Worklyfe gives you flexibility in how you provision employee accounts. You can manually import and invite employees, you can connect to your HRIS provider and automatically invite them, or you can take a hybrid approach. Here we will go over the basics of getting Worklyfe accounts into your employees' hands, and provide a few suggested workflows for making everything run smoothly.
Provisioning Accounts
What you'll need to get started:
This section assumes that you've either completed the process of synchronizing employee data with your HRIS, or that you've manually imported employee data.
After you've imported employee data into Worklyfe, you can go to the employees page and see a list of all employees and their account status:
Account Provisioning After a Manual Import
If you performed a manual import of employee data and used the import & invite workflow, your employees will show a status of "invited," and there's nothing more you need to do (except maybe re-send invites to any stragglers later on).
However, if you used the import only workflow, all imported employees will show a status of "uninvited." At this point, you just need to manually invite employees by selecting employees on the table and clicking the "Invite selected" button:
Inviting employees sends them an email from Worklyfe with a link to activate their account and changes their status to "invited." (See below for an overview of the employee experience after receiving an invite.)
Account Provisioning After an HRIS Sync
Similar to the workflow above, you can either manually invite individual employees or invite them all at once using the invite all button. If you've connected your HRIS and completed the sync process, you also have the option of turning on the "auto invite" feature:
Enabling this feature does two things: 1) all currently imported employees will be invited to activate their accounts, and 2) Worklyfe will automatically send invites to new employees when they are imported from the regular automated sync. The idea is to provide a "set-it-and-forget-it" option. If you plan to pilot the programs with a select group of employees before rolling out more broadly, you should keep this feature disabled.
Suggested Workflows
As mentioned, there are a number of possible workflows for provisioning employee accounts. You might already have a good idea of what process will work best for you, but below are some examples just in case:
Manual Import + Ongoing HRIS Sync
If you plan on connecting your HRIS provider to Worklyfe, we might recommend an initial manual import first. Some providers can take several weeks to get setup, so depending on the provider, it might be best to take a hybrid approach. It might look something like this:
Manually import employees
Initiate the integration process (which can take 2-6 weeks)
Configure Worklyfe programs and budgets
Manually send initial invites to provision accounts
Once integration is complete, turn on auto-invite to stay in sync
Manual Import + Manual Sync
If you don't plan on integrating with your HRIS provider, or if you want to hold off on integrating for one reason or another, then the manual import flow is the way to go:
Manually import employees
Configure Worklyfe programs and budgets
Manually send initial invites to provision accounts
Manually import and send invites for new employees in the future to stay in sync
HRIS Import + Ongoing Sync
If your HRIS is one of the providers that has a quick integration process, we can often import employee data instantly. In this case, your workflow can be simple and quick:
Complete integration process and initial HRIS sync to import employees
Configure Worklyfe programs and budgets
Turn on auto-sync to invite all current employees and automatically invite new employees in the future
Employee Experience
From the employee's perspective, the account provision process is very simple. After you send an invite, the employee receives an email with a link to activate their account:
From there, they are taken to a page to set their account password. Once the form is submitted, their account is now active, and they go through a quick onboarding process.
The initial onboarding flow is optional. New employees are prompted to take a wellbeing survey, walk through a reflection and discovery exercise, then set a "personal summit" that they would like to work towards. This process is designed around positive psychology to help people surface at least one goal that will be truly meaningful and motivating to them.
After completing the onboarding flow, they're taken to their new Worklyfe account, where they can take advantage of all the programs you have to offer:
