RewardTrax Frequently Asked Questions

GENERAL | ENROLLMENT MODULE | SALES AND DATA TRACKING MODULE
CATALOG MODULE | PREPAID CARD FUNDING MODULE | ADVANCED REPORTING MODULE

ENROLLMENT MODULE

Q: What is the difference between “open enrollment” and “enrollment by invitation”?

A: The invitation only module is best suited for situations where you already know your participants – for example, when you’re implementing a program for your employees or sales teams. If you’re unsure who will participate in your promotion – for example, programs that target second level sales people or consumers - then the open enrollment module is the best fit.

Q: How do participants register using the “invitation only” enrollment?

A: Before participants can enroll in an “invitation only” program, their information must first be preloaded into the RewardTrax system and assigned an invitation ID. This information can be loaded via a file upload. Once this has been done, program participants can enroll using the unique invitation ID that was assigned to them when they where uploaded into the system. This ID can be generated by the system or can be something known to the participant such as an employee number.

Q: How does a participant get their invitation ID?

A: The RewardTrax email communication tools can send out email invitations that include the invitation ID embedded in a link in the email. All the participant has to do is click on the link in the email and they will be taken to the RewardTrax site where their information is pre-populated in the enrollment form. The participant can then fill in any missing information, correct any bad information and choose a password to complete enrollment.

Q: How do participants get their invitation ID if I don’t know their email address.

A: If the invitation ID is something the participant already knows such as their employee ID, they can just type it in. If the ID is system generated, you can download the list and use a mail merge to print out the numbers and instructions on how to register, then mail it to the participant.

Q: Can I track which invited participants have enrolled?

A: Yes. The enrollment module has an information “dashboard” that shows a real-time count of enrollees. You also have the ability to run enrollment reports. More importantly you can use RewardTrax’s internal communication capabilities to send reminders to those participants who have not yet enrolled.

Q: How do participants register with “open enrollment”?

A: In open enrollment, participants are tagged as “pending” until they are manually approved or until they can associate themselves with a pre-determining factor that makes them automatically approved.

Q: What is a “pending status” and how do new participants clear this status?

A: Pending participants can log in to the system but cannot earn awards or make claims. Administrators are alerted when new pending participants arrive and must decide to mark the participant as active, or disable their enrollment, or leave them as pending.

Q: What are the available participant statuses?

A: The following is a list of possible statuses:

• Not Accepted/Invited: This status only applies to “invitation only” enrollment. It means a participant profile has been uploaded but the participant has not yet enrolled.
• Pending: This status only applies to “open enrollment”. Pending participants can log in to the system but they cannot earn awards or make claims.
• Active: This is the status for a normal participant. “Invitation only” participants and “open enrollment” participants who meet approval criteria are automatically marked as active after enrollment.
• Disabled: This status means a participant cannot log on to the system. History for the participant is retained for reporting purposes.
• Suspended: This status relates only to the claims module. Participants with this status can log in but cannot make claims
• On Hold: This status relates only to the claims module. Participants with this status can log in and make claims. However all their claims are marked for audit hold regardless of the audit settings.

Q: What information can I collect during enrollment?

The enrollment form can be customized to collect any information you need. You can choose from any of our standard list of fields or you can create an unlimited number of customized fields with customized instructions above or below each field. The system ensures that correct and complete information is collected through the use of required fields and field validation.

Q: What fields are required?

A: The email address and password fields are required. You have the option of defining additional required fields during the implementation process.

Q: What is field validation?

A: RewardTrax allows you to specify the correct format for both standard and customized fields and will validate the format before allowing the participant to enroll. Field validation greatly increases the accuracy of your data. For example you might have a customized field called store number and specify a custom format of 8 numbers. Any entry that is not 8 numbers will not be allowed.

Q: How is the information protected?

A. Personal Information is protected during transit using SSL encryption. Sensitive information such as social security numbers are encrypted before storing.

Q: Are social security numbers required?

A. Social security numbers are not required. However, in most cases there are tax consequences to participants and you may have an obligation to report rewards to the IRS. You should check with your accounting department or a CPA to be sure. In the case where you need to report to the IRS an SSN or FTIN is needed and you will need to collect this information if you don’t already have it on file. SSNs are stored encrypted using government standard strong 128-bit AES encryption.

Q: Does RewardTrax support single-sign on?

A: Yes this option is available at an added cost. RewardTrax requires participant authentication which is usually done via our login screen. However, we also have a web service available that supports proxy authentication from a client’s system. This allows RewardTrax to automatically identify and authenticate a participant already logged into your system so they can skip logging into RewardTrax separately.

Q: What types of enrollment reports are available?

A: You can filter enrollment reports by date, status, and dealer (if applicable). All reports can also be created online and can be exported to Microsoft Excel or Adobe Acrobat.