Add beneficiaries

To issue a mobility budget to a new beneficiary, go to the Business Travel tab. Select Add beneficiaries and choose either a flexible mobility budget or a monthly mobility budget.

If you want to issue a flexible mobility budget to some employees, for example, once a year and a monthly mobility budget to others, add the beneficiaries in two separate groups.

First select Flexible mobility budget, add the beneficiaries and send the invitations. Then select Monthly mobility budget, add the beneficiaries and send the invitations.

Add beneficiaries

Select the invoice on which you want to include the beneficiary or beneficiaries. By default, the invoice is Business Travel, and the reference is Business Travel. If you want to divide beneficiaries across multiple invoices, first provide the details and reference for the new invoice by emailing [email protected].
Select the mobility budget amount.
Validity: This function is optional. If you do not edit the dates, the benefit will be effective immediately and remain valid until further notice. If you wish, you can set a validity start date and/or end date of your choice for the benefit.
Enter the employee’s work email address in the white field. You can also copy a list of employees, for example, from an Excel file. Use a line break, semicolon, comma, or space to separate the email addresses.
You can also add an employee number and/or an identifier of your choice to the beneficiary's details to be shown in the report.
Alternatively, you can upload the beneficiary details as an Excel or CSV file from your computer.
Select Continue.

Check the information

Please make sure that the beneficiaries’ details are correct. If a beneficiary already exists in the system, you will receive a notification. In this case, instead of adding the beneficiary, you can edit their details in the Beneficiaries view.

Once you have checked the information, send the invitations. The invitations are sent to the employees immediately by email and are valid for 30 days. If the employee does not activate the benefit within 30 days, send a new invitation.

The employee will receive the invitation immediately, even if the benefit is set to start at a later date.

Add employees by using an Excel or CSV file

The file to be imported must contain the employees’ email addresses. If necessary, you can also add an identifier and/or an employee number. All details must be in separate columns. Please note that you can use the same identifier for several employees, but each employee must have a unique employee number.

To add employees using an Excel or a CSV file, do as follows:

Select Upload Excel or CSV file and select the file on your computer.

In the next view, select the correct data columns under the appropriate headers:

In the first column, select the employees’ email addresses.
In the second column, select the identifier.
In the third column, select the employee number.

You can also add employees using only their email addresses. Identifiers and employee numbers are optional.

Once you have added information in the columns, click Confirm.