Control what employees see (visibility)
A category is shown in the Benefit Store while at least one of its benefits is shown. Show or hide single benefits, and choose which categories employees can pick when they upload a receipt.
Employees meet a category in two places: in the Benefit Store, where they buy its benefits, and in the upload form, where they pick a category for a receipt. You decide both on the Benefit settings page, and the two are independent of each other. This article covers how a category is shown or hidden in the Benefit Store, how to show or hide a single benefit, and how to choose which categories employees can pick when they upload a receipt.
How the Benefit Store decides
There is no switch for a whole category. A category is shown in the Benefit Store while at least one of its benefits is shown, and hidden while none are.
- To hide a whole category, turn off Shown for every benefit in it.
- To show a category, turn on Shown for at least one of its benefits.
Open the category on the Benefit Store tab to see where it stands. The Visibility section reads, for example, Shown in the store (3 of 5 benefits shown), or Hidden from the store (no benefits shown), with the line "The category shows in the store when at least one of its benefits is shown. Turn benefits on or off in the list below."
In the list of categories on the left, the Store mark is struck through while a category has no benefit shown.
Show or hide a single benefit
Each row in the Benefits list has a Shown switch at the end. It decides whether that one benefit appears in the Benefit Store, whatever the other benefits in the category do.
In the HR menu, open Settings and select Benefit settings.
Select the category in the list on the left, and open the Benefit Store tab.
Turn Shown on or off on the benefit's row. A hidden benefit is greyed out, and the line under its name reads Hidden from the store.
Select Save changes in the bar at the bottom of the page.
A benefit that has never been set up on this page starts as shown, as long as its category is in the store. A new benefit from CLVR can instead arrive switched off: it is listed with Shown off and stays out of the Benefit Store until you turn it on and save.
If you hid a whole category earlier, when the page still had a switch for the category, its benefits are listed as hidden, so employees still don't see them. Turn on Shown for the benefits you want to offer, then save.
A benefit can also be listed in a second category. There, Shown decides only whether it appears in that category, and it counts toward that category being shown. See the article on benefits listed in more than one category.
Allow expense uploads for a category
Whether employees can pick a category when they upload a receipt is a separate setting from the Benefit Store.
Select the category and open the Upload expense report tab.
Under Visibility, turn Offer in upload form on or off. Its line reads "Employees can pick this category when they upload a receipt."
Select Save changes in the bar at the bottom of the page.
When it is on, employees can pick the category in the upload form. When it is off, the category is removed from that list and employees can no longer file receipts in it. Every category is offered for uploads until you turn it off.
The tab shows a green Offered, or a grey Hidden when the category is not offered. In the list on the left, the Receipts mark is struck through while a category is not offered.
Offer in upload form is not the same as BIK
On the Upload expense report tab, two switches do different jobs:
- Offer in upload form decides whether employees can upload receipts in this category.
- BIK (Benefit in Kind) decides whether those receipts are taxed as a benefit. It does not change what employees see.
This switch covers uploaded receipts only. Benefit Store purchases have their own BIK switch under Defaults for all benefits on the Benefit Store tab. For what it does, see the article on what the BIK setting does to cost and payroll.
Change several categories at once
You don't have to save one category at a time. Change as many categories as you like: each one you change gets a purple dot in the list, and the bar at the bottom of the page lists them all. Select Save changes once to save every one of them.
Use the Receipts and Store marks in the list to check every category at a glance before you save.
Troubleshooting
- The category still shows in the store. At least one of its benefits is still shown. Open the Benefit Store tab and check the Shown column, including any benefit listed there from another category.
- I turned a benefit on, but employees don't see it. Check that you selected Save changes and that the bar at the bottom is gone, then ask the employee to reload the page.
- The category shows in the upload form but not the store, or the other way round. These are two separate settings: Offer in upload form on the Upload expense report tab, and the Shown switches on the Benefit Store tab.
- An employee says the category is missing from the upload form. Check that Offer in upload form is on for the category and that you saved.
- I want uploads allowed but not taxed. Keep Offer in upload form on and turn BIK (Benefit in Kind) off. This also changes the BIK default for the category's benefits.