Adding, Removing & Updating Employees in Your Flare Benefits Account

 

Adding & Updating Employees

It’s essential that you not only add new employees to gain benefits access, but maintain an accurate and up to date record of active employees. This can be completed via a Batch Upload.
 
Please note you should NOT use the batch upload function to:
  • Update an employee’s email address
  • Terminate employees
  • Re-add terminated employees
 
To add an employee to Flare and/or update the information for your existing employees:

 

1. Navigate to Organisation > Manage Employees and click Batch upload. This will open the Batch Load Employees menu.

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2. Under the Load from employee spreadsheet heading, select Basic in the Import Template Type dropdown.

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3. In Step 1 of the Batch Load Employees page, select:

  • Full name information
  • Full employee details
  • Employee’s address
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If you would like to have more information stored against your employees in order to filter between them, you may wish to include the Role details set of columns. This includes fields such as the Legal Entity, Division, Department, Job and Location.
 
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4. After you have selected your groups of columns you are ready to download the Employee Import Spreadsheet in Step 2 of Batch Load Employees page.

 

If you would just like to add new employees to your account, click Get Employee Import Spreadsheet. This will then download a blank spreadsheet containing the groups of columns selected in Step 1.

 
Alternatively, if you would just like to add new employees to your account AND review and update your existing employee information click include existing employee info in the spreadsheet before clicking Get Employee Import Spreadsheet.
 
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5. This will then queue for download a spreadsheet containing the groups of columns selected in Step 1 and your existing employee information for these columns.
 
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6. Once ready for download this will be available in your Action Items, which may be accessed via the Bell Icon in the top right-hand corner of your screen. You will additionally receive an email once available.
 
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7.  After downloading the file you can then added in the details of any new employees that you would like to provide with Flare Benefits access as well as updating the details of any existing employees if you have chosen to do so.

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The columns should be completed as follows:
 
Column Mandatory in Import Instructions / Notes
First Name Yes  
Last Name Yes  
Status Yes Please select Active from the dropdown
Email Yes

You must enter a unique value email address

Address1 No

This field is recommended to include

Address2 No

This field is recommended to include

City No

This field is recommended to include

State No

This field is recommended to include

Postal Code No

This field is recommended to include

Country No

This field is recommended to include

EthnicOrigin No

 

DateOfBirth No

This field is recommended to include

Format: yyyy-mm-dd

Please note users must be over 13 and under 100 to access benefits

Gender Yes

Please select from the dropdown list

WorkPhone No

 

MobilePhone No

This field is recommended to include

Please enter a +61 or 04 number 

HideMobile No

 

HideMobile No

 

Title No

This field is recommended to include

MiddleName No

This field is recommended to include

PreferredName No

 

 
 

8. Once ready to upload, navigate back to the Batch Load Employees page to Step 3

 

If you have just added new employees to the spreadsheet click Upload Employee data into Flare and then select your file.

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If you have added new employees to the spreadsheet AND also updated the details of existing employees click Existing employee info will be updated followed by Upload Employee data into Flare and then select your file.

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If you have included Role details and have added in any new divisions, departments, jobs, or locations that don’t exist in Flare, click Update divisional structure as determined by import file prior to clicking Upload Employee data into Flare.

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9. Once you have selected your file it will begin to upload and you will be notified that the batch upload is in progress (or alternatively if there are any errors with the file that need addressing).  If there are any errors the file will not be imported.

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10. After the import has been completed, you will receive an email notification confirming this.

 

Any new employees added will automatically receive a welcome email from Flare providing them with the log in details required to access benefits and any updates to existing employees will occur immediately.

 

Terminate Employees

When an employee has concluded their employment, they should have their access to Benefits removed by changing their status to terminated in Flare.

To terminate an employee in Flare:

 

1. Navigate to Organisation > Manage Employees

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2. In the Manage Employee Status table locate the employee you would like to terminate and select Set status. You may select the filter icon on any of the columns to assist in locating employees.

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3. In the Set status pop up:

  • select Terminated in the status dropdown and enter an Effective date;
  • select the Type of change, Reason for change, and add Notes for auditing purposes as required; and
  • click Update status.
 
The Effective date will determine when the employees status will change to Terminated. This may be used to forward date any upcoming changes.
 
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Once an employee's status has updated to Terminated they will no longer have access to their Flare account unless re-added. 
 
 

Adding Previous Employees

Sometimes you may wish to re-add an employee that has been already added to Flare in the past and had their access removed.
 
 
To re-add an previously Terminated employee to Flare:

 

1. Navigate to Organisation > Manage Employees, and selecting Terminated employees in the Show the following employees dropdown.

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2. In the Manage Employee Status table locate the employee you would like to re-add and select Set status. You may select the filter icon on any of the columns to assist in locating employees.

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3. In the Set status pop up:

  • select Active in the status dropdown and enter a Start date;
  • select the Type of change, Reason for change, and add Notes for auditing purposes as required; and
  • click Update status.
The Start date will generally determine when the employees status will change to Active and they gain access to their Flare account. This may be used to forward date any upcoming changes.
 
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4. Once the Start date has been reached, resend the employee’s welcome email.

 

Updating an Employee’s Email Address

Keeping an employee’s email address up to date in Flare is important, as this is what your employees will use to log in.
 
If an employee has been added with an incorrect email address or has their email address changed (for instance, from a personal to work email address), please:

 

1. Navigate to Employees > Employee Details > Personal Details and enter the name of the employee you would like to update in the search bar, selecting them in the dropdown

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2. Under Name and contact enter in the employee’s email address under Email.

Please note that the Personal email field is NOT used to log into Flare.

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3. In the top right-hand of the page click Save.

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4. You should then notify the employee that when they next log into their Flare account they will need to enter their updated email address. 
 
 

Benefits Admin Permission Group

If you would like someone to be able to:
  1. Add, edit, and/or remove employees in your account; or
  2. Set or be set as the benefits owner.
 
They will need to have the appropriate security permissions, which can be allocated by adding them to the Benefits Admin permission group.
 
To add or remove an employee as a Benefits Manager:
 

1. Navigate Settings > Security > Permission Groups and select Benefits Admin from the drop down.

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2. Select the Members tab and add or remove people from the People section.

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3. Click Save

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