Introduction
This article provides guidance on managing participants within the Eldison platform. It is intended to assist platform operators with participant management tasks.
Participant lifecycle
Invitation
Participants are automatically invited to the Eldison platform at the appropriate time; operators cannot manually invite participants.
An account is automatically created for each participant under the following circumstances:
When an award requires an electronic signature, participants are invited to the Eldison platform once it's their turn to sign the award letter. By default, this invitation is sent after the company has completed its own signature.
If the award does not require a signature, participants are invited after the award is published (and approved, if this feature is enabled).
Participants receive an invitation email containing one-time credentials. Participants must change their password upon first login.
Termination
Upon a participant's termination, one of two scenarios will occur:
No Assets Left: If the participant has not vested any assets by the termination date, they will lose access to the Eldison platform.
Assets Remaining: If the participant has vested assets, they retain access to the Eldison platform, but their login credentials will be updated to a personal email address provided during the termination process.
In both scenarios, participants will receive an email notification about the changes to their account.
Participant’s profile
Fields
Fields with Special Meaning
Participant Type: Determines the participant's type (employee, freelancer, company). This affects the required fields in the participant profile (e.g., ID number for companies) and the participant identification in generated documents.
Work Email: The primary email address used for login and receiving notifications.
Personal Email: A secondary email, utilized primarily post-termination for login and notifications.
Other fields
These fields needs to be filled to generate the documentation properly.
Custom fields
Custom fields of any type can be set up in the Eldison platform. These fields can be integrated into templates for populating data in automatically generated documents.
Importing from xlsx format
To add multiple participants simultaneously, use the import feature accessible under the “…” (three dots) menu in the top right corner.
Download the import template, which includes full instructions. After filling in the xlsx file, upload it for processing.
The platform provides a preview of the first 10 rows for file structure verification. A summary at the bottom helps double-check that the system correctly identified all data. Ensure to review the number of participants.
Integrations with HR Tools
The Eldison platform supports integrations with BambooHR & HiBob. For setup inquiries, please contact us.
Integration Details:
Synchronizes participant data with basic attributes and allows for custom field and rule configurations.
Data changes in Eldison platform are restricted once synchronization is active, to maintain data integrity with your HR system as the primary data source.
We also offer the option to synchronize awards from the HR system.