Understanding the Reward Letter Functionality in Pequity

⚒️ Building Reward Letter Templates

Pequity Reward Letter Templates are customizable based on your individual branding, design, and copy. Below are best practice steps for ensuring your Comp Cycle Reward Letters are setup accurately and efficiently before your cycle closes.

• Template Samples
  To make setup fast and easy, provide the Pequity Technical Implementation team with any letter templates or samples of previous reward letters. The team will use these to help create a custom reward letter for your comp cycle and capture all data placeholders and details you'd like to include based off your cycle.
  
  
• Naming Conventions
  Specify if any unique naming conventions (e.g. EID, lastname, firstname, etc) need to be followed for upload into your HRIS or other systems.
• Confirmation
  Pequity will ask you to review all template copy, placeholders, logos, and signatories are accurately incorporated during the Template QA.

Once templates are created, they will be available for testing in QA to ensure all details are correct and the appropriate templates are being used.

⚙️ Functionality Overview

• Accessing Reward Letters
  Within the cycle, look for the reward letter icon (a document with a star).
  
• Options To Select
  • Download: Allows downloading of the reward letter directly to your device.
  • Email Reward Letter: Optionally, send the reward letter via email. This feature can be hidden if not needed.
    *Email Configuration: If using email functionality, ensure the email address from your domain (e.g., @getequity.com or @equity.app) is whitelisted by your IT team to avoid emails going to spam.
    
    
• Regenerate Reward Letters
  If admin modifications are made to an employee's details, the letter can be regenerated to reflect updates.
  
  
• Export Reports
  Track who has sent letters via an exportable report, accessible through the cycle's settings.
  
  
• Planner Visibility
  Control when to surface the reward letter functionality to planners through the settings page toggle.
  
  
• Bulk Operations
  • Emailing: If enabled, bulk email all letters at once. If not using this feature, the button will not function.
  • Downloading: Bulk download is possible, allowing users to download all letters in a zip file.

💭 Frequently Asked Questions

• Can Planners download the letters in bulk as well?
  • Yes! Planners can bulk download their employees' reward letters by selecting the check box next to employee names, then clicking on the "Download" button that appears in the action bar at the bottom of their screen.

• Is there a way to let the planners know that the letters have been generated in the app?
  • The Pequity tool has the ability to send notifications out once groups/ waves have been enabled. We don't have the functionality to notify planners once the letters have been generated just yet! Informing them that the cycle has been ended and letters are available are best communicated internally.