'Offline' employees process

An ‘offline' employee is an employee who does not have an email address within your Human Resources Information System (HRIS) and therefore our standard email communications will not work.

The offline employees process enables you to distribute paper instructions containing a unique activation code that allows the employee to register and provide their own personal email address that will be used for login and communications from Workstars.

How to send Invites & Reminders to offline employees

• New employees with an email address recorded in your HRIS will receive the standard launch invitation email from the platform and will receive a reminder email every 7 days until they register

• New offline employees without an email address recorded in your HRIS will be placed into an Invites CSV file, and later moved into a Reminders CSV file if they don't register within 30 days

• Each CSV file will contain the following columns:

  • • First Name
    • Last Name
    • Employee ID
    • Activation Code

1. Login to your Administrator account
2. Click the Employees tab and select Invites Overview
3. There are separate tabs for Invites and Reminders
4. On each tab, click the Generate CSV buttons for each country listed
5. An Invites CSV file will automatically download for each CSV you generate
6. Use a mail merge process to import the unique employee info into an instructional document, then print and deliver the unique document to each employee
7. The employee will need to go to yoursubdomain.workstars.com/activate URL
8. The employee will need to enter their Employee ID and the Activation Code to login to your platform and register in the program
9. During registration, the employee enters their personal email address for future communications

Ongoing Communications

• If we have the employee's email address, all communications will go through the normal email comms process
• If an employee hasn’t registered and provided their email address, when they receive a recognition, we will email their line manager and load a certificate to their manager’s account
• The manager can print the certificate and hand it to the employee
• The first page of the certificate will detail the recognition, the second page will provide instructions on how to register on the platform, including a new activation code which will be valid for the next 180 days