Setting Up Celebrations (Birthdays & Work Anniversaries)

Setting Up Celebrations (Birthdays & Anniversaries)

Display employee birthdays, work anniversaries, and custom milestones on your digital signage to celebrate your team.

Overview

The Celebrations feature allows you to:

• Display employee birthdays
• Celebrate work anniversaries with years of service
• Show custom milestones and achievements
• Filter by office location
• Auto-rotate through multiple celebrants

Data can be imported from: - CSV/JSON files - Upload spreadsheets or data files - HR Integrations: - Workday - Sync from Workday RaaS (Report as a Service) - Charlie HR - Sync from Charlie HR API (OAuth) - BambooHR - Sync from BambooHR directory API - Google Sheets - Sync from a live spreadsheet (coming soon)

Adding a Celebration Source

1. From the Dashboard, find the Celebrations section
2. Click + Add Source

[SCREENSHOT: Dashboard showing Celebrations section with “+ Add Source” button]

1. Enter a Source Name (e.g., “Team Birthdays”, “Work Anniversaries”)
2. Select the Data Source type from the available tabs:
3. When selecting HR Integration, you’ll see sub-options:

CSV/JSON Upload

The simplest way to get started is uploading a file with your celebration data. We have a csv template for you to download and add your own data.

Supported Formats

• CSV - Comma-separated values (Excel export)
• JSON - JavaScript Object Notation

Required Fields

Optional Fields

Example CSV

name,occasionType,occasionMonth,occasionDay,occasionYear,department,location
John Smith,birthday,3,15,,Engineering,Los Angeles
Sarah Johnson,anniversary,6,1,2019,Marketing,New York
Mike Chen,birthday,11,22,,Sales,Los Angeles

Example JSON

[
  {
    "name": "John Smith",
    "occasionType": "birthday",
    "occasionMonth": 3,
    "occasionDay": 15,
    "department": "Engineering",
    "location": "Los Angeles"
  },
  {
    "name": "Sarah Johnson",
    "occasionType": "anniversary",
    "occasionMonth": 6,
    "occasionDay": 1,
    "occasionYear": 2019,
    "department": "Marketing",
    "location": "New York"
  }
]

Uploading Your File

1. Select the CSV/JSON tab
2. Click Choose File or drag and drop your file
3. Preview the imported entries
4. Click Add Source

Workday Integration

Sync employee birthdays and work anniversaries directly from Workday using RaaS (Report as a Service).

Prerequisites

Before setting up the Workday integration, you’ll need:

1. A Workday Custom Report configured to output employee data via RaaS
2. Integration System User (ISU) credentials with access to the report
3. The RaaS JSON URL for your custom report

Setting Up the Workday Report

Your Workday administrator needs to create or provide access to a custom report that includes:

Getting the RaaS URL

1. In Workday, navigate to your custom report
2. Click Actions → Web Service → View URLs
3. Find the JSON URL (ends with ?format=json or similar)
4. Copy the full URL

Example URL format:

https://wd5-services1.myworkday.com/ccx/service/yourcompany/reports/Employee_Report?format=json

Connecting Workday

1. From the Dashboard, click + Add Source in the Celebrations section
2. Select HR Integration tab, then choose Workday
3. Enter a Source Name (e.g., “Workday Birthdays & Anniversaries”)
4. Paste the RaaS URL
5. Enter the Username (ISU username, often format: ISU_name@tenant)
6. Enter the Password (ISU password)
7. Click Test Connection

Test Connection Results

After clicking Test Connection, you’ll see:

• Success: Preview of entries found (birthdays and anniversaries)
• Authentication Error: Check username/password, ensure ISU has report access
• 404 Error: Verify the RaaS URL is correct and report is published
• No Data Found: Check report columns match expected names

What Gets Synced

The integration automatically creates two types of entries for each active employee:

1. Birthday Entry
2. Anniversary Entry

Privacy Note

Birth years and ages are never stored or displayed. Only the month and day of birth are used to determine when to show birthday celebrations.

Re-Syncing Data

To update data from Workday:

1. Find your Workday source in the Celebrations section
2. Click the Sync button
3. Fresh data will be pulled from Workday

This replaces all existing entries from that source with the latest data.

Troubleshooting Workday Connection

Workday Best Practices

1. Use an ISU account - Don’t use personal credentials; ISUs are designed for integrations
2. Limit report scope - Include only active employees to reduce data size
3. Schedule regular syncs - Sync weekly or monthly to capture new hires
4. Test with a small report first - Validate the connection before using a large dataset
5. Secure credentials - ISU passwords should be managed by IT/HR

Charlie HR Integration