📌 What is it?
When an employer gets started on RewardFlex, they configure their budget plans, assign their workers, and launch the budgets - which automatically triggers an invitation to each worker to sign the necessary documents and start using the platform.
This article covers a specific scenario: a worker joins mid-year, when plans are already active. They must then be manually added to the relevant plan and sent their invitation individually.
🛠️ Procedure
1️⃣ Add the worker in RewardFlex
First of all, the worker must be registered in the platform.
👉 Refer to the dedicated article on adding a worker to follow this step.
2️⃣ Add them to the relevant plan
Go to the plans dashboard, click on the plan the worker should be linked to, then click Add workers.
Select the worker from the list — only eligible workers (not yet assigned to a plan of the same type) are displayed.
3️⃣ Check worker compliance
For each selected worker, complete the required information (budget amount, mobility variables…). The form highlights missing or invalid data in real time.
✅ Compliant : All data is in order. You can proceed to the next step.
🔴 Non-compliant : Data is missing or incorrect. The relevant fields are highlighted - complete them before continuing.
⚠️ The worker is still marked as "non-compliant" even though all fields appear correct? Two possible reasons in the context of a mobility budget:
The budget amount exceeds 20% of the worker's annual gross salary. This is a legal requirement - the budget must be adjusted accordingly. 👉 Refer to the article on annual gross salary calculation.
The mobility budget amount does not comply with the legal caps. For 2026, the mobility budget must be between €3,233 (minimum) and €17,244 (maximum), while also respecting the 20% gross annual salary rule.
4️⃣ Define a start date
Select the month from which the budget should start loading. A key setting allows you to control the loading behaviour:
Start after signing (default) : The budget is only activated once the worker has signed the documents. No budget is loaded before signing.
Start from the selected month : The budget loads retroactively from the chosen month, regardless of the signing date.
ℹ️ You can modify this setting for all selected workers by clicking Bulk edit.
5️⃣ Launch and send the invitation
A summary screen presents the worker and their configured budget. Two options are available:
Launch : The budget is activated, but the worker does not yet receive a notification. You can send them the invitation later, individually or in bulk, from the plan management view.
Launch & send invitation : The budget is activated and the worker immediately receives an email inviting them to log in to their My RewardFlex space, sign the necessary documents, and start using the platform.
ℹ️ A confirmation is always requested before any sending.
✅ Result
The worker is assigned to the plan, their budget is active, and they can access RewardFlex as soon as their invitation is validated.