📝 What is this about?
When an employer starts on RewardFlex, they configure their budget plans, assign their employees to them and launch the budgets - which automatically triggers the sending of an invitation to each employee so that they sign the necessary documents and start using the platform. This article covers a specific case: an employee arrives during the year, while the plans are already active. You must then manually add them to the relevant plan and send them their invitation individually.
⚙️ Procedure
1️⃣ Add the employee in RewardFlex
First of all, the employee must be registered in the platform.
👉 Refer to the article dedicated to adding an employee to follow this step.
2️⃣ Add them to the corresponding plan
Go to the plans dashboard, click the plan to which the employee should be attached, then click Add employees.
Select the employee from the list - only the eligible employees (not yet assigned to a plan of the same type) are displayed.
3️⃣ Check the employee's compliance
For each selected employee, complete the required information (budget amount, mobility variables…). The form highlights in real time the missing or invalid data. ✅ Compliant: All the 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.
⚠️ Is the employee still marked "non-compliant" even though all the fields seem correct? Two possible reasons in the context of a mobility budget:
The budget amount exceeds 20% of the employee's annual gross. This is a legal requirement — the budget must be adapted accordingly. 👉 Refer to the article on calculating the annual gross (link to be inserted).
The mobility budget amount does not respect the legal ceilings. For 2026, the mobility budget must be between 3 233 € (minimum) and 17 244 € (maximum), while respecting the 20% rule of the annual gross.
4️⃣ Define a start date
Select the month from which the budget should start loading. A key parameter allows you to control the loading behavior:
Start after signing (default): The budget is only activated once the employee 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 parameter for all selected employees by clicking Bulk modification.
5️⃣ Launch and send the invitation
A summary screen presents you with the employee and their configured budget. Two options are available to you:
Launch: The budget is activated, but the employee does not yet receive a notification. You can send them the invitation later, individually or in bulk, from the plan management.
Launch & send the invitation: The budget is activated and the employee 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 employee is assigned to the plan, their budget is active, and they can access RewardFlex as soon as their invitation is validated.