Your employee recognition program, managed end to end
We run your rewards platform, handle fulfillment across Canada, and keep everything connected to your HR systems, so your team can focus on people, not logistics.
Your employee recognition program, fully managed
Most employee recognition vendors sell you a platform and wish you luck. You still manage the catalog, process orders, coordinate fulfillment, field employee questions, and reconcile budgets. That is not a solution; it is a second job.
Our managed service model works differently. You define the objectives, the budget, and the rules. We handle the rest.
Here is what we take off your plate
- Platform setup and branding: your employee store, configured and maintained by our team, branded to your organization
- Product sourcing and catalog curation: we select, vet, and recommend products that fit your program and your brand standards
- Decoration and customization: embroidery, screen printing, heat transfer, and sublimation, produced in our facility or through trusted Canadian partners
- Order processing and validation: every order checked for eligibility, budget compliance, and product availability before it ships
- Fulfillment and shipping: picking, packing, quality inspection, and delivery from our Ontario warehouse to anywhere in Canada
- Employee support: your people contact us directly when they have questions. Your HR team is not fielding day-to-day inquiries
- Reporting and program reviews: regular visibility into spending, order activity, inventory, and program performance
You keep authority over program direction, policy decisions, and budget parameters. We handle the operations. Learn more about our fulfillment and managed service model.
Recognition programs for every milestone
Your organization has different recognition needs, and a one-size-fits-all approach does not work. We configure separate program tracks within a single platform, each with its own catalog, eligibility rules, budget controls, and delivery options.
Hosted online stores
Branded employee stores where your people browse and select items within the parameters you set. Ideal for ongoing recognition, corporate merchandise, and self-service ordering with budget or eligibility controls.
Employee recognition programs
Milestone-based programs for service anniversaries (3, 5, 10, 15, 20, 25+ years), safety achievements, spot recognition, onboarding, and retirement. Eligibility is managed through SCIM integration, data feeds, or manual entry, so employees see only the items and milestones they qualify for.
Corporate merchandise programs
Centralized ordering for branded apparel, promotional items, and corporate gifts. Role-based access ensures the right people can order the right products within defined budgets.
Public sector programs
Programs built for the compliance and accountability requirements of government, municipalities, and broader public sector organizations. OECM approved supplier.
Event merchandise
Short-run stores for conferences, trade shows, team events, and campaigns. We set up, fulfill, and tear down, so your team focuses on the event itself.
Delivery options that fit the moment
How recognition is delivered matters as much as what is delivered. We support multiple delivery methods so you can match the experience to the occasion.
| Delivery method | When to use it |
|---|---|
| Automatic access | Employee sees eligible items in their store based on milestone data from your HR system |
| Manager presentation | Manager orders the item and presents it in person at a team meeting or ceremony |
| Direct to employee | Item ships directly to the employee's home address, ideal for remote or distributed teams |
| Claim code | Employee receives a code by email and selects their own gift from an eligible catalog |
| Digital notification | Employee receives a branded digital notification with details on how to access their recognition |
| Bulk delivery | Items shipped in bulk to an office, event venue, or distribution point for local handling |
Whether you are recognizing a 25-year service anniversary with a personalized keepsake or welcoming 200 new hires with branded onboarding kits, we match the delivery to the moment.
Connected to your systems
Your employee store connects to your existing identity infrastructure. Accounts are created and updated automatically as people join, move within, or leave your organization.
This means your IT team is not manually creating accounts or resetting passwords. Your HR team is not maintaining eligibility spreadsheets. The system stays in sync with your organization automatically.
- SCIM 2.0 provisioning from Microsoft Entra ID: accounts created, updated, and deactivated automatically based on your directory. No manual account management required
- CSV import: bulk upload employee lists for organizations without SCIM, with scheduled or on-demand updates
- Passwordless authentication: employees log in with a one-time code sent to their email. No passwords to manage, no VPN required, works from any device on any network
- Automatic deprovisioning: when an employee leaves, their store access is revoked through the same provisioning feed that created it
- Self-service address updates: employees update their own shipping address directly. Other profile fields are managed through provisioning to maintain data integrity
Built for programs that need accountability
Your employee recognition program handles personal information, manages budgets across departments, and needs to stand up to audit. Our platform enforces governance controls systematically, not through manual review or spreadsheets.
Role-based access and budget controls
- User roles: Viewer, Buyer, and Manager roles with distinct permissions and catalog visibility
- Catalog visibility controls: employees see only the products and milestones they are eligible for
- Milestone-based access: catalogs unlocked automatically based on service data from your HR system
- Budget controls: per-manager, per-employee, and per-department spending limits, enforced automatically
- Approval workflows: configurable per program, so the right people authorize the right spending
- Full audit trails: every transaction logged with timestamps, user identification, and action details
Compliance credentials
- PCI DSS Level 1 compliant: the highest standard for payment processing
- SOC 2 Type II audited: independently verified security controls
- PIPEDA and Privacy Act compliant: your employee data handled according to Canadian privacy law
- OECM approved supplier: pre-qualified for Ontario public sector procurement
Standard reporting
Reports covering order activity, fulfillment metrics, budget utilization by department, inventory levels, product performance, and user access are available on demand through the admin interface, on a scheduled delivery to your inbox, or as custom reports developed for your specific requirements.
How we work together
Getting from contract to live program typically takes four to twelve weeks, depending on complexity.
| Phase | What happens | Typical timeline |
|---|---|---|
| Discovery | We define your program objectives, products, recognition milestones, eligibility rules, and branding together | Weeks 1-2 |
| Configuration | Platform setup, catalog curation, governance rules, provisioning integration, and store branding | Weeks 2-4 |
| Testing | User acceptance testing: your team validates everything before we go live | Weeks 4-8 |
| Training and launch | Administrator training, employee communications support, and go-live | Weeks 6-12 |
Simpler programs can be live in as few as four weeks. More complex programs with custom SCIM integrations, multi-tier catalogs, and department-level budget controls take closer to twelve weeks.
For organizations transitioning from an existing provider, we provide onboarding support at no additional cost, including account migration, catalog configuration, user training, and coordination to minimize disruption during the switch.
What our clients say
“Ladybug Designs manages our entire employee recognition program, from warehousing service pins to shipping anniversary gifts across Canada. We do not think about logistics anymore.”
— HR Manager, national enterprise client
“The managed service model changed everything. We went from chasing orders and spreadsheets to just setting the rules and letting the program run. Our employees actually use it now.”
— Director of People Operations, distributed technology company