defaults > Toggle ‘When enabled, will set default setting for receiving notifications from peer recognitions’ from ‘OFF’ to ‘ON’. Note: this only applies to managers who were added after these changes are made. If you would like to apply this to all managers retroactively, please contact support@recognizeapp.com.
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Direct Report Summary – Monthly email summary of most recognized and least recognized direct reports in the previous month. This can be enabled by managers by going to Profile > Edit Profile > Notifications > and checking the box next to ‘Direct report summary’. This can also be enabled in Company Admin > Settings > Engagement Emails for Managers and Admins >Toggle option Manager email about direct reports’ from ‘OFF’ to ‘ON’.
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Approval Email for Recognitions of a direct report – Only sent for recognitions that require approval by a manager. When an approval recognition is submitted for a direct report, an email will automatically send to their manager requesting approval.
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Approval Email for Gift Card redemptions – If a reward offered in a catalog requires approval, an email will be sent to the rewards manager when a redemption request is made. To set up a rewards manager, go to Company Admin > Rewards > Catalog (upper right menu) > Select name of the catalog you wish to edit > Catalog (upper right menu) > Locate gift card you wish to add a manager to and click ‘edit’ > Under ‘Rewards Manager optional’ input the name of the rewards manager you wish to send approval requests to > Click ‘Save’.
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Direct report anniversary notifications – If enabled, automatically sends an email to a manager when an anniversary Recognition is sent to a direct report. This can be enabled by managers, by going to Profile > Edit Profile > Notifications > and checking the box next to ‘Direct report anniversary notification’. Admins can enable this option by going to Company Admin > Settings > Manager defaults > Toggle ‘When enabled, will set default setting for receiving notifications from anniversaries’ from ‘OFF’ to ‘ON’. Note: this only applies to managers who were added after these changes are made. If you would like to apply this to all managers retroactively, please contact support@recognizeapp.com.
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Direct report birthday notifications - If enabled, automatically sends an email to a manager when a birthday Recognition is sent to a direct report. This can be enabled by managers, by going to Profile > Edit Profile > Notifications > and checking the box next to ‘Direct report birthday notification’. Admins can enable this option by going to Company Admin > Settings > Manager defaults > Toggle ‘When enabled, will set default setting for receiving notifications from birthdays’ from ‘OFF’ to ‘ON’. Note: this only applies to managers who were added after these changes are made. If you would like to apply this to all managers retroactively, please contact support@recognizeapp.com.
- Recognition Notification of Direct report’s direct report - Manager of a manager can get notified when a direct report of the manager underneath them is recognized. This is enabled by going to Company Admin > Settings > General > Toggle ‘Allow Recognition Notifications for manager’s manager’ from ‘OFF’ to ‘ON’.
Admins
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Manager Summary sent to Admins – A report of which managers were engaged in the Recognize recognition program the previous month, and which were not. Can be enabled by going to Company Admin > Settings > Engagement Emails for managers and admins > Toggle options ‘Admin email about managers’ or by going to by going to Profile > Edit Profile > Notifications > and checking the box next to ‘Manager summary sent to admins’
- Approval Email for Recognitions – Only sent for recognitions that require approval by a Company Admin. When an approval recognition is submitted, an email will automatically send to the Company Admins for approval.