Admins can now set up benefits for Total Rewards and Visual Offer Letters through the Settings page!
To set up benefits, Admins can navigate to Settings in the sidebar and click on the Communicate tab to see Benefits. Admins can also request their CSM to assign the Benefit view and edit permissions to other users who should have this access.
Benefits include the benefits, stipends, or perks that are given to all employees or specific employee groups. These can include anything from catered lunches to health insurance to remote work setup.
Candidates will see these benefits in their Visual Offer Letter and employees will see these benefits in their Total Rewards.
We require all benefits have an icon, a name, a description and an optional value. The value will be used to calculate the total Benefits value that is then summed towards the Total Compensation. The value will also be displayed beneath each benefit.
User groups determine which group of employees or candidates have access to a specific benefit variant.
A company often has a separate set of benefits depending on metro, city or country. While all employees will have a meal stipend, San Francisco residents might have access to catered lunch at HQ while New York residents might have access to Doordash or Seamless credit. A company may also have a separate set of benefits depending on Department. For example, employees in “Engineering” might have a different Home Office stipend amount than employees in “Operations”.
We will pull the filter values for the Currency, City, Country, Department, Employment Type and Metro types directly from the HRIS and ATS job fields. Any values found in the HRIS will be automatically shown in the dropdown. Admins can also input custom values not found in the HRIS directly into the dropdown, for example, if a company is preparing to launch an office in a new country.
Everyone User Group
There is a default “Everyone” group listed in the User Groups list view that admins use. This group includes all employees and candidates and cannot be edited or deleted. Customers who only have one set of benefits for all employees do not need to create any user groups and can leave all benefits assigned to “Everyone”.
Creating a Benefit for Everyone
To create a benefit that all employees and candidates can see, navigate to “Benefits” and create a new benefit with an icon and name. Then add a single variant card assigned to “Everyone”, and add a description and value. The value should be the annual value of the benefit, will be displayed under the description, and will also be used to calculate the total benefit value that employees and candidates will see in their Total Rewards and Visual Offer Letters.
Customers with Workday can map their benefit to the correct benefit type and will see personalized benefit values on a per-employee basis. All other customers can optionally map their benefit to the correct type for future integrations support.
You will also be able to verify that the “Everyone” group now has access to all three benefits:
Creating Custom User Groups
To create separate benefits for distinct user groups (based on city, department, etc), first create your user groups by clicking on the User Groups tab and clicking “Create User Group”
User groups are defaulted to all “Candidates & Employees”. However, you can choose to create a user group that is only Candidates or only Employees if you want to point Employees to internal resources in the description that Candidates might not have access to.
You can add conditional logic by adding filters or filter groups. Clicking “Add Filters” will add an AND to the current condition while clicking “Add Filter Group” will add an “OR” statement between groups. The filter values for Currency, City, Country, Department, Employment Type and Metro are pulled directly from the HRIS job field.
In this example, a company has a separate meal stipend for New York and Chicago employees vs San Francisco employees, so you would create two custom user groups:
You can first create the user group for San Francisco, defining it as all candidates and employees where City equals San Francisco.
For the New York and Chicago user group, you can use the “Is One Of” option to define the group as employees and candidates where the city is one of Chicago or New York.
Creating a Benefit with Variants
Next, you can go ahead and create our meal stipend benefit. Because you will have a separate description and value for New York and Chicago vs San Francisco, you will create two benefits variants.
For each variant, select the user group that will see this variant, then add a description and value.
An employee or candidate from San Francisco would log in to see a different description and value than an employee or candidate from New York City or Chicago for the meal stipend benefit.
You can still create benefits assigned to the Everyone group that all employees can enjoy regardless of location. You can reorder the benefits by dragging the dots on the left-hand side of the benefit name.
Hiding Benefit Values
If you are looking to hide the benefit value that is displayed in the screenshot below, that is configurable!
To do this, you will need to pull up the benefit variant and uncheck the Show Value in Total Rewards check box.
Unchecking that box will remove the Benefit Value from being displayed for that specific variant. If the benefit variant still has a value it will contribute to the total benefits value that is displayed, but that value will not be displayed on directly next to the explanation of that benefit. If you do not want the value displayed and also do not want it to contribute to the total, do not add a benefit value to the variant.
Adding rich text and links to your benefits
You will notice that you are able to add rich text and hyperlinks within your benefit descriptions! These are configurable via the menu shown below:
This lets you to make text bigger, italicize, bold, or underline text, and add hyperlinks. This allows for more customization to be displayed for your benefits! Here is an example of this:
To preview the benefits, admins can navigate to an employee’s Total Rewards portal to verify that the benefits are set up correctly previous to launching Total Rewards internally.
For example, previewing the Total Rewards portal of an employee in San Francisco confirms that they only see the meal stipend description and value for San Francisco employees.
If you have any questions about setting up benefits, or you are an admin and are not seeing this option within your account, please reach out to your CSM or reach out to support here.