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.
1️⃣ Worker selection
Choose the workers to add to the plan from the list. Only eligible workers (not yet assigned to a plan of the same type) are displayed. A basket selection allows you to keep your choices while navigating from one page to another.
2️⃣ Compliance check
For each selected worker, complete the flex budgets (year-end bonus amount + employer contributions).
3️⃣ 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 have the option to edit this setting for all selected workers by clicking on Bulk edit.
4️⃣ Summary & launch
A summary screen displays all workers and their configured budgets.
Two options are available:
Launch: The budgets are activated, but workers do not yet receive a notification.
Launch & send invitations: The budgets are activated and workers immediately receive an invitation email to join the platform.
ℹ️ A confirmation is always requested before any sending.
✉️ Invitation management
You retain full control over when your workers are notified:
At launch: Invitations are sent immediately upon assignment.
Later: You can send invitations individually or in bulk at any time after assignment.
Never: You assign workers without sending a notification (useful for internal testing or phased rollouts).