Requests, campaigns and enrolments for HR

The Human resources space of the Benefits module is the day-to-day management tool: you process employees’ requests, run enrolment campaigns, enrol or unenrol employees in bulk and follow costs and enrolment rates. This article covers the Requests, Campaigns, Enrollments and Reports tabs. It is for HR and administrators; the Social protection tab has its own article.

Before you start #

• The Benefits module must be installed and enabled (see Getting started with the Benefits module).
• The HR space opens with the Benefits administration — access permission. The Administrator and HR roles hold it.
• Each tab follows its own permission:
  • Requests: Process benefit requests (approve / reject), Access level to read, Execute to approve or reject;
  • Campaigns: Enrollment campaigns (create, relaunch, close), Access level to read, Execute to create, remind and close;
  • Enrollments and Reports: Benefits payroll summary and roster.
• Only the tabs you are allowed show up; the screen opens on the first one.

Opening the HR space #

Click Benefits in the left-hand menu. The header reads Human resources. The Admin / Employee selector, top right, takes you to your own employee view, described in The employee space. The open tab is kept in the page address, so you can bookmark it.

Processing requests #

The Requests tab gathers what employees and HR have submitted: enrolments, waivers, life events, arrivals and departures.

1. Read the counters: Pending, Enrollments, Waivers, Life events and Movements (arrivals and departures).
2. Filter if needed with All, Enrollment, Waiver, Life event, Arrival or Departure.
3. Each row gives the employee, their department, the request type, its summary and its submission date.
4. For a pending request, click Approve or Reject. The message “Request approved” or “Request rejected” confirms; the row gets the Approved or Rejected badge and the word “decided” followed by the date.

Without the Execute level, you read requests without buttons. An empty list shows “No request”: enrolments, waivers and life events declared by employees land here.

The decision records your answer. The changes it calls for — removing an enrolment after a waiver, adding a child after a birth — are then made in the Enrollments tab or in the employee’s profile.

Running an enrolment campaign #

A campaign opens a window during which employees review their choices, for example before the annual renewal of contracts.

Creating a campaign #

1. In the Campaigns tab, click New campaign.
2. Enter the Title (required) and, if you wish, the Start and End dates. The end cannot be before the start.
3. Click Create. The message “Campaign created” confirms.

The campaign’s target is the active headcount when it is created.

Following, reminding, closing #

• The Active card shows the period, a progress bar and four counters: Responded (out of the target), New enrollments, Waivers and Pending.
• Remind non-responders: the message “Reminder sent” confirms the action.
• Close: the campaign moves to the Campaign history, with its period, its response Rate and the Closed status. The message “Campaign closed” confirms.

These two buttons only appear at the Execute level of the campaigns permission.

Enrolling and unenrolling in bulk #

The Enrollments tab manages enrolments benefit by benefit, for one employee or several at once.

1. In the Benefit list, top right, choose the benefit. Only active benefits are listed.
2. Find employees with the Search an employee, site, contract… field: it searches the name, site, contract and department.
3. The Status column shows Enrolled or Not enrolled. For one employee, click Enroll or Unenroll at the end of their row.
4. For several, tick them: a bar shows how many are selected and offers Enroll, Unenroll and Cancel.
5. The message “Enrollments saved” or “Unenrollments saved” confirms.

The list shows twelve employees; Show more adds twenty-five per click. An enrolment made here does not say who is covered: in the benefit’s detail, its coverage shows as “Not specified”. To cover relatives, employees enrol themselves from their space. If no benefit is active, the screen says so and invites you to activate one from Settings › Benefits › Catalogue.

Enrolment by a manager remains possible even when employee self-service is switched off: that is precisely what allows central management.

Reading the reports #

The Reports tab gives three views of the active offering.

• Employer cost by category: for each category, the employer share per head multiplied by the number of enrolled employees, per month.
• Adoption rate by benefit: enrolled employees over eligible employees, as a percentage.
• Budget simulation: move the Employer rate and Estimated adoption rate sliders; the screen recalculates the Current cost, Scenario cost, Monthly impact and Annual projection. Reset goes back to 60% and 80%. Benefits without an employer rate are left out of the projection and listed under the result.

The simulation changes nothing: it helps you prepare a negotiation or a budget.

Good to know #

• Only active benefits count in enrolments and reports.
• The employer cost relies on the prices entered in the catalogue; a benefit without a price counts as zero.
• The Admin / Employee selector shows your own view: what you do there concerns your own benefits.
• A decision on a request does not send a message to the employee; let them know if needed.

Frequently asked questions #

I cannot see the Approve and Reject buttons. #

Your role holds the requests permission at Access level only. You need the Execute level to decide.

A benefit is missing from the Enrollments tab list. #

It is still a draft. Activate it in Settings › Benefits › Catalogue.

Can I run two campaigns at the same time? #

The screen highlights a single active campaign. Close the previous one before starting a new one to keep tracking readable.