Setting up Worklyfe for your company is pretty straightforward. After completing the following steps, you should be ready to deploy Worklyfe to employees to start motivating and inspiring them!
Setup Steps
Create your company's Worklyfe account
Add a funding source (to fund payments to employees through Worklyfe programs)
Import employee data (either manually or via integration with HRIS/payroll)
Create your Worklyfe programs
Start subscription
Provision employee accounts
There's a few optional steps you can take as well:
Configure budgets
Add additional admin users
1. Create a Company Worklyfe Account
The first step, if you haven't already, is to create a Worklyfe account for your company.
Note: This step should ideally be completed by someone at the company who has admin credentials for the company's bank account and HRIS/payroll systems. However, other admins can easily be added later so they can complete the necessary steps.
To create the company account, just visit the company registration page and submit the form.
2. Add a Funding Source
A funding source is a financial account that Worklyfe draws from in order to fund payments to employees through Worklyfe. For example, if you were to pay out a $2,500 sales incentive to a deserving rep, that $2,500 would debit from a designated funding source.
To add a funding source, follow the instructions outlined here: Add a Funding Source.
3. Import Employee Data
Importing employees can be done in two ways:
Manually, via spreadsheet import
Automatically, via HRIS/payroll integration
Worklyfe supports integrations with hundreds of HR software providers. In addition to importing employee information, many integrations (though not all) have the added benefit of allowing us handle adjustments for payments made through Worklyfe. Normally finance would manually account for spiffs, spot rewards, etc., but we can automate these adjustments in many cases.
However, even if you plan on connecting your HRIS/payroll provider, we recommend starting with a manual import. Some providers require a few weeks of setup time, so it's generally a smoother process to manually import at first, then let the integration kick in later. This might mean that finance needs to handle things manually for the first little bit, but Worklyfe can often take over once the integration is complete.
Some integrations are mostly instantaneous, and the manual import isn't necessary in those cases. Reach out to us to learn about the integration process for your specific provider.
To get started, see the manual import guide: Manually Import Employees.
If you also want to kick of the integration process, see the integration guide to connect your HRIS/payroll provider: HRIS and Payroll Integration.
4. Create Your Worklyfe Programs
Worklyfe enables you to implement a variety of motivational, individualized programs for your employees. Every initiative you create in Worklyfe is designed to help employees feel more connected to their work and more motivated to achieve both their personal and company-driven goals.
Note: You can create and configure all your programs in an "inactive" state. This allows you to make sure everything is setup correctly before making programs live. You can also create multiple programs of each type and use filters to limit eligibility.
Below are the different types of programs you can offer.
Matching Programs
Matching programs allow employees to deduct a fixed amount from their paycheck that gets deposited into their Worklyfe Balance, and the company can offer a matching contribution up to a designated amount. You might use this type of program in place of a wellness stipend or gym membership so that people can utilize the benefit in a way that is more personally meaningful.
Milestone Programs
Milestone programs come in two forms: birthday programs and tenure programs.
Birthday programs allow you to give employees a fixed amount reward annually on their birthday. After you setup the program, Worklyfe automatically distributes these rewards.
Tenure programs allow you to create a set of milestones that trigger an automated reward to employees based on a set amount of time from their employment start date. For example, you could configure milestones to reward employees $100 after 1 year, $200 after 2 years, and so forth.
Incentive Programs
Incentive programs allow to you run one-off incentives like sales contests, product pushes, etc. Incentives can be fixed or individualized, and you can keep track of earned versus potential amount to show each participant their progress toward the goal. Publicly visible incentives allow participants to see each other's progress and any personal goals they've created for the incentive.
Reward Programs
Reward programs provide a vehicle through which to issue one-off rewards like spiffs, spot rewards, referral bonuses, etc. You might use reward programs to replace gift cards and swag so that you're contributing directly to employees' personal passions and pursuits.
Peer Recognition Programs
Peer recognition programs allow employees to show their appreciation for each other and callout great performance. You set the parameters for the program, then employees are empowered to reward and support each other in their goals with company-funded contributions to their Worklyfe Balances.
5. Start Subscription
In order to activate your Worklyfe programs and make them available to employees, you'll need to start your subscription for the software.
To subscribe, click the company settings icon, then click the billing link, and click the get started button.
This takes you to a checkout page where you can provide payment information and start the subscription.
6. Provision Employee Accounts
With all the previous steps complete, everything should be configured, and your imported employees should have inactive accounts. The last step is to send email invites from Worklyfe so employees can activate their accounts.
You can invite individual employees one by one, or you can invite all imported employees at once. If you've connected an HRIS provider, you can turn on the auto-invite feature to invite all currently imported employees, then Worklyfe will automatically invite new employees to activate their accounts whenever they are imported from your directory.
See the guide on provisioning employee accounts to learn more: Provision Employee Accounts.