Introduction

Kudos and Memos in uKnowva HRMS help organisations manage employee recognition and private feedback. Kudos allows employees to appreciate colleagues through badges, points, and short notes, while Memos are private records with negative points, visible only to the person who issued the Memo, the concerned employee, their immediate manager, and HRMS administrators. Regular HR staff who are not HRMS administrators cannot view them. 

uKnowva HRMS provides settings to control who can give Kudos and Memos, manage recipient limits and leaderboard preferences, and add profile-based filters. In this article, we will learn how to configure these options under the General, Giving Rules, Memos, and Extra Filters sections.

Step 1: Open the Kudos and Memos Settings

Before configuring Kudos Corner, make sure you have installed the Kudos Corner extension in your uKnowva HRMS instance. If you have not installed it yet, you can visit the uKnowva extension store and install it by visiting Kudos Corner Extension.

In your uKnowva HRMS, from the side navigation panel, locate the Kudos & Memo menu and click its Settings submenu. 

The system opens the configuration page, where you can manage the rules and preferences for employee recognition and private memos.

The settings page contains four main sections: General, Giving Rules, Memos, and Extra Filters. Each section controls a different part of the Kudos and Memos functionality. 

You can review these sections and configure the options according to your organisation's recognition policies.

Step 2: Configure the General Settings

The General section controls who can give Kudos, whether to display a leaderboard, how many employees appear on it, and whether the system publishes Kudos on the main home feed.

The Who can give kudos setting controls who can recognise colleagues. Choose All employees,to anyone to let everyone give Kudos to any employee, or Peer to peer, to their own team to limit recognition to colleagues with the same manager, their manager, and their direct reports. You can also select Managers only or Admins only. Admins can always give Kudos, regardless of the selected option.

Select the appropriate option based on how your organisation wants to manage employee recognition.

The Show leaderboard setting controls whether the system displays a ranking of employees based on their recognition points. Set it to Yes to display the Leaderboard tab or No to hide it. Memo deductions affect the ranking only if the corresponding memo setting is enabled.

The Leaderboard size setting determines how many top-ranked employees appear on the leaderboard. For example, setting it to 12 displays the top 12 employees, while users can still view their own rank even if they fall outside this limit. You can set a value between 5 and 200. 

The Badge Management Access setting lets you select the user groups that can create, edit, and delete badges. Administrators can always manage badges, regardless of the selected groups.

The Post kudos to home feed setting controls whether Kudos posts appear on the main home wall in addition to Kudos Corner. Set it to Yes to display them on the home feed or No to keep them within Kudos Corner. Memos are never posted on the home feed. 

The In-app notifications setting controls whether users receive in-app notifications for Kudos-related activities. Enable or disable it according to your organisation's notification preferences.

The Notify managers setting controls whether managers receive notifications about Kudos activities involving their team members.

The Show the Message column setting controls whether the Message column appears on the All tab of the Feed. 

The Show the Attachment column setting controls whether the Attachment column appears on the All tab of the Feed.

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Select the appropriate options based on how your organisation wants to manage employee recognition and notifications.

Step 3: Configure the Giving Rules

The Giving Rules section allows you to control how employees distribute Kudos. These settings determine whether a single Kudos post can recognise multiple recipients and whether employees can award Kudos to themselves.

The Allow multiple recipients per kudospost setting lets employees recognise several colleagues in one post. Enable it to allow multiple recipients or disable it to restrict each Kudos post to one recipient.

The Maximum recipients per kudos post setting limits how many employees can receive a single Kudos post. It applies only when Allow multiple recipients per kudos post is enabled.  You can set a value between 1 and 50. For example, setting it to five allows up to five recipients per post.

The Allow giving kudos to yourself setting controls whether employees can award Kudos to themselves. Enable it to allow self-recognition or disable it to ensure Kudos recognises appreciation from others.

Step 4: Configure the Memo Settings

The Memos section controls who can issue private Memos and whether the points deducted through Memos affect the leaderboard. Since Memos use negative point values, these settings help your organisation control access to private feedback and determine how the system calculates employee rankings.

The Who can give memos setting controls which user groups can issue Memos. Admins and HR are selected by default, and you can add or remove groups as needed. Members of the selected groups can issue Memos to employees, except their own managers. 

The Count memo points on the leaderboard setting controls whether negative Memo points reduce an employee's leaderboard total. Set it to Yes to subtract Memo points from the total or No to exclude Memo deductions from the leaderboard calculation.

Step 5: Configure the Extra Filters

The Extra Filters section allows you to add employee profile fields as additional filters in the Kudos and Memos interface. These filters help users narrow down recognition records according to employee attributes, making it easier to locate relevant information.

Depending on the available profile fields in your uKnowva HRMS instance, you may use fields such as Department, Location, or Designation to organise and filter recognition records. The available filter settings are grouped according to the tabs where you want the additional filters to appear.

The All Kudos & Memos tab setting lets you add employee profile fields, such as Department, Location, or Designation, as additional filters. These filters help users find relevant records more easily. Leave the selection empty if you do not need extra filters.

The My Kudos & Memos tab setting lets you add employee profile fields as extra filters to help users narrow down the Kudos and Memo records displayed on this tab. Select the relevant fields or leave the selection empty to retain the existing filters.

The Leaderboard tab setting lets you add employee profile fields, such as Department or Location, as additional filters to narrow down leaderboard results. Select the relevant fields or leave the selection empty to retain the existing filters.

Step 6: Save the Kudos and Memos Settings

After configuring the options under General, Giving Rules, Memos, and Extra Filters, review your selections to ensure they match your organisation's requirements.

Once you have verified the settings, click the Save Settings button to save your configuration. The system applies the saved preferences to the Kudos and Memos functionality in uKnowva HRMS.

Conclusion

That’s it! 

You’ve now successfully configured the Kudos and Memos settings in uKnowva HRMS. 

By configuring these settings, you can manage Kudos and Memo permissions, recipient limits, leaderboard calculations, and profile-based filters according to your organisation’s recognition and feedback policies.

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