Invite employees

Grant your employees commuter benefits on the “Add beneficiaries” tab. You can add one or more beneficiaries at a time and grant them season tickets or mobility budget. To add beneficiaries, first select benefit type.

 
  1. Select the invoice on which you want to include the beneficiary/beneficiaries. You have three invoice options to choose from: a) the name of the company and mobile tickets as a reference, b) HSL Business Travel and HSL Business Travel as a reference, or c) commuter benefit and commuter benefit as a reference. If you wish to order a new invoice, first report the information and reference of the invoice to yritysmyynti@hsl.fi.
  2. If you want to grant mobility budget to the beneficiaries, select the amount you wish to issue. 
  3. If you wish, you can limit the validity period of the benefit, e.g. for fixed-term employees, or you can set a validity start date of your choice for the benefit. If you do not limit the validity period, the benefit will be valid until further notice.
  4. Enter the employee’s work email address in the white box. You can also copy a list of employees, for example, from an Excel file. Use a line break, semicolon or comma to separate the email addresses from one another. You can also add an identifier of your choice to the beneficiary's information to be shown on the report. Alternatively, you can download the e-mail addresses of the beneficiaries to be invited as an Excel or CSV file from your computer.
  5. Select “Continue”.

Please make sure that the information of the beneficiaries that are to be added is correct. You will get a notification if there is a beneficiary who is already in the system. In this case, instead of adding the beneficiary in the system, you can edit their information in the "Beneficiaries" view.

Once you have checked the information, send the invitations. The invitations will be sent immediately to the employees via email. The invitation is valid for 30 days. If the employee does not activate the benefit within 30 days, send a new invite.

The employee will receive the invitation immediately even if the benefit is set to start in the future.

Add employees by using Excel or CSV file

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

To add employees by 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, you can add the correct columns under the correct headers:

1st column: select the email addresses of the employees.

2nd column: select the identifier

3rd column: select the person number

You can also add just email addresses without identifiers or person numbers. The identifier and person number are optional, meaning you do not have to use them.

Once you have added information to the columns, click “Confirm”.

 

Add employees by using Excel or CSV file: part 2

You can also add just email addresses without identifiers or person numbers. The identifier and person number are optional, meaning that you do not have to use them. 

Once you have added information to the columns, click OK. 

After this, you need to check the three first and the last email address on the list. If this information is correct, click “Send invitations”.