Built an automated incentive system

Built an automated incentive system that tracks points, manages reward redemptions, and routes approvals while maintaining a real-time employee balance dashboard.

The Challenge: Many recognition programs rely on manual tracking or disconnected spreadsheets. Over time this leads to inconsistent point balances, unclear reward eligibility, and extra administrative work for managers.

The goal was to create a system that allowed leadership to recognize employee contributions while maintaining clear tracking and minimal manual oversight.

The Solution: I designed and implemented a centralized incentive management system built in Smartsheet that automates the full lifecycle of employee rewards.

Key components included:

• A points ledger that records all awarded points

• An employee balance summary that calculates real-time totals

• A redemption catalog that defines available rewards and point costs

• Approval workflows for reward redemptions

• Automated notifications for approvals, denials, and point awards

The system connects these components using cross-sheet references and automation rules to maintain data consistency.

Key Features

• Automated Balance Tracking

• Employee point totals update automatically as new awards or redemptions occur.

• Approval Workflow

• Redemption requests trigger an approval process, ensuring that only authorized managers approve rewards.

• Real-Time Dashboards

• Employees can view their current point balances and available rewards without manual reporting.

Data Integrity Safeguards: The system prevents duplicate redemptions and locks completed transactions to maintain historical accuracy.

Outcome: The incentive system replaced manual tracking with a transparent and automated process. Leadership can recognize employee contributions while employees always know their current point balances and reward options.

The system also reduced administrative overhead and ensured consistent tracking across the organization.