To enrol your staff to a benefits package, you'll need to add their details to Kota and specify who should be assigned to which package - in case you decide to offer different benefits to different team members.
This is done in two steps: first, you'll need to add your employees and some of their info. Secondly, you'll associate them with a package. Your staff will only be invited to join Kota when you assign them to a benefits package.
Don't know how to create a package? Check out this article.
1. Add employees' information
1. Add employees' information
When you are on the People page on your employer account, you'll find three ways to add your employees to Kota.
Sync with your Human Resources Information System (HRIS)
Click on the 'Connect HRIS' button on the top right corner and select the platform you're using. Insert any API information requested (you might need to consult with your IT team or search for these details in your HRIS) and confirm. The People section will then be automatically populated with the data you have on your HR system.
Once this sync is activated, any new team member will be automatically added to Kota. You'll just have to manually assign them to the adequate benefits package.Upload an Excel file
Click the ‘Add members’ > 'Upload .xls file' in the top right corner and download the template file so you know what data is needed and under what format.
Fill in that Excel file with your staff details, save it, and upload it back to Kota.
If there are any validation errors with the file, we'll specifically display them as soon as you upload the file, so you can correct the errors, and re-upload the Excel file.
Manually add your team one by one
Click the ‘Add members’ > 'Add manually' in the top right corner and insert the requested personal and employment details about the person. Confirm by clicking on the "Add Person" button at the bottom.
2. Associate employees with a benefits package
2. Associate employees with a benefits package
Once you have added all employees to Kota via your employer account, and you have created your benefits package/s, you need to assign your employees to a package, so they can enrol. It is only when you associate your staff members with a package that they'll receive an invitation to sign up to Kota, download our mobile app, review the benefits offered, and activate them.
When you create a package, you can choose to add people to the benefit package at that time of creation (it's one of the optional steps of the package creation process) or you can choose to add people to the benefit package later.
If you decide to do it separately at a later stage, simply head to the Benefits page and click 'Manage benefit' for the package you want to add new members to. Click the '+' button in the Members section of the page, and select those employees you want to add. They will then receive an invite to join Kota and enrol themselves in the benefit you have offered. On your end, you'll only be invoiced for any employees who actually enrol in a benefits package and are actively availing of the benefit.
If you don't see the name of your employee on the list of people to add, make sure that you have already added that employee to the 'People' section on your Kota account, and that their country of residence matches the benefits package you are offering. Benefits are country-specific, so if you have a global team, you should have a benefits package per country.