Having members of your team stick with you year after year is a great feeling, and we believe anniversaries are a cause for celebration! Using our Anniversaries component, you can provide Workers with tangible thanks for their time putting in hard work with your organization.

Anniversaries functions in tandem with the Hire Date for each of your Workers listed in their Worker Profile. You will need to have data in this field for the component to function properly.
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To get started exploring this component, click on the Anniversaries tile on your Admin dash.

When you first open up Anniversaries, the component will be disabled. That's because we don't want folks to think they're automatically obligated to use it. Its use is entirely optional!

You can set up your program before you enable the component, so please feel free to play with the program and settings before enabling the component for your team to see.

When you are ready, enabling the component is a cinch. When you click into Anniversaries, the Settings tab will have a toggle to enable the component.

Click the toggle to set it to Enable. To finalize that decision, click the Save Settings button in the top right corner of the page.

You'll also see a banner in the other tabs for the component if the component hasn't yet been Enabled. In those tabs, you can click the Launch Quickstart button in the top right corner.

The Quickstart option will walk you through a pop-up with information for setting up your Anniversaries program, including who in your organization is eligible for redemptions, who in your organization lacks a hire date, the custom thank you message, and the folks who you'd like to receive notifications of redemptions. You'll be prompted at the end of the process to decide if you're ready to launch the program!

If you would prefer to explore each of the tabs on your own, you can follow the proceeding steps.

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In the Program tab, you can select which years of service will receive an anniversary gift and what options each year has available. You can either add each year on your own, or you can utilize the template option we provide to populate the years and their anniversary gift options.

If you choose to add your own, you can begin by clicking the Add Year button. The years added will increase one year at a time, so you won't be able to add just a year five, a year ten, and a year fifteen. However, you aren't obligated to add any options for anniversary gifts for the years you don't want to include, and Workers won't be able to see any years you don't make selections for.

​You can add as many years as you see fit.

To select the options that will be provided to your Workers to select from for their anniversary gift, click the Edit button at the right end of your desired year.
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In the Edit screen for your year, the best place to start is the Point Range selector on the right side of the page. Here you'll set how many points your Worker can claim for their anniversary item. Because the points used for Anniversaries are equivalent to Reward points accrued by Workers in terms of value, each point will incur a charge for the company upon redemption. Each point is worth $0.25 CAD/$0.19 USD. By establishing an upper limit for the choices by year, you can control how much is spent on the Anniversaries component for your organization!

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Once you've sent your upper and lower limit, you can then go through the categories of options to supply to your Workers. Click a category to maximize it, then click again on the subcategory to see the choices of products.

Each product will have a point total listed beneath it. To add a product to the choices for your Workers, click the Add button next to that product. If a product costs more points than you currently have allotted as the maximum for that year, a message will appear to let you know how many items in that category are outside the range.
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If you would like to include all products within a particular subcategory or category, you can click the three dots in the right corner and choose Add All. You can do the same for all possible products by clicking the three dots in the header for Year 1 Product Selections.
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When you're happy with your choices, click the Save button in the top right corner.

You can do this for all the years you want to provide an anniversary item for!

The Year listings will always be in numerical order, but you do not have to add anniversary items for each year. If you only want to offer anniversary items for five years, ten years, fifteen years, etc., simply refrain from adding items to the years you don't want to offer items for!

Years 1 through 4, 6 through 9, 11 through 14, etc. are limited to items of de minimis value, as they are considered short term service awards. Within the Workhub catalogue, de minimis value items are those items that are customized with company logos. For long term service award years (years 5, 10, 15, etc.), the CRA dictates an upper limit of $500 CAD for an anniversary gift, so the de minimis restriction is removed. As such, your selection of items for your Workers can be much broader and can include non-customized items as well!

You will see a setting within each long term service award year for which catalogue items are available to choose from. You can choose to include all items or to restrict the available items to just customized like the other years.

This setting is also available in the Settings tab for Anniversaries. Please note that any choice you make in the Settings tab will become the default choice for your long term service award years unless you specify something different in those years themselves.

To offer your Workers custom branded items, including clothing, mugs, and bags, you will also need to have a company logo on file. For customers on a paid plan, you can upload a company logo within the Account component under the Custom Branding tab. Logos may still need to be adapted to make their use on customized items a possibility, so our Rewards team may reach out to you to ensure you are happy with how the logo appears for customized items.
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If you are on our free level of service but would still like to utilize the Anniversaries component to offer customized items to your Workers, please reach out to our Rewards team at [email protected] to discuss the use of your organization's logo.

For the Anniversaries component to work as intended, your organization will need to have Hire Dates listed for each of your Workers. The Hire Date field exists in each Worker Profile.

For your program to work effectively and fairly, we encourage you to enter Hire Dates for all your workers.
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If you don't already have hire dates in place, or you have partial hire dates, the Program page will alert you to that! A box on the right side of the page will indicate how many of your Workers are currently missing hire dates. You can click the three dots to go to your Workers component to update those dates, or you can choose to download a CSV of the Workers who are currently missing hire dates.

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If you opt to download the CSV of Workers without Hire Dates, you'll see all the folks who currently lack Hire Dates outlined. You can enter the Hire Dates in this sheet in the format dd-mm-yyyy and send a request to our Support team at [email protected] to have the information imported into the system. Please note this service is only available to organization on a paid plan.

After your Workers' Hire Dates have been populated, you'll see the Upcoming tab populate with data for your team!

If you would like to set up notifications for your administrators to notify them of redemptions of Anniversary items by your Workers, click the Program Notification button in the top right corner of the page. The pop-up that appears will allow you to choose which members of your team will receive notifications of redemptions and how often those notification emails will be sent to them. This tool allows you to stay on top of the redemption requests from your Workers!

Once you've chosen the items for your Workers to choose from and have your team's Hire Dates in place, it's time to manage your program. The best place to start is an overview of your Settings.

Similar to the Rewards component, the Settings tab for Anniversaries allows you to tailor who can claim anniversaries, how the redemptions are approved, and to include a custom thank you card message to be included with the item when it's shipped to your Worker. There's an additional option to choose how far in advance of their anniversary a Worker can select their item from your chosen options.
You will also see an option for your long term service award years, allowing you to choose if Workers can select from only customized items or if all the catalogue items are available to be selected from.
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After making your selections, be sure to click the Save Settings button in the top right corner.

Reviewing the Permissions for your Anniversaries component is an important step! Under the Permissions tab, you can affect permissions for your Worker default, your Admin default, and any Custom permissions for your Positions.

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For anyone who should be able to claim an Anniversary item for themselves, the My Anniversaries View permission should be included.

For anyone who should be able to make changes to the Anniversaries, the Admin - Administer Anniversaries permissions should be included. The Permissions include:

These permissions are only available on the Admin default or Custom levels of permission.

The Upcoming tab will outline for you all the upcoming and recently passed anniversaries for the members of your team. The data will include the name of the Worker, their Location, the number of years they're celebrating with the company, and the status of their anniversary redemption.

The list will be outlined by month and year. Within each month, you will see the Worker(s) who will celebrate an anniversary. Their listing will include their Position, Location, the anniversary they are celebrating, and the status of their selection.

You can tailor how far in advance a Worker can choose their item in the Settings tab, but Workers will always have 60 days after their anniversary date to select an item for themselves. If you have Workers who have not yet selected an item for their anniversary, you can use the menu icon (three dots) at the end of their listing to send them a reminder.

If you notice that a Worker has selected an item for their anniversary, you can navigate to your Redemptions tab to review their selection and see a history of the approvals and rejections of previous selections.

The Redemptions tab will outline all of the redemptions submitted by your Workers.

Any pending redemptions will appear with a thumbs up and a thumbs down buttons for approval or rejection.

If you would like to approve a Worker's choice, you can click the thumbs up button. Approving a redemption will change its status to Shipment Pending. An approval will notify our Rewards team that an order needs to be fulfilled.

After the order has been approved by an admin and our Rewards team has successfully shipped the item, the status will change to Shipped.

If you choose to reject a Worker's choice for redemption, a pop-up will appear with information. You will see the item being rejected and two checkboxes will ask you to specify details regarding the rejection.
You will need to enter details as to why the redemption is being rejected for the Worker to see as well.

Once those details are entered, you can click the Reject button to finalize your decision. The status of that listing will then change to Rejected with the date of rejection.

If you need to cancel an order after approving it, you will need to contact our Rewards team and discuss with them the cancellation of the order. In some cases, it may be too late to cancel an order (if it's already been shipped, if the custom branded item has already been created, etc.). You can contact our Rewards team at [email protected] if needed.
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Once an order has been cancelled, its status will appear as Cancelled with the date of cancellation.

Billing for Anniversaries is done like our Rewards program billing. Unlike the billing for our software as a whole, billing for Anniversaries and Rewards is done weekly.

As described above, the value of each point spent is $0.25 CAD/$0.19 USD. If you were to set a maximum of 500 points for your year 1 anniversary, the maximum cost for an item redeemed by a worker for that year would be $125 CAD or $95 USD.
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When you sign up for Anniversaries, our Billing team will verify that your billing information is on file. If you are already using Workhub as a paid program, that information should exist with our team. If you are on a free account, we will need to verify your Billing information before any Anniversaries orders will be fulfilled.

Once billing information is in hand, an invoice is generated for each customer with redemptions at the end of the week. Invoices are created the week the items are shipped and will be sent out on the Friday of that week.

As with any element of Workhub, if you have any questions we are always happy to help you out. You can contact our Support team by emailing [email protected] or by clicking the orange question mark in the bottom left corner of any Workhub page.