Recording a recipient tells Rhythm that someone won an award. Approving an application or choosing a winning nomination does not create a recipient record, so record the win as a separate step whether or not there was an application or nomination.
When to Use This
Use this after judging or the final decision is complete and you are ready to record the winner. You can record the recipient from scratch, or you can start from the winning application or nominee.
Prerequisites
- Permission to create recipients.
- The winner — a contact or an organization — must already exist in Rhythm.
Record a Recipient from Scratch
- Go to Awards › <award name> › Recipients.
- Select Add a Recipient.
- Search for and choose the winner — a contact or an organization.
- If the award uses recipient categories, choose a Recipient Category. This is required for a tiered award, and the form will not save without it.
- Adjust the date if needed. It defaults to today.
- Add internal notes and any custom field values, then save.
Result
Rhythm saves the recipient and opens the full recipient record. The win now appears on the winner's record and, after the reporting copy catches up, in the award's recipient count and report.
Tip
You do not need an application or nomination to record a recipient. Recording a win is its own step: open the award, go to Recipients, select Add a Recipient, and choose the winner and category.
Start from an Application or a Nominee
- Open the application or nominee that the winner came from.
- Select Create Award Recipient.
- Rhythm opens the recipient form for this award with the winner already filled in. Choose the category, confirm the date as you would when starting from scratch, and then save.
Result
Only the winner carries over from the application or nominee. The recipient record does not keep a link back to the application or nomination, so you cannot open one from the other later. Approving an application or nomination does not create anything automatically; you still need to create the recipient yourself.
Why Rhythm Won't Let You Save This Recipient
- A recipient for this winner, award, and category already exists. Rhythm will not save a duplicate. Open the contact's or organization's existing recipient record instead of creating another one.
- No category was chosen on a tiered award. Choose one of the award's recipient categories before you save.
- The date is missing. Every recipient needs a date.
Warning
If you record an organization as the winner, make sure a contact is linked to that organization. An organization recipient with no linked contact can still save and will show up in search results, but its Recipient 360 page can fail to open.
Warning
Once you save a recipient, you cannot change its winner or category. If you recorded the wrong winner or category, delete the recipient and record it again instead of trying to edit those fields.
Tip
Rhythm copies the winner's name and other contact details to the recipient record when you save it. That copy is a snapshot, so it does not update automatically if the winner's own record changes later. If the winner's details look out of date on the recipient, open the recipient and save it again to refresh the copy.
Related
To find the nominee whose win you're recording, see Search and Review Nominations and Nominees. To find the application instead, see how staff manage applications and record decisions on them.