Open the Benefit Settings page and save your changes

How HR reaches the Benefit Settings page, what the per-category accordion and its status icons and Needs attention badge show, and how each category's Save Changes button works.

Benefit Settings is where your HR team controls how each benefit category behaves: whether it appears in the Benefit Store, whether employees can upload expenses against it, how it is treated for tax (BIK), and which payroll codes it uses. This page is for HR users only. Everyone else is sent back to their dashboard, so if a colleague cannot find it, they are not set up as an HR user. This article covers how to reach the page, how the per-category accordion is laid out, what its status icons and Needs attention badge mean, and how saving works.

Open the page

From the HR area, open the left sidebar and look under the Settings section:

• Select Benefit Settings.

You land on a page headed Benefit Settings with the subheading "Manage categories and benefit visibility, BIK, and payroll codes." Other links in the app sometimes take you straight to a specific category and open it for you, so you may arrive with one section already expanded.

How the page is laid out

The page is an accordion: one collapsible panel for each benefit category your company has, such as wellness (friskvård) or a time off category. Select a category row to expand it, and select it again to collapse it.

Each category row shows, from left to right:

• A small colored icon in the category's accent color.
• The category name.
• A red Needs attention badge, only when something in that category still needs to be filled in.
• One or two status icons on the far right that tell you, at a glance, where the category is currently shown.

Inside a category

Expanding a category reveals two cards:

• Upload Expense Report: controls whether the category shows in the expense upload form, its BIK (Benefit in Kind) setting, and an optional custom approval flow for uploads in this category.
• Benefit Store & General: the Benefit Store visibility toggle, the category Payroll Code, and (for a time off category) the cost per day and maximum days settings.

Below those cards is the benefits table for the category, listing each individual benefit so you can set visibility, payroll codes, and BIK per benefit as well as per category.

The two visibility icons

On the right side of each category header you may see up to two icons, one for each place a category can show up to employees:

• A storefront icon (tooltip Visible in Benefit Store): the category is shown in the Benefit Store, where employees browse and select benefits. It appears when the Benefit Store toggle inside the category is on.
• An upload icon (tooltip Visible in Expense Upload): the category is offered in the expense upload form, where employees pick a category for a receipt. It appears when the Visible toggle in the category's Upload Expense Report section is on.

Hover an icon to read its tooltip. If a category is hidden from both surfaces, no icon shows.

The Needs attention badge

A red Needs attention badge on a category header means that category, or one of the benefits inside it, is missing a required setting. The category still works in every other respect; the badge is a reminder to finish the configuration.

Two things trigger it:

• Time off is missing its limits. For the Time off category, the badge shows when Maximum days has no value, or when the cost per day is not set (neither a fixed amount nor a formula). Open the category and fill in both. The Maximum days field also shows a small alert icon next to its label until it is set.
• A pension benefit is missing its provider email. For salary sacrifice to pension and similar pension supplement benefits, the badge shows when the Provider Email is blank. Open the category, find the benefit, and enter the email of your pension provider. An alert icon sits next to the Provider Email label until you do.

To clear the badge, expand the category, fill in the missing setting (Maximum days and cost per day for Time off, or Provider Email for a pension benefit), and select Save Changes. Once the required value is saved, the badge disappears.

Saving: one category at a time

Each benefit category is its own collapsible panel, and each panel saves on its own. Every panel has a Save Changes button at the bottom, and selecting it writes all of that category's settings in a single action. There is no page-wide save, so if you edit more than one category you save each one separately.

Selecting Save Changes in a category panel saves everything in that panel together, in one go:

• The category settings in the Upload Expense Report and Benefit Store & General cards, such as the Benefit Store visibility toggle, the BIK (Benefit in Kind) setting, the Payroll Code, and (for a time off category) the cost per day and maximum days.
• Whether the category appears in the expense upload form, set by the Visible toggle in the Upload Expense Report card.
• The custom upload approval flow for that category, if you turned one on.
• Every benefit row in that category's table below the cards, with its own visibility, payroll codes, and BIK.

Because all of this saves together, you do not need a separate button for the table or for each card. One Save Changes covers the whole panel.

Confirming a save worked

When the save succeeds, a green Settings Updated notice appears, confirming that category's settings have been updated successfully. That is your sign the changes are live.

If the save does not go through, nothing is applied. The category keeps its previous settings, so you can simply try Save Changes again. If it keeps failing, reload the page and re-enter your changes before saving.

Saving a category refreshes the employee-facing surfaces straight away, so you do not have to wait for anything to sync:

• The employee Benefit Store and the category pages reflect any visibility changes.
• The expense upload form picks up whether the category can be selected.

If an employee already had a page open, ask them to refresh once. New visits always show the current settings.

A record is kept

Every save in Benefit Settings is recorded, capturing the previous values and the new values for that category. This gives your company a history of who changed a benefit setting and what it changed from, which is useful when you need to trace why a category or benefit behaves the way it does.

If your company uses FlexHRM payroll export

Some companies are set up with an extra payroll export, in which case the Benefit Store & General card and the benefits table show additional payroll-code fields (labelled Payroll codes (FlexHRM)) that other companies do not see. The rest of the page works exactly the same way. See setting a category's payroll code for how to fill these in.

Troubleshooting

• I cannot open the page at all. Benefit Settings is HR only. If you are redirected to your dashboard, ask your HR contact whether your account is set up as an HR user.
• I changed two categories but only one took effect. Each panel saves on its own. Open the other category and select its Save Changes button too.
• No green notice appeared. The save did not complete, so nothing was applied. If you saw a red Error notice instead ("An error occurred while updating settings."), nothing was applied. Try Save Changes again; if it still fails, reload the page and re-enter your changes.
• My change is not showing for employees. Confirm you used the Save Changes button inside that specific category panel, then ask the employee to refresh. Also check the visibility toggles: a category only shows in the Benefit Store when its Benefit Store toggle is on, and only in the upload form when the Upload Expense Report Visible toggle is on. These are two independent switches.
• The badge is still there after I typed a value. It clears only after you save. Select Save Changes, then reopen the page to confirm.
• An icon did not change after I toggled visibility. The header icons reflect the toggle you just changed, but the change is not stored until you select Save Changes. If you leave without saving, the toggle reverts and the icon goes back.
• I cannot find what the Needs attention badge wants. Look for the alert icon next to a field label inside the category (next to Maximum days or Provider Email); that is the setting to complete.