How to prepare the system for the program launch? – AEVO Support

This article provides a comprehensive overview of how to effectively prepare the system for the launch of an idea program. The preparation process is crucial to the program’s success, as it lays the foundation for meaningful employee participation and engagement. We cover the essential steps involved, highlighting best practices to maximize employee participation and encourage the generation of innovative ideas. By using the tools presented in this article, organizations will be prepared to launch a successful idea program, fostering innovation and excellence in their operations.

General Settings
How to register users?
How to configure a campaign?
How to configure the gamification and reward system?

General Settings

In the Gear Menu (⚙️) > General Settings, you will find options to customize the platform according to your company's visual identity.

1. Color Palette

Customize the platform’s primary colors:

Primary Color: Used for buttons and headings (recommended: your brand’s main color).
Secondary Color: Applied to secondary headings.
Contrast Color: Highlights icons and AI components.

How to change it:
Simply select the desired color using the tool, copy the available color code, and paste it into the color field you want to change.

2. Company Logo

Upload the horizontal version of the logo (up to 15MB).
It will be displayed on the login screen and navigation bar.

3. Custom CSS

Customize your environment by creating your own style rules.

4. Access Screen Wallpaper

Choose the login screen background:

White Wallpaper (default)
AEVO Wallpaper
Custom:
Upload an image (formats: JPG/PNG)

After making changes to the appearance, scroll to the bottom of the page and click "Save Appearance".

General Settings: Employee Support

In this tab, you can enable support tools to help end users understand how to use the platform as a whole.

In section 1), when enabled, you can edit the First Access Modal, which is the content of the popup that will appear to the employee after they log in to the platform.

In section 2), you can edit the information on the "About the Program" page, where you can include details about how your innovation program works (strategy, schedule, list of campaigns, etc.). This page can be accessed through the First Access Modal.

Finally, in section 3), you have the option to edit the external links that will be displayed on the homepage of the Idea Hub.

External links are useful options for employees, which can be added to the timeline to facilitate their access.

By accessing the settings panel, you can add up to 9 links and enable the ones you want to appear on the program’s homepage.

In this tab, you can configure the links and choose where they will appear: on the homepage and/or in the three-line menu.

See the final result:

General Settings: Rights Assignment

The Rights Assignment section is where the assignment agreement is located, a mandatory document that users must sign upon their first access to AEVO.

By accepting it, the employee agrees to assign the rights to use the information entered into the platform, as well as the intellectual property of the ideas, if stated in the document. The document may include various guidelines, as long as all information is compiled into a single PDF file.

To update the current agreement, simply click the "Add new file" button in the Rights Assignment tab.

And attach a PDF file of up to 15MB.

Important: Each time this agreement is updated, the user must accept it in order to access the platform. Without acceptance, access to the environment is not permitted.

General Settings: Email Notifications

In this tab, you have access to most of the email templates triggered by the platform, except those related to the Startup Hub and Strategies.

To start customizing, simply click on the email template you want to modify. In the Subject field, the manager can change the title that will appear in the email header. The email body contains the message that will be sent and can also be customized by the manager.

To compose emails for the Idea Hub, only the following TAGS can be used. These are automatically filled in with information from the platform:

{ideia.Estado}: Current state of the idea
{ideia.id}: Idea ID
{ideia.Titulo}: Idea title
{destinatario}: Name of the user receiving the email
{ideia.Link}: URL to access the idea

Users can include images, videos, links, and other content as needed.

To preview how the email will appear when delivered, click the Test button and send a test email to a specified address.

Finally, to save the changes, click the Save button.

General Settings: Idea Hub

1st Topic – Collaboration:

In this section, you can enable features that influence users' ability to collaborate with each other within the idea program.

2nd Topic – Communication
In this section, you can enable and define which platform user will be responsible for receiving the following communication emails:

LLOW REPORTS: valid for reported comments and ideas:

DATA MANAGEMENT RESPONSIBLE: the person who will receive a notification when a user requests the deletion of their data through "My Profile".
SMTP SETUP: When clicking this button, the user is redirected to the SMTP setup screen, which allows emails sent by the platform to be sent from a different sender than the default sender (aevoinnovate@aevo.com.br).

3rd Topic – Idea Rejection
In this section, it is possible to adjust the idea rejection settings.

The field REJECTION STATE NAME allows the client to change the name of the Rejected state on the platform to any name they prefer. The “Register Rejection Reasons” button allows the registration of new justification options for idea rejection.**

4th Topic – Artificial Intelligence

Here the user can enable functions that determine whether Artificial Intelligence will be activated to suggest startups, identify similar ideas, or even support employees in submitting more well-developed ideas.

5th Topic – Financial Tracking
In this topic, the user can define the default parameters for managing the financial tracking of ideas through the Earning Trackings Center, as well as for paying and recognizing employees for implemented ideas.

PERIODICITY and NUMBER OF PERIODS: defines the default values for these fields when an idea is sent for earning tracking in the Earning Trackings Center.
FINANCIAL RESPONSIBLE: defines the default user suggested by the system when an idea is being sent for implementation with expected financial gains.
RECOGNITION RESPONSIBLE: user responsible for receiving financial payment notifications in the Sidebar Menu 👉 Manage Recognition, originating from the Quantitative Reward system and Campaign Rewards by Classification Criteria.
6th Topic – Display and Timeline
This section defines the default behavior of the idea timeline on the home page of the Ideas Center.

As options for the “TIMELINE SORTING” field, we have:
- Recommended: mixes the most recent ideas with the most relevant ones;
- Most Recent;
- Most Relevant: most liked and commented ideas based on the weights set in the Comment Weight and Like Weight fields;
- Most Liked;
- Most Commented.

The “IDEA TIMELINE RENEWAL” field determines that every X days, the timeline is refreshed based on the weights assigned to likes and comments.

The “Carousel Highlight” field defines whether the carousel will display the banners of the Campaigns or the banner of the Campaign Types.

The flag “ENABLE FEATURED CAMPAIGN BANNER ON THE CAMPAIGNS PAGE” defines whether the challenge carousel will also appear on the campaigns page.

The fields Number of Themes and Number of Campaigns determine the quantity of these items that will appear in the Main Categories block, below the General Ranking of the timeline.

Finally, the “VIEW IDEAS IN GRID” flag is used to define the type of visualization the user will have when accessing all ideas. When this option is enabled, the ideas will be displayed in a grid layout.

If unchecked, the ideas will be displayed in a list layout:

7th Topic – Banner on the Timeline
This option is similar to that of external links mentioned earlier, with the difference that it allows an image to be added, which will be displayed on the home page of the Ideas Center. When selected, it will redirect the user to the defined link.

The display on the home page will look like this:

8th Topic – Corporate Profile

Creates a corporate (hidden) profile that can be used by any user who has the “COMMENT WITH CORPORATE PROFILE” permission enabled in their profile, to post anonymous comments on ideas on behalf of this corporate user.

General Setup: Default Approval Flow

In this tab, you can define the default approval flow settings for the environment, that is, the approval flow that will be used in campaigns where the “Customize approval flow” flag is not enabled.

Tip: For more information on how to create an approval flow, we recommend reading the article: How to create the approval flow for your campaign?

How to register a user?

Currently, there are several ways to register and update users on the Innovate platform. It is possible to:

Update in bulk using an import spreadsheet;
Manually, directly on the user edit page; and
Through automatic integration (AD).

Using the import spreadsheet

The first step to register or update employees in bulk is to fill out the Import Template Spreadsheet, available in the Gear Menu 👉 Users 👉 Import Users.

In this spreadsheet, only the fields Name, Username, Department, and Active are mandatory; the others are optional and serve to complement the employee's registration.

Regarding the spreadsheet, it's important to note that:

The field Username is the user's identification key, which the system uses to check whether a user with the same username already exists on the platform. The most common data used in this field are email, CPF, or employee ID.
The field Department refers to the company area the employee belongs to, and since it can be used in the approval flow, it is very important that the managers of each Department are also properly mapped.
The field Password is not mandatory because, if the spreadsheet is imported with this field left blank, a random password will be automatically generated for the employee. If you choose to fill in this field, the password must meet the following requirements:

1. Be at least 6 characters long;

2. Contain at least one uppercase letter;

3. Contain at least one lowercase letter;

4. Contain at least one number;

4. The column Active indicates whether the employee should be updated or deactivated. To do so, use 1 to Update/Register and 0 to deactivate.

After filling out the spreadsheet, simply upload it by clicking on Import Spreadsheet right afterward. At this stage, the system will read and identify possible errors: duplicated username, incorrectly formatted email, password shorter than the minimum limit, etc.

If no errors are found, a new screen will appear indicating the new departments and employees that will be added, updated, or deactivated. It’s important to highlight that when new departments are identified, the system automatically assigns the default department manager as the manager of these newly created ones.

It will also be possible to update employees’ access permissions through it.

Finally, just click on Import without sending Email or Import and send Email to choose whether or not to notify employees by email about the login and password created within the platform.

Through AD integration

The automatic user integration allows employees to access AEVO Innovate using the same credentials they use to access internal company applications and systems such as SharePoint, Intranet, etc. With this integration, instead of having to create a new login and password for the employee, their everyday credentials are used, thus enabling easier, more secure, and more transparent access to the platform.

Through this integration, user management on the platform also becomes easier, since any update to the employee’s profile within the company, except for termination (see note below), is automatically reflected on the platform upon each new user login.

With AD integration, there is the advantage that the manager does not need to pre-register or manually update users.

When automatic user integration is active in an environment, at every new login, user information is automatically updated based on the data in the client’s AD. This means that any change to the employee’s profile must first be made in the client’s environment, and then it will be mirrored on the platform.

Important: if an employee is terminated from the company and is also automatically removed from the AD, this inactivation is not mirrored in the user’s profile on the platform. In other words, the user must be manually inactivated by the manager within the platform.

Manual update

This is a quick and practical way to make changes or create a small number of users. Simply follow the path: Gear Menu 👉 Users, where you will have access to the list of all users registered on the platform.

On the top bar, in the right corner, you have access to two icons. With the 🔍, you will have access to filters to find users:

And the ➕ icon, which directs you to the new user creation page:

On this page, simply enter the required information in the indicated fields and add the desired permissions.

It is also possible to enhance user security by enabling the two-factor authentication option.

Multi-factor authentication (MFA) is an authentication method that requires two or more independent forms of verification to confirm a user's identity. This method is adopted to enhance system security, protecting against unauthorized access even if a user's credentials are compromised.

To learn more, check out our article:
🔐 Safer login with two-factor authentication (MFA) on AEVO

At the bottom of the page, you will find the following options:

Register without sending email: by clicking this option, the user will be registered without receiving the registration email; and
Register and send email: by using this option, the user will receive a registration confirmation email.

To make changes to already registered users, simply search for the user on the listing page and click the Pencil icon ✏️, which will take you to the user edit page, where you can change the desired information. At the end, click Save to complete the editing action.

If your intention is to deactivate a user, click on the ✖ icon. If the user has any pendency on the platform, a pop-up will be displayed and you must assign an active user to inherit the pending items from the deactivated user.

How to configure a campaign?

o be directed to the campaign creation and editing page, simply go to the Gear Menu 👉 Campaigns.

Once selected, you will have access to a list of all currently active campaigns, with the option to filter even the finalized ones using the “Magnifying Glass” icon 🔍.

Through the “Actions” column, you can also:

Deactivate the campaign by clicking the ✖️ icon
Go to the edit page by clicking the ✏️ icon
Send an informational email about the campaign via the ✉️ icon
View the idea kanban in each stage of the approval flow

Important: If the campaign has not yet received any ideas, clicking the X will permanently delete it, and it cannot be recovered later.

Campaigns Tab: Basic Information

Campaign Identifier: internal reference information. Not visible to employees.

“I do not participate in the Idea Program” flag: by default, it is disabled. When enabled, the campaign will not be included in the metrics of the Indicators Center and Power BI. In the APIs and data exports, these can be filtered separately.
Campaign Type: segmentations related to the challenge theme that can be preconfigured in the Gear Menu 👉 Campaign Types.
Campaign Scope: this field only appears if you have the Generative AI functionality for idea submission. In this case, you must inform our AI, through this field, about the campaign’s purpose and what is expected from the ideas submitted to it. This way, the AI will help employees enhance their ideas.
Campaign Title and Short Description: form the campaign’s slogan and are prominently displayed on the home page.
Enrollment Button: CTA (call to action) button visible on the home page, which takes the employee to the idea submission form.
“Include campaign in featured carousel” flag: when enabled, determines that the campaign will appear in the featured challenges carousel on the home page.

Important: if disabled, the campaign remains active but can only be accessed through the “Campaigns” button above the campaign banner.

Banner Display Time: determines how long the campaign image will remain highlighted in the challenges carousel before being replaced by another campaign.
Campaign Start and End Dates: allows scheduling a date for the campaign to open and close automatically, without manual action.

Important: if a future start date is set, the campaign will be created as Inactive, but will automatically open on the scheduled day. Additionally, after the campaign is closed, new ideas can no longer be submitted; however, the evaluation of those already submitted will proceed as normal.

Attachments: allows adding files with more details about the campaign, which will be available for download on the challenge description page.

Campaigns Tab: Campaign Cover and Description

In section 2 – Cover, you define the image that will be displayed on the campaign page, the card, and the banner. To change it, simply click on the default image and choose another one from your computer. We recommend a size of 832x370 for better compatibility with the platform.

Finally, once the new image is selected, just click on “Change Photo” to make the update.

In section 3 – Campaign Page, you can provide a detailed description of the challenge, using videos and images to help employees better understand the open challenge.

Tip: For more information, check out the tutorial How to insert images and videos in the challenge descriptions?

Restrictions Tab

In this tab, you can configure advanced settings related to your campaign, where you can:

Set a minimum and/or maximum limit of authors per idea using the “Author Restriction?” field;
Restrict the visibility of opinions requested during your campaign;
Define whether the opinion receives an evaluation. If the flag is selected, you can choose the evaluation method (numerical scale or star rating);
Define who can view the Classification tab on the idea page;
Define who can view the classification criteria during the idea approval stages;
Ensure that ideas submitted in this campaign remain hidden from everyone except the authors and administrators while in the 'Drafting', 'Approved', 'Rejected', and 'Under Implementation' states. You can select the desired state(s) in which the idea should remain hidden—either all four at once or individually, as preferred.

Restrictions Tab: Restrict Participants

In the same tab, it is possible to restrict the target audience of your campaign using the “Restrict Participants?” flag. This restriction works by blocking or specifying the group or department of employees who will have access to the campaign. In this case, both the campaign and its respective ideas will be visible only to the selected employees.

TIP: Check out our tutorial “Themes, Groups, and Departments: understand the differences between them and how to create them!” for more information about groups and departments!

Form Tab: Idea Form

The next tab to be configured is the “Form” tab, where you will set the questions that must be answered by collaborators when accessing the idea submission form.

You can choose to use the standard form configured in the Gear Menu>General Forms, or a new customized form that will apply only to that specific campaign.

By choosing the second option and enabling the “Customize Campaign Form?” field, three sections will automatically appear on your screen:

Standard form fields: section where the standard and mandatory fields in your form are listed. Among these, the only fields that can be deactivated and not used are the Theme, Subtheme, and Idea Benefits fields.
Additional Fields: section where the new fields created for the form are listed. Later on, we will observe the process of creating a new field and its consequences for the approval flow.
Form Fields Sample: in this section, as well as with the “View Form” button shown just below, the purpose is to display a preview of the fields being created.

Creating an additional field

To add a new field to your form, simply click on “New Field”, located below section 3. On the next screen, you must provide:

Unique Identifier: field registration information; it does not appear in the idea form.

Observation: if it remains disabled, the campaign It is not possible to use the same Unique Identifier in more than one field, even in different campaigns!

Field Type: determines the format of the field being created. It can be of the following types: Text, Integer Number, Decimal Number, Date, Date by period, Checkbox, Single selection list, Multiple selection list, and User selection.
Mandatory Field: enables the requirement for the field to be filled out; in other words, without it completed, the idea cannot be submitted.
Field Width: determines the size that the field will occupy in your form.
Displayed Title on Screen: the field name that will appear to the collaborator in the idea form.
Helper Text: additional text to help the collaborator fill out the field more completely.
Field Scope: this field appears only if you have the Generative AI feature for idea submission. In this case, you must inform our AI what is expected as a response for this field. This way, it will help collaborators to fill it out.
Show more information in a tooltip: allows a support text to appear for the collaborator when filling out this field.

After filling in this information, just click on Save Field.

Classification Tab: Classification Criteria

If you choose to use them in the idea approval process, you must restrict which ones will be used in the campaign and also determine whether they are mandatory to fill out; in other words, whether each of them must necessarily be completed at some approval stage.

When including the classification criteria in the campaign, a pop-up will open listing the stages of the flow. You can configure the criterion to be available in one or more stages and define its mandatory completion. It is also possible to set whether the criterion will appear to the idea elaborators by checking the “Elaborator Form” option.

The identification of the stages in which the criterion will be evaluated is located to the right of its name. By clicking on the edit icon, shaped like a pencil, it is possible to change the evaluation stages and the mandatory completion requirement. By clicking on the “X” icon, the criterion is removed from the campaign. As a result, it will not be answered in new ideas submitted to the campaign. The response history will be maintained for previous ideas.

By default, only superusers and idea approvers can view the classification tab. However, in the “Restrictions” tab of the campaign configuration, it is possible to define that other users can also view the classification tab.

TIP: To check how to create new classification criteria, just access our tutorial “How to create classification criteria?”

Return and Investment

This field comes, by default, disabled. However, when enabled, the manager can define whether filling out this information by the idea evaluator at the time of approval will be optional or mandatory.

Variable Financial Reward

It is possible to financially reward collaborators when their submitted ideas are approved, implemented, or have the earning tracking finalized in the Earning Trackings. The reward amounts may vary according to the reward rules you create:

In other words, when the comparison parameter you choose is greater than or equal to a certain value, you will determine the amount to be paid to the collaborator.

Additional details about some configuration fields:

PAYMENT RESPONSIBLE:
here you will define which collaborator will be responsible for managing that payment when necessary in the 3-line Menu 👉 Manage Payments.

SPLIT REWARD AMONG AUTHORS:
if you want to divide the amount equally among all authors of the idea, simply check this flag.
Example: the idea generated a reward of R$100.00 and has 2 authors. If the flag is checked, each will receive R$50.00. Otherwise, each will receive R$100.00.

REWARD CAP:
defines a maximum amount that can be paid for an idea, even if the earnings achieved by it are greater than this maximum amount.

Approval Tab: Approval Flow

There are basically two ways to configure an Approval Flow:

Standard Approval Flow: Through the path Gear Menu > General Configuration > “Standard Approval Flow” tab, it is possible to create a kind of template, which is replicated (copied) in each created campaign. If the standard flow undergoes any changes in the general configuration and this change needs to be replicated in the campaign, the user must go to the campaign on the flow page and select the option RESET TO STANDARD FLOW.
Custom Approval Flow: If you need a completely different flow from the defined standard, there is no problem. In each campaign, you can customize a flow as desired. This can be done either during the campaign creation or after its creation through the path Gear Menu > Campaigns > “Pencil” icon ✏️ on the desired campaign > “Approval” tab.

To create the standard flow in the general configurations or later edit a "template" flow, consider the following tips:

Know exactly how many stages should exist in your approval flow and their respective approvers. This will help speed up the parameterization process.
With that in mind, click on “Add Stage” until you reach the number of gates in your approval funnel. To make it easier to distinguish each stage, expand each lane and in the “Stage Name” field, define the name for each of them. From this point on, everything shown below can be replicated in all stages of your flow.

After defining the name of the approval stage, you must indicate in section “1 - Type of Approval” who will be responsible for evaluating the ideas in that stage. You have the following options:

Theme Manager: the approver is the manager of the theme/area to which the idea was submitted. For example, if I am from IT and submitted an idea to HR, the person evaluating my idea is the HR manager.
Department Manager: the approver is the direct manager of the elaborator. For example, if I am from IT and submitted an idea to HR, in this scenario the person evaluating my idea is the IT manager.
Group: a group previously created in the platform is defined, where all members will be responsible for evaluating the idea.

Observation: Approval can be performed by any member of the Group; the system does not require all members to evaluate the same idea.

Approver by Custom Field: one of the fields from the idea submission form is used to determine who will be the approver. For the field to be used this way, it must have been previously created for this purpose, with each fill option linked to an approval group.
Elaborator: in this type of approval, there is no approval or rejection; the elaborator simply validates the idea, being able to send it to the next stage or cancel it.

The available flags can be used for the following purposes:

Allow Approve: means that the evaluator can directly approve the idea, skipping all the next stages of the approval flow and being able to send it straight to implementation and financial follow-up.
Allow Reject: allows the evaluator to reject the idea, removing it from the approval funnel.
Allow Evaluator Change: allows the approver to be manually changed during the stages of the idea approval flow, giving you even more freedom to decentralize the process.
Approver can edit the idea at this stage: if this flag is checked, it means the approver can make any changes to the idea form while it is at this stage.
Elaborator can edit the idea at this stage: if this flag is checked, it means the elaborator can make any changes to the idea while it is at this stage, without prior request from the evaluators.
Automatic Approval: allows you to set an approval SLA (Evaluation Deadline) for ideas, where they are automatically approved or rejected by the system if they have not been reviewed by the evaluators after the defined deadline.
Allow skipping stages: allows the evaluator to skip approval stages, meaning if the idea is in stage 1, they can send it to stages 3 and 4 without going through stage 2.

In “Evaluation Deadline,” it is possible to define the number of days the stage evaluator will have to evaluate the idea. This deadline can be linked to the “Automatic Approval” field, where you can define whether, after the deadline, the idea will be automatically approved, automatically rejected, or if nothing will happen.

In “Social Approval,” the manager can define social interaction triggers based on the comments and/or likes that the idea receives:

Approval Tab: Gamification

Within a stage, it is possible to link points and coins to the classification criteria.

In section 2 - Gamification, the points or coins generated can be linked to dynamic scoring, influenced by the classification points. This scoring can be based on the sum or average of the criteria scores, or even on the highest or lowest score among them. It is also necessary to define a Multiplier, which will influence the Points per Criterion.

Observation: Dynamic scoring can also be used to score the evaluator.

By enabling the “Score Evaluator” flag, the following options can be configured:

When approving the idea: points awarded to the evaluator when the idea evaluated at the stage moves to the Approved or In Implementation state.

When implementing the idea: points awarded to the evaluator when the idea evaluated moves to the Implemented state.

When evaluating the stage: points awarded to the evaluator based on the following criteria:

Evaluation issued: scores for any evaluator action (direct approval, flow advancement, or rejection), regardless of the deadline.
Only when validating: no points if the idea is rejected; only scores when directly approving and advancing in the flow, regardless of the deadline.
Evaluation issued on time: scores for any evaluator action (direct approval, flow advancement, or rejection), only if done within the deadline. After the deadline, no points will be awarded.
Only when validating on time: no points if the idea is rejected; only scores when directly approving and advancing in the flow, and only if done within the deadline. After the deadline, no points will be awarded.

The definition of the evaluation deadline is set a little further above:

When making this configuration, it is important to know that:

- Evaluators of skipped stages (non-sequential advancement) are not scored, neither in approval nor in implementation.
- Points are awarded only to the user who performs the action at the stage, meaning that in the case of groups, only the person who executes the approval action will be scored.
- When the idea returns in the flow, the points are automatically deducted from the evaluator.

Approval Tab: Additional Fields and Email Template

In section 3 - Fields, it is possible to create additional fields for evaluators to fill out, helping to centralize information and relevant analyses made about the ideas. These fields can be set as mandatory or optional during the evaluation.

Finally, in section 4 - Email Template, it is possible to customize the email template sent to the authors and elaborators of the idea at this stage. Using this field replaces the standard template.

Themes Tab: Theme Restriction

If a challenge is restricted to a specific theme (or themes), you can add it by filling in the “New Theme” field and confirming it by clicking “Add New”. This restriction is commonly used in cases where you want to limit the collaborator’s choice options when submitting an idea to a specific theme.

Important: For more information about the use and creation of Themes, access the content: Themes, Groups, and Departments: understand the differences between them and how to create them!

Gamification and Reward Tab

Within the campaign editing, this tab serves to configure exclusive gamification. This way, the campaign stops following the general gamification rule and starts following its own specific gamification rule. This configuration determines how many points and how many coins will be awarded for each event. For custom points configuration, the “Customize campaign scoring (Ranking)” flag must be enabled:

Here it is possible to configure how points will be distributed according to each stage, allowing points to be awarded to:

the authors, when the idea is submitted, approved, and/or implemented;
the authors, when the idea is implemented with financial return;
the person responsible for the implementation, when the idea is implemented;
the comment author, when they comment on an idea and/or when their comment is liked.

The “Ranking linked to the idea submission date” flag, when enabled, restricts the ranking calculation to the idea submission date. In other words, all points earned by a collaborator for an idea (points for implementation, financial return, etc.) will be awarded based on the idea's submission date.

This flag also affects the “Ideator,” “Accurate,” and “Entrepreneur” achievements, meaning those related to approved/implemented ideas and ideas with financial return.

For custom coin configuration, the “Customize campaign rewards (Coins)” flag must be checked:

In this configuration, it is possible to distribute coins using the same criteria as for points.

The difference is that it is no longer possible to configure the ranking linked to the idea submission date. Additionally, it becomes possible to split the accumulated coins if more than one collaborator was involved in submitting an idea.

To do this, simply leave the “In a collective idea, the accumulated coins will be shared among collaborators” flag enabled.

The campaign's gamification and reward configuration also allows for the distribution of medals based on the achievements earned in the campaign.

Tip: At the beginning of the Gamification and Reward tab, you have the Medal Distribution flag. By ENABLING it, users are allowed to receive medals based on achievements earned in the respective campaign.

How to set up the gamification and reward system?

In General Gamification, it is possible to:

Set the score that each employee will receive when performing a specific action within the platform;
Define how the ranking will work and which achievements will be enabled;
Add points manually to an employee; and
Search for gamification events.

These features can be accessed in the Gear Menu 👉 Gamification.

Initially, we have the General tab, where it is possible to set the cut-off dates that the ranking will follow. For example, the manager can define that the ranking should follow the scores obtained by the employee within a specific month, or in the last semester — in short, there are numerous configuration possibilities. By leaving the end date blank, the ranking will display the score up to the current day.

In this same tab, the manager can define the number of positions to be displayed in the ranking visible on the home page. If the number “0” is entered, no employee will be displayed.

n the “Medals” tab, the manager can enable medals that will be awarded to the employee when they reach a certain milestone, and also create custom medals to assign to a specific user. In this tab, by clicking on each medal, the manager can change the Name, define the number of levels the employee must achieve to reach level X of that medal, and view which employees have already earned the medal.

By clicking the “Discard changes” button, the user can discard any modifications that have been made but not saved. At the bottom of the page, the manager sees the “Create New Medal” button. By clicking it, a new customizable medal is created, and the manager can set its Name, edit its description, delete it, and edit the recipients. It is important to note that custom medals must be manually assigned by the manager to the user.

In the “Ranking” tab, the manager can define the score that will be awarded to employees when certain fixed triggers are activated — for example, for each idea submitted or comment made.

This configuration applies to the entire platform, except when a customized gamification is set for a specific campaign — in that case, the customization within the campaign overrides the general configuration.

The flag “Ranking linked to the idea submission date,” when enabled, restricts the ranking calculation to the idea’s submission date. In other words, all points earned by an employee for an idea (points for implementation, financial return, etc.) will be assigned based on the idea's submission date.

This flag also affects the “Ideator,” “Accurate,” and “Entrepreneur” achievements — that is, the scores for approved/implemented ideas and ideas with financial return.

Manual Gamification

In the “Add Points” tab, the manager can manually credit or debit points for employees. The fields Employee, Number of Points, and Justification are mandatory, while the others are optional.

To perform a point debit action, the manager must enter a negative value for the debit to be applied.

Important: if the manager does not link the credit or debit of points to a specific campaign, the operation will only affect the general ranking. If the client wants the manually added score to be counted in a specific campaign’s ranking, this information must be provided at the time of the manual action.

Finally, the “Search Events” tab provides a statement of events (credit/debit) related to gamification. In this tab, the manager can filter by employee, responsible person, campaign, and date. An important note is that in this “Search Events,” only manually assigned points and points earned during approval stages are recorded in the history. In other words, it is not a complete statement of employees’ scores. To access the full statement, a request must be made to Aevo support.

Gamification by Approval Stages

ithin a campaign, it is possible to link points and coins to the evaluation criteria. To do this, you must access the campaign's edit page, go to the Approval tab, and in the desired stage, click on the Advanced option. Then you should see the following option:

In the Gamification section, the points or coins generated can be linked to dynamic scoring, influenced by the evaluation criteria scores. This score can be calculated as the sum or average of the criteria scores, or based on the highest or lowest score among them. A Multiplier must also be defined, which will influence the Points per Criterion.

Important: Dynamic scoring can also be used to score the evaluator.

By enabling the “Score Evaluator” flag, the following options can be configured:

On idea approval: score granted to the evaluator when the idea evaluated in the stage moves to the Approved or In Implementation status.
On idea implementation: score granted to the evaluator when the idea evaluated moves to the Implemented status.
On stage evaluation: score granted to the evaluator based on the following criteria:
- Issued evaluation: scores regardless of the evaluator’s action (direct approval, moving forward in the flow, or rejection), regardless of the deadline;
- Only when validating: does not score if the evaluator rejects the idea — only scores for direct approval and advancing the flow, regardless of the deadline;
- Issued evaluation within the deadline: scores regardless of the evaluator’s action, but only if done within the deadline. After the deadline, no score is granted;
- Only when validating within the deadline: does not score if the evaluator rejects the idea — only scores for direct approval and advancing the flow, and only if done within the deadline. After the deadline, no score is granted.

The evaluation deadline is defined a bit further above:

When making this configuration, it is important to note that: Evaluators of skipped stages (non-sequential advancement) do not receive points either for approval or for implementation; Points are awarded only to the user who performs the action in the stage — in the case of groups, only the person who executes the approval action is scored; When the idea is sent back in the flow, the points are automatically removed from the evaluator..

Recompensas Quantitativas

It is a system within the platform that allows financial rewards to be given to the authors of ideas. This system is directly related to the financial tracking of the idea — in other words, financial return can only be configured if the idea has been sent for earning tracking. The configuration of this feature is done in the reward setup menu, which must be accessed through the Gear Menu 👉 Reward:

In the Configuration Tab, by enabling the quantitative reward flag, the configuration details will be displayed:

This quantitative reward system is based on the financial return generated by the idea for the company. A percentage is defined that will be given to the employee, taking into account the return that the idea has produced. It is also possible to define a cap — that is, the maximum amount that can be granted to the author of the idea.

Example: if it is defined that employees will receive 10% of the financial return generated by the implemented ideas, then an idea that generated R$1000.00 in gains will earn its authors R$100.00. If a cap of R$50.00 is set, then the maximum the employee can receive will be that amount.

In this configuration, it is also possible to split the total reward amount to be paid when the following events occur:

when the forecast of gains in financial tracking is frozen;
when the idea is implemented;
when the earning tracking is finalized.

Example: if the author is to receive a total of R$100.00, it can be defined that 10% will be paid when the forecast of gains is frozen, 30% when the idea is implemented, and the remaining 60% when the earning tracking is finalized.

Thus, with each of these events, the company makes part of the reward payment, and it can also define how many days it has to pay, which is specified in the latency (days) field. The management of these payments is handled in the Bars Menu 👉 Manage Recognition.

Automatic Coins

The automatic reward can occur in three ways, detailed below. It is important to note that changes made to the number of coins during the campaign do not retroactively affect ideas already in the approval flow.

General Reward Configuration

By navigating to Gear Menu 👉 Rewards 👉 Configuration 👉 Platform General Coins, it is possible to configure the reward system for the entire platform. The reward options are:

Custom reward within a campaign

Within the campaign editing screen, under the Gamification and Reward tab 👉 Customize campaign rewards (Coins), it is possible to find the same reward options shown in the figure above. However, this configuration overrides the general configuration mentioned in the previous section.

Reward within a stage of a specific campaign:
Still within the campaign editing screen, under the Approval tab 👉 Advanced 👉 Gamification, there is a possibility of granting a reward upon advancement of that stage. This reward can be dynamic/variable when linked to the evaluation criteria, as demonstrated in the example used in the image above.

Manual Coins

There are two ways to credit/debit coins for users in the platform. The quickest and most practical is through the platform itself. The second option is to open a ticket with this request for our Support team.

1) On the platform
This is done via the path Bars Menu 👉 Reward System 👉 Credit coins. The fields required to perform this action are shown in the image below. In the case of coin debit, simply enter negative numbers in the “Number of Coins” field.

2) Via Support
Simply send your request to our Support team with the user’s information, the respective number of coins to be credited/debited, and a justification for performing the action.

Reward Redemption

The first step is to go to Gear Menu 👉🏾 Rewards. You will be directed to the Reward Configuration screen, which consists of the Configuration, Category, and Products tabs.

Before registering an item in your prize showcase, it is necessary to create the categories in which the prizes fit. For example, before registering a pair of movie tickets as a prize, which falls under the “Experience” category, this category must first be created — and so on.

To create a category, simply go to the Product Categories tab 👉🏾 click “+”, enter its name, and then click Register.

With the category created, the only step left is to add the product. To do this, go to the Products tab and click the “+” icon.

This will allow you to define the following product information:

Name;
Whether it is active or not;
Category (previously registered);
Product description;
Stock selection: if it is unlimited, simply check the flag. If not, it is necessary to define the available quantity in the “STOCK” field;
Number of coins required for redemption.

Finally, just click Register.

After that, the page will refresh, and the Images tab will appear so you can upload the image that will identify the product in the prize showcase.

Next, simply click Add Image, and a pop-up will appear with the option “Add File.” You can select an image from your computer to represent the product. To finalize, click Submit > Confirm, and the image upload will be complete.

You can check the result by clicking the 🎁 Prize Redemption icon on the platform’s home page.

After that, you will be redirected to the page with all the available prizes for redemption.

Important: Only image files will be accepted. GIFs, MP4s, and other file types are not supported as prize representations.

Deliver Rewards

To manage prize redemptions, you must have the appropriate permission, which is granted through user management (Gear Menu 👉 Users). Once you have this permission, simply access the “Reward System” option in the three-line Menu on the home page, located in the upper right corner of the screen.

Once selected, you will be directed to the “Product Reservations” page, where all the products reserved by employees registered on the platform are displayed.

By clicking the icon in the “Action” column, you will be directed to the product delivery confirmation page, where you must enter a Note related to the delivery and then click “Confirm Delivery” to close this pendency.

If you wish to view the full history of pending and delivered rewards, still on the Reward System page, click the “Search Events” button. By clicking the “Magnifying Glass” 🔍, you can perform various searches, including filtering by the “Events” field. Then, simply select the “Product Reservation” option and click “Search.”

Note: The delivery of a product redeemed through the platform is the sole responsibility of the company. The step-by-step described here is intended only to close the pendency generated in the platform when a product is redeemed. This should only be done once the product has actually been delivered to the employee who redeemed it.

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