Uber Incentives

The Uber Incentives Extension allows organizations to provide employee incentives to accept open shifts in the form of Uber Rides or Uber Eats vouchers. Once the open shift A shift that is scheduled for a job, but no employee is assigned to work it. is assigned to an employee, the Business Process An organized flow of activities or tasks that achieves a business goal. An automated business process minimizes the amount of paperwork and manual tasks to complete that process by way of automatic actions, online forms, and automatically generated messages. is triggered.

Note: This business process is an extension model that is developed outside the normal release schedule to meet specific customer needs. To request one of these models, you must submit a Salesforce Service Request to UKG. After the model is delivered to your tenant, you can edit it to meet your needs.

  • Manager: Employee's Manager. The manger must have access to the Incentive Uber Business Process. Should have access to Incentive Uber Business Process.
  • Employee: Worker (Employee or Contractor within the Dimensions employee listing). Should have access to Incentive Uber Business Process.
  • Uber Administrator: The Manager with Uber Administrator abilities. Should have the ability to complete the following in addition to Manager abilities:
    • Create vouchers, get voucher link and cancel vouchers
    • Third Party Authorization
    • Revoke Authorization

Add Incentive Business Process to the Process Profiles

Both the employees, who receives Incentive, and their managers must have access to the Incentive Business Process.

Note: If business process is not added to employees' and managers' profiles, the Push-Open Shift Result Notification will trigger, but the Incentive Process, which is linked to the notification, will not and the employees will not receive an Uber Incentive (voucher).

Note: If employee's profile is set to "All Process Templates A file that automates and directs the flow of a business process. It contains the tasks, people, and rules that define the process." you do not need to complete the employee configuration steps, the process will be added to it automatically.

  1. Navigate to Main Menu > Maintenance > People Information and select one or more employees.
  2. In the Person Record, expand Process Profiles.
  3. Select Employee Profile Assignment from the Employee Profile drop-down.
  4. Click Tap Save .
  5. Navigate to Main Menu > Administration > Application Setup > Business Process Setup > Process Profile.
  6. Select Employee Profile Assignment and click tap Edit.
  7. Move the Business Process Name from the Available Items column to the Selected Items column.
  8. Click Tap Save.

Note: If manger's profile is set to "All Process Templates" you do not need to complete the manager configuration steps, the process will be added to it automatically.

  1. Navigate to Main Menu > Maintenance > People Information and select a manager.
  2. In the Person Record, expand Employee > Process Profiles.
  3. Select ManaterTemplate from the Manager Profile drop-down.
  4. Click Tap Save .
  5. Navigate to Main Menu > Administration > Application Setup > Business Process Setup > Process Profile.
  6. Select ManaterTemplate and click tap Edit.
  7. Move the Business Process Name from the Available Items column to the Selected Items column.
  8. Click Tap Save

Incentive Uber Program uses existing UKG Pro Workforce Management functionality for the Open Shift Assignment and Notifications, but enhanced with the ability to give an employee, who accepted the specific shift, Incentive of Uber Voucher. Incentive Uber Process triggers after Open Shift is assigned to the particular worker.

  1. Navigate to the Schedule to create an open shift. On the open shift add an Incentive Uber comment. For more information on creating shifts see Add a shift.
  2. Fill the shift using the call list. For more information on filling a shift see Fill open shifts with the Call List.
  3. Add a message to the Open shift indicating the shift has an incentive associated with it and send it.

    For Example: This shift has an Uber Incentive (free ride) associated with it.

    Employees will see the message as a comment when they receive the Open Shift Available notification in Control Center.

Once the shift is assigned to an employee following will occur:

  • The employee and their manager (supervisor) receive a notification with the Subject Congratulations! Incentive has been approved in control center, via email or on a Device (UKG InTouch 4500, or InTouch DX). The notification contains the employee's full name, the shift name, and a linke to redeem an Uber voucher.
    Note:
    • If the employee does not have a supervisor assigned, the success notification will only be sent to the employee.
    • The notification delivery location depends on Control Center configuration. In order for the notification to appear on Devices, the Device must be configured to do so.
  • The comment on the shift is updated with a note containing the Voucher name, employee name, shift date, voucher ID and a time-stamp of when the voucher was sent.

If the Business Process fails the following occurs:

  • The employee does not receive a notification with Uber voucher link.
  • The Manager receives a notification with subject Error in Incentive processing. The message includes an error message, the employee’s full name and shift name. For information on specific error messages see Uber Incentives.

In case of some errors, like Notification Name doesn't exist in Dimensions or failure to execute some Dimensions API calls (like Locale Policy, Notification), the Error Notification can’t be sent to the manager, so these issues can only be identified from the Business Processes – Instances by Incentive Program Admin.

It is possible to check that incentives were received using a custom Dataview A configurable tool for analyzing data and taking actions on a group of employees or an organization.. To create the custom Dataview for this purpose complete the following:

For more information on creating Dataviews see Create a Dataview .

The following Dataview configuration will allow managers to easily follow employees’ assigned shifts, shift start and end date-time, comment to the shift , notes added to the shift comment.

  1. Navigate to Main Menu > Administration > Application Setup > Display Preferences > Information Access > Dataview Management.
  2. Select the Add and select Employee View.
  3. Populate the fields as follows:
    • Dataview Key — unique identifier of the dataview created. For example "Incentive Uber Shift Comments-Notes".

      Note: This key is not visible to the user, the Label is. The Key cannot be updated after dataview is created, but label can be.

    • (Optional) Description — For example "Displays employees’ shifts with comments and notes."
    • Label — specify meaningful name of the Dataview. For example, "Incentive Uber Shift Comments-Notes."
    • Timeframe — select the timeframe. The default is Current Pay Period, to change the time-frame select the desired timeframe from the drop-down.
    • Select Hyperfind A search engine that filters and selects groups of employees through queries that specify conditions or locations (criteria). and Location — Define the default hyperfind and locatin that displays when the Dataview is opened. This can be changed when viewing the dataview report.
    • Select Category — Select Scheduling.
    • Currency Displayed As — Select Logged-in User.
    • Column Relationship Rules — remove the flag.

      Note: The Column Relationship Rules option is only available when enabled and allowed. See Ability to Disable Column Relationship Rules.

  4. Add columns as needed. The following columns are recommended:
    EntityCategoryColumn Name
    Employee DetailsEmployeeEmployee Full Name
    Schedule ShiftSchedulingShift Start Date
    Schedule ShiftSchedulingShift End Date
    Schedule ShiftSchedulingComments
    Schedule ShiftSchedulingNotes
  5. For each column added, select the column and Edit Column Properties.
  6. Set Visible to Yes.
  7. Continue with the same for the rest of the columns
  8. Save the Dataview.
  9. Add the Dataview to users' Dataview Libraries. For more information see Manage Dataview profiles
    1. Navigate to Main Menu > People Editor > Access Profiles > Display Profile. Identify which Display Profile is assigned to users who need access to the newly created Dataview.
    2. Navigate to Main Menu > Application Setup > Display Preferences > Display Profiles and select the profile identified in the previous step. Identify the Dataview profile is assigned to this Display Profile.
    3. Navigate to Main Menu > Application Setup > Display Preferences > Display Profile Building Blocks > Dataview Profile. Select the Dataview Profile identified in the previous step.
    4. Click Edit. Select the newly created Dataview report from the list of Dataviews.
    5. Save the Dataview Profile.
Note:
  • (Optional) Add other columns to the Dataview. For example: Employee ID, Primary Job, or Job (of the assigned shift).
  • Instead of adding the Comments and Notes columns separately, the Comments and Notes column, which contains combined list, could be added. Separate columns are more easily read when multiple comments and notes are added to a shift.
  • The Shift Start Date and Shift End Date columns specify both date and time.
  • To read longer segments of text, hover your mouse over the column.
  • When adding columns with Scheduling data make sure to select columns from the same Category and Entity. If differing categories and entitiys are addedfor the different columns the dataview will not dispay all data for the shift.
  • Once the Dataview report is opened, the data can be filtered by shifts with non-empty comments.

Success Message

User role: Employee / Manager

Subject: Congratulations! Incentive has been approved

Body:

An Uber Incentive was given to <employee name> for shift <shift name>. Redeem the voucher here: <Uber voucher link>

Error Messages

Error messages are sent only to the manager. All error messages will have a subject of "Error in incentive processing." The body of the message will provide details on the specific error. Contact your Incentive Program Admin to resolve the error.

Error message body Error reason
Comment <comment> has empty, 0 or negative Amount Per Trip in Decision Table. Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Contact your Incentive Program Admin. Comment has empty, 0 or negative Amount Per Trip in Decision Table.
Comment <comment> has empty, 0 or negative Number of Trips Per Voucher in Decision Table. Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Contact your Incentive Program Admin. Comment has empty, 0 or negative Number of Trips Per Voucher in Decision Table.
Comment <comment> has empty Voucher Description in Decision Table. Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Contact your Incentive Program Admin. Comment has empty Voucher Description in Decision Table.
Comment <comment> has empty, 0 or negative Voucher Active Days in Decision Table. Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Contact your Incentive Program Admin. Comment has empty, 0 or negative Voucher Active Days in Decision Table
Comment <comment> has empty Notification Name in Decision Table. Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Contact your Incentive Program Admin. Comment has empty Notification Name in Decision Table.
Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Contact your Incentive Program Admin. Invalid Uber auth URL. Invalid Uber Create Voucher URL. Invalid data type in Uber Create Voucher request.
Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Error: invalid_client. Contact your Incentive Program Admin. Invalid Uber client ID.
Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Error: unauthorized_client. Contact your Incentive Program Admin. Invalid Uber client secret.
Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Error: unsupported_grant_type. Contact your Incentive Program Admin. Invalid Uber grant type.
Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Error: invalid_scope. Contact your Incentive Program Admin. Invalid Uber auth scope.
Processing failed for the Uber Incentive triggered for <employee name> for shift <shift name>. Error: The org has no Vouchers API Access. Contact your Incentive Program Admin. Invalid Organization ID.

Decision Table

The decision table is populated by Professional Services when the Incentives Uber feature is initially configured. A decision table defines a set of business rules which identify data for the Uber Voucher creation.

There may be several Comment types configured with differing configuration. The Comment selected when creating the open shift aligns with the comment types configured in the Decision Table.

Information configured for each comment type:

Comment Text — The comment name which can be selected during the creation of an open shift

Amount per rides/meal — specifies amount (can be decimal value) which is covered by Voucher per Uber ride or meal.

How many usages per voucher — specifies number of usages per Voucher.

For Example: To cover a ride both to and from work this value could be set to 2,

Voucher Description — specifies meaningful description to the Voucher. For example, this may specify what the comment covers such as, rides, meals or both.

How many Days Voucher is Active — specifies number of days voucher is Active and can be redeemed. Active Days are calculated from the Open Shift Date (shift date inclusive).

Incentive Notification Name — name of the Dimensions Workflow Notification Informs people to run business processes or integrations, complete forms, or respond to events in business processes. Example: Approve a time-off request. configured to send messages on Successful Incentive process completion.